Corporate Email Signature Guidelines: Best Practice Tips

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Corporate Email Signature Guidelines: Best Practice Tips
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Read time: 13 min

Another day, another email. Working in a corporate position means you have your own fair share of emails to read and emails to send. Just like there are guidelines for how to conduct your business and behave in the workplace, there are also corporate email signature guidelines that are of value to know. 

In this post, we’re going to share how to make a professional signature. We’ll also share more about the biggest hack: how you can use a professional email signature generator to remove all the guesswork! 

What is an Email Signature?

Before we get into the details, let’s cover the basics and answer, “What is an email signature?” An email signature is a customized block of text that appears at the end of an email. It combines contact information with branding to provide email recipients with what they need to get in touch or take a next step with the sender. 

Since email signatures can also include marketing banners and call-to-actions, they serve as a marketing tool, too. 

Corporate professional working in office on computer

Photo from Pexels

What are the Benefits of a Corporate Email Signature?

Email signatures are a great way to:

  • Boost brand awareness 
  • Capture and generate leads 
  • Increase traffic to your website 
  • Grow your social following
  • Solidify a level of professionalism 

With a professional email signature, you can:

1. Build Customer Relationships

Customers take and need time to warm up. Providing them with a way to learn more about your business or connect via social channels is a great way to boost your connection with them. 

2. Improve Brand Recognition 

By following corporate email signature guidelines, you’ll be able to boost brand recognition as your email signature will include the business logo and branding elements that will improve outreach efforts. 

3. Convey Professionalism

A major hurdle when contacting a new lead or referral comes down to trust. With a well-structured email signature, you are basically providing your new contact with a digital business card that can help them know that you are a legitimate professional. 

What are Best Practices for Corporate Email Signature?

Not all corporate email signatures are created equally. The good news is that you can create the best one by following these corporate email signature guidelines and best practices. 

Plus, by using the best email signature generator, all of these top-notch practices will already be handled. All you have to do is choose your favorite template and start customizing it. 

Here are some of our top recommendations when you’re ready to create your own email signature:

1. Include Your Logo

Whether you run the business or work for a business, include your company logo in your email signature. This is the first sign of credibility that will increase your recipient’s trust in working with your business. It also is a way to boost brand recognition. 

2. Less is More 

Cluttered email signatures can backfire and be counterproductive to achieving the plenty of benefits that come along with having an email signature in the first place. Be sure to leave out unnecessary information. 

For example, you don’t necessarily need to include your email address as it’s already in the email sender information up top. Leave out any details that you don’t want people to have, such as a mobile phone number if you only want people to contact you at work. 

3. Photo Tips 

If you’re going to include a photo of yourself in your email signature (which is very common and useful for client-facing roles), then remember to smile and look approachable! You don’t want the smile to be overdone, fake, or smug. 

It should display confidence and friendliness. Additionally, be sure to use high quality images so that your email doesn’t run the risk of being distrusted. Last but not least, choose a clean background that is preferably a solid (but muted) color that contrasts well with your face. 

4. Size it Right 

The size of your email signature is incredibly important because it dictates how it will display across devices. The recommended width is no greater than 650 pixels, with a height between 90-150 pixels tall. 

What are Common Pitfalls in a Corporate Email Signature?

For branded corporate email signatures, there are a few extra things to be aware of. 

Since you’re running a business filled with multiple individuals who all serve as representatives of a single brand, you want to avoid the common pitfalls that can arise with corporate email signatures. This is where corporate email signature guidelines are most valuable. 

1. Devise a Policy 

While email signatures are intended to be personal and creative, you’ll want to maintain brand standards and keep it consistent across your organization. You can do so by devising an email signature policy to ensure that everyone keeps the same presentation and branding. 

Additionally, with the use of an email signature generator, you can spearhead the process and design the perfect corporate email signature. Then, once you export it to HTML, every individual on your team/within your organization can easily add their own contact information. 

2. Avoid Custom Fonts

While custom fonts may be enticing, they can be dangerous when it comes to email signatures. This is because they may not be web-ready, which means they won’t always render across devices. 

