A signature reflects your personality, provides details / information about the sender, sets the tone for the conversation. Granted there are very few people who actually pay attention to their signature but did your know that this tiny bit of your correspondence can affect the tone of address? Below are reasons why email signatures are to be treated with more than a cursory glance and how to go about saluting them.
Email signature like business letterheads are to be treated with the seriousness they deserve. This is because they spell seriousness and inject some officiousness to the venture that you are proposing. An e mail signature such as email@example.com might be shunted aside as spam mail; compared this with firstname.lastname@example.org. The latter has an official ring to it and may alert the recipient that the guy on the other end may be the engineering guy who wants to get in touch with the client.
The main purpose of email signature templates is to let people know who they are dealing with and consequently how to get in touch with them. A respectable e-mail signature template should include the following: Your name, the company that is being presented, the post of the official in the conversation, all of which should ideally be captured in about 2 or 3 lines with a maximum of 72 characters on each line.
Keep in mind that in some states there are some legal ground rules that essentially capture what an email signature template should contain. This includes the address of the company, the registration no. of that company, and the VAT no if any. Excluding this information could result in legal penalties.
Email signature templates have a certain degree of etiquette that is attached to them, these may include the following ground rules: Do not under any circumstances include random quotes at the bottom. Personal details, your skill sets, images and logos are to be excluded from the e mail signatures. Random quotes may leave a bad taste in the mouth of those who you are trying to address, as for personal details they are just that personal- keep them that way, and as far as images and logos are concerned. They have the effect of increasing the file size and spell a lack of seriousness in as far as the business world is concerned.
If it is possible steer away from HTML formatting that may have diverse issues in so far as dealing with different e-mail clients. Although HTML formatting is supposed to support different e mail clients, the problems that may arise from this formatting have to do with issues of the formatting nature, therefore ensure that text looks good in plain text, use black standard size fonts whilst avoiding the multi colored options, and check to ensure that it wraps around texts correctly.
After all the above rules, remember that that proper email signature templates are a balance between maintaining personal details and contact details.