Email signatures are a must but figuring out what to put in them can be tricky. Your email signature should show off a bit of personality, for both you and your company. You have to grab your prospect’s attention, but not for the wrong reasons. You can easily increase your sales productivity by making your email signature informative without overloading it with too many details. Crafting a professional email signature is a tough balancing act and we’re going to teach you how to walk the tightrope.
What should be in your email signature:
Let’s start with the basics and we can build out from there. Including your name is essential along with your title. Your title helps prospects understand your intentions and role within your company.
Only include contact information that you think will be helpful for your prospects (this is especially true of phone numbers). For example, do you really need your full HQ address or fax number? Adding contact info that you don’t use is overkill (scroll below to see an example). And while it may seem obvious, don’t include the email address you’re sending from to avoid redundancy.
If you’re an avid social media user, add your profiles to your signature to further expand your networks (and improve social selling). Consider using hyperlinked images for social media channels to help break up text but still get the job done.
Add your company website (as a hyperlink for easy accessibility) and logo to help drive traffic to the site and get your brand recognized.
Don’t try to stuff everything into your signature — it’s not a mini-biography. Only include information that’s relevant to you. If you don’t use social media very often it’s probably best not to include those links; if you don’t typically use the fax machine you can take that number off as well. You may also consider removing the legal disclaimer; no one reads it and takes up a ton of space.
How to design your email signature:
Choose only a few colors for your email signature, because the more you have the more likely they are to clash. If you’re having trouble picking a color(s), it’s best to go with the colors of your company logo. Make sure that your font palette is also small. Typically one typeface is best, but if you find two that work together without clashing that’s also fine.
Adding a photo
While it’s not required, adding a photo of yourself to your professional sales emails can help put a face to your name and make your message more personal. When prospects know it’s a real person sending a unique email (instead of a bot or mass message) they’re a lot more likely to respond.
Other Imagery or CTA
Consider promoting hot marketing content by adding a CTA to an ebook or case study. Or, include a recent award that your company has received. This shows third-party validation that you guys are a rockstar in the space.
Optimize for mobile
Since people are always glued to their phones, it’s essential that your email signature is able to be viewed on a mobile device. Since up to 77 percent of emails are checked on cell phones it’s important that they can clearly read it without any hassle.
You may also want to set up a specific email signature for your phone. Switch up the “Sent from my iPhone” text and add a little bit of flair (and to excuse any missed typos). Here are some ideas:
- Typed with big thumbs on small phone.
- iPhone. iTypos. iApologize.
- Sent from my iPhone; spelling might vary because I have fat fingers.
- Sent from my iPhone, please embrace the typos.
- Sent from a magical device that lives in my pocket. Please excuse typos.
- *brevity and errors aided and abetted by my beloved iPhone*
- Sent from iPhone; kindly excuse tyops.
Setting up your email signature:
How to setup your email signature in Gmail
- In the top right, click Settings Settings and then Settings.
- In the "Signature" section, add your signature text in the box. If you want, you can format your message by adding an image or changing the text style.
- At the bottom of the page, click Save Changes.
How to setup your email signature in Outlook
- Open a new email message.
- On the Message tab, in the Include group, choose Signature > Signatures.
- Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.
- Under Edit signature, type the signature.
Best email signature tools
Here are some tools to help you build an email signature. The first two are templates to make a simple email signature. If you’re looking to get more creative and add imagery, Canva will allow you to design your own.
Bonus: Saleshero’s AI sales assistant, Robin, can detect information in your prospect’s email signature like a new phone number, title, etc. and will suggest updating this in Salesforce for you if it’s missing. Helping keep your CRM contact list clean and up-to-date!