2017-03-15 00:00:00OperationsEnglishLearn about the benefits of signature blocks in your company's emails. Find out what you should and shouldn't include in a signature.https://quickbooks.intuit.com/ca/resources/ca_qrc/uploads/2017/06/Small-Business-Owner-Edits-The-Company-Email-Signature-To-Include-A-Link-To-Look-Up-Tracking-Information.jpghttps://quickbooks.intuit.com/ca/resources/operations/crafting-emails-importance-of-signature-blocks/Crafting Emails: The Importance of Signature Blocks

Crafting Emails: The Importance of Signature Blocks

2 min read

While it’s often overlooked, an email signature block is an effective and subtle way to market your business. Setting up appropriate signature blocks for all of your company’s email communications also ensures that recipients have the contact information they need to easily get in touch with your business or a specific department in your company. Creating a signature shouldn’t take much time, but you do need to put some thought into making sure it has the right information without overdoing it.

Benefits of Setting Up Email Signature Blocks

From a marketing perspective, an email signature block is an excellent promotional tool. Recipients see your company’s name and website URL every time they read an email from one of your employees. Since the information is in the signature of the email, it fits in naturally instead of looking like an advertisement. With preset signature blocks, you cut down on the time it takes employees to write emails, promote brand consistency and eliminate the risk of typos.

What to Include in a Signature

When it comes to an email signature, short and sweet is the way to go. Part of proper email etiquette is avoiding lengthy or visually distracting signatures. Keep them informative and professional. While you have some flexibility regarding what you put in your company’s email signatures, they should always include the following elements:

  • The name and title of the sender
  • Your company’s name
  • Contact information for your company, including its website URL, address and at least one phone number

The ideal length for a signature is three to four lines of text. A small image is a great way to make your signature more memorable, but keep it relevant — either your company’s logo or a headshot of the employee sending the email works well.

What to Avoid

While many email signature generators include animations, it’s best to avoid using these. Not only do they create an unnecessary distraction from the content of the email, but they may not even play, depending on the recipient’s email provider. Stay away from quotes, as well. Even the most inspiring quote gets old after someone sees it at the bottom of an email 30 times. Including an email address in an email signature is usually redundant. As for the number of links in an email signature, limit them to two or three at most. Putting too many of them in one email can trigger an email provider’s spam filters.

Trimming Down Signatures for Internal Emails

Signatures for internal emails require far less information. Employees don’t need to see your company’s contact information at the bottom of every email, because they already work there. You can limit signature blocks for internal emails to the sender’s name and title, along with a contact phone number for the specific line or department. Smaller signature blocks make your company’s internal emails easier to read and reduces the amount of memory it takes to store them. A well-designed signature block presents a professional image for your company and reinforces your brand to recipients. Set up signatures that are the right length and include your company’s contact information so recipients can easily get in touch with you.

References & Resources

Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.

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