If your recipient doesn’t have the font installed, then they won’t be able to see the font on their screens. Additionally, “fun” fonts could be harder to read and come off as childish or too playful. Here’s your guide to the best email signature fonts

3. Keep it Simple 

Many people feel compelled to add their own personal quotes to the end of an email signature. While a quote is useful if it is indicative of your brand strategy and value, it should be left out if it’s personal. 

4. Add Your Website

It is absolutely critical to include a corporate website as part of your email signature. You probably already knew this, but the important best practice here is that you can remove the “www.” portion. 

To avoid these common pitfalls, you can use an email signature builder tool that keeps all of this in mind, so you don’t have to. With an array of templates to choose from, you immediately remove all the guesswork as the designs are set up properly.  so recipients can simply click on it to go learn more about your company. 

Then, all that’s left to do is customize it with simplicity using the drag-and-drop visual editing tool. Once you’re ready to send your freshly designed and professional email signature, you can export it to your preferred email service provider of choice using an integrated feature.  so recipients can simply click on it to go learn more about your company. 

Man working on computer

Photo from Pexels

What to Include in a Corporate Email Signature?

With your corporate email signature guidelines in mind, it’s time to get to the bread and butter of your corporate email signature. That is, these are the ingredients you should include! 

1. Full Name

Your full name (middle name is optional) is an absolute must! While you may already be signing off your email with your name above the email signature block, your name is the main component of an email signature. That’s why it’s called a signature! It’s typically the first line of text. 

2. Role Information

Up right after your name should be your role information. This could include your job title, and potentially, your department.

3. Secondary Contact Information

While the recipient now has your email address, you likely have additional methods for how you can be reached. It’s time to share that information. This may include an office phone number, the option for a mobile phone number, and even a fax number. 

4. Social Icons

Social media is increasingly important for all kinds of companies. It’s a way to connect with customers and new leads in an informal environment. 

When it comes to a corporate email signature, be sure to include social media icons for the corporation, rather than your own personal social media channels. The caveat here is if you are an independent contractor that works under a corporation. 

If you post professional content rather than personal content on your social media platforms, then you can feel free to include those links. 

5. Call to Action

When we mentioned that an email signature can be used as a marketing tool, we weren’t kidding! You can incorporate an email signature banner with a specific intention as part of your email signature. 

For example, if you are launching a new product or want to promote an upcoming event, consider adding an email banner with a clear call-to-action as part of your signature. 

6. Booking Links

Have a Calendly or booking software that you use to schedule appointments with clients? Throw it in your email signature to make it easier than ever for a client to get on the books with you! 

This makes for such an easy user experience and reduces the friction that often comes along with getting in front of your clients. 

7. Industry Disclaimer or Legal Requirements

There are some industries (i.e. finance, legal, and insurance) that are heavily regulated. Be sure to look into any industry regulations when it comes to sending out emails and email newsletters. If needed, add your industry disclaimer or required legal verbiage at the bottom of your email signature. 

8. Pronouns

Although pronouns are not required as part of your email signature, they are becoming increasingly popular to add. This helps to depict your identity, especially to people who haven’t already met you or if you have a name that is gender neutral. 

By now, you may be feeling like there’s a lot to remember and a lot of options to choose from. Getting it all right can be challenging when you want to focus your energy on adding your contact details and continuing with your to-do list. 

Email signatures shouldn’t have to be so hard, and with an email signature tool, they no longer are! Email signature tools provide you with a multitude of templates to choose from so that your email signature is always professional and adheres to these best practices. 

With drag-and-drop editors and easy export, your new (and perfect) signature can be sent to the masses in no time. 

Closing Words

By following these corporate email signature guidelines, your business will be on its way to make a great impression with every email sent. A corporate email signature should be as effective as it is eye-catching (without drawing attention away from the email body message). 

To strike the perfect balance for corporate email signatures, remember that you can use an email signature generator tool to handle all the busy work and detailed considerations for you. 

With access to a variety of professionally-designed templates, all that’s left is for you to customize the branding based on the business and add in your very own details. to handle all the busy work and detailed considerations for you. 

This way, everyone in your organization can have a standardized and effective email signature that protects your brand’s reputation. 

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