How to optimize your Email signature

There are two primary methods of contact that business professionals use to effectively communicate – Phone Calls and Emails. Everybody knows that with Phone calls, it is assumed that you should have a professional Voice Mail set up. If you’ve ever dialed a business number, and they do not have a professional answering service, you immediately begin to wonder if something is wrong. You begin to ask yourself questions like “Does this business even exist?” or “Why can I not leave a message for someone at this company to call me back?” Ultimately, whether or not a company has a professional Voice Mail set up will help make the determination if the company is reputable.

With that same concept in mind, every business professional needs an optimized email signature to sign off each business-related email. You want to be certain that your email signature can be read on all devices, and most importantly, that you are including the necessary components to maximize the potential of your email signature.

The average worker sends out 41 emails per day. Based on that statistic, the average employee who sends out that many emails per day should make sure that their email signatures are properly branded with clear company logos, pertinent contact information without any redundancy. 39% of people who use email signatures include their email address in their signature. This is considered redundant. If I receive an email from a new contact, then I obviously already have their email address. There is no need to include an email address in an email signature unless it is absolutely relevant. A physical address for a company or organization is a key component to a properly optimized email signature. You want your clients to know that you have a physical location, and in most cases the location can even be a huge selling point. Here are some features that you should include in your email signature to ensure that your signature is optimal on all devices.

  1. Name and Job Title are written in web-safe font. These are two of the most important components of an email signature. You want to make sure that your name and job title are not only included in your email signature, but are clear to read on all devices.
  2. Relevant Contact Information in web-safe font. You want to include just relevant contact information. There is no need to include your email address, unless you have more than one email address or it is pertinent to your email signatures’ existence.
  3. News article or Blog should be added to your email signature if you or your company is regularly in the news, or if you have a blog that is updated regularly and active.
  4. Clear Logo in .png format. I cannot emphasize this enough! I have seen too many email signatures in .jpeg or .tif format that do not look crisp and clear. When creating an email signature, please make sure you get the highest quality images otherwise the end result will look blurry.
  5. Clear Icons in .png format. Only include icons that are relevant. It is not a contest to see how many icons you can include in your signature. Just include the ones that are active and important to you and/or your business.
  6. Company Address should be included and written in a web-safe font. I would also suggest that you link it to Google Maps as well. Sigbop automatically links your address to Google Maps. When your address is linked to Google Maps, not only is the link-click trackable, but it also helps your clients find your location much easier!
  7. Your Email Signature is under 350 pixels in width. If you want your email signature to be optimal on every device, this starts with mobile devices. To ensure that your email signature can be seen properly on a mobile device, we suggest that your email signature’s width is 350 pixels or less in width.

Web fonts on websites give designers undeniably better creative options. The use of unique, compelling typography reflects the brand identity of the website. Web fonts add support for fonts that are not installed by default in a browser and are supported by all modern web browsers. For those who don’t know what web-safe fonts are, here are some web-safe fonts that can be rendered by almost all email clients.

  • Arial
  • Courier
  • Georgia
  • Helvetica
  • Times New Roman
  • Trebuchet
  • Verdana

The best support for web-safe fonts comes from Apple. Web fonts used to be supported by the Android email client; however Google replaced the email client with the Gmail mobile app, which does not support web fonts or style tags. The remaining popular email clients have either nonexistent or limited support for web fonts. Specifically, these email clients do not support web fonts:

  • All major webmail email clients (i.e. Gmail, Yahoo, Outlook.com)
  • Various Gmail mobile clients
  • The Outlook 2007/10/13/16

In summation, when creating an email signature for your business or even personal email accounts, consider the following criteria. The most important factor in creating an email signature is to certify that your email signature will be read perfectly on all devices. This means that you need to keep the email signature width at approximately 350 pixels or less. Anything larger can have the potential to be rendered outside of the viewing pane on various devices. Consider which fonts you use. As stated above, there are several fonts that are considered web-safe. It would be in your best interest to use one of these web-safe fonts to create your email signature. Make sure that your logos, icons, banners, and other signature images are saved as .png files to ensure a clean and crisp picture. Keep your email signature up to date. If some information changes, then update what is relevant to your email signature. Keeps these factors in mind and you will create an optimized email signature that will be read perfectly on all devices!