This blog post is part of the new Tech Tip Tuesday series Amy is working on for the Women’s Small Business & Leadership Network
More than 270 billion emails are sent and received every day. A good email signature is key to standing out among the hundreds of emails any given person receives each day.
Not only is your email signature a chance to brand every email you send out, it’s also a chance to establish and nurture a connection with your customers and potential clients.
In this post I’ll show you how to create a stellar email signature in Gmail. (For those of you who don’t use Gmail or G Suite for Business yet, be sure to check out next week’s blog post!)
What should an email signature contain?
Email signatures don’t have to contain that much information to be effective. The minimum information you should provide is:
- Your full name
- Your title / position
- Your company name
- Your company’s website URL
Should I include my email address?
There’s some debate over whether to include your email address in your signature. Some people think it’s a waste of space, especially since all someone needs to do is hit “reply” to email you directly.
I personally think it’s a good idea to include your email address in your signature because you never know who may be forwarding your emails on or recommending you to someone else. And if you’re asking friends, family, and current customers or clients for referrals, having that information available in your signature is also helpful for them.
What else can I put in my signature?
Entirely optional information includes your phone number, social media links, company mailing / physical address, and a call to action.
It’s also a good idea to include a good portrait image of yourself and your company logo. Again, this isn’t strictly required, but faces and logos are more memorable than text.
What should I leave out of my signature?
There are things you should definitely leave out of an email signature if you want to appear trustworthy and leave a good impression.
- Don’t use inspirational quotes – it doesn’t matter what type of business you run, including a quote leaves a negative impression and can confuse your recipients.
- Skip the “Sent with my iPhone” / apologies for typos – proofread your emails before you send them to potential clients or customers. If you have an established connection with someone they’ll forgive typos, but if you’re trying to establish something no email signature is going to make them feel better than you can’t be bothered to proofread your communications with them.
- Don’t use custom fonts – this is another thing that leaves a negative impression no matter what profession you’re in. Use the default sans-serif font.
- Avoid using more than four social icons – Honestly, you should probably pick one or two and focus on building those audiences. But any more than four icons will overwhelm your recipient.
- Save certifications and degrees for your resume – It’s one thing to include the appropriate titles and suffixes in your name, but including certification and degree info in your email signature just looks obnoxious and leaves a negative impression.
Now that you know what you should include and not to include, let’s talk about how to make your signature look awesome.
I made a step-by-step video that you can watch below – or scroll past the video to get the instructions with screenshots.
1. Click the gear icon on the top-left of your Gmail inbox
2. Select the “Settings” menu option
3. Scroll to the “Signature” section
4. Add your contact information
5. Bold your name and make the text large sized
6. Italicize your title / position
7. Select your email address and click the link icon to turn it into a URL
8. Select your company URL and click the link icon to turn it into an active URL
9. Put your cursor in front of your name, and click the “Insert Image” icon to upload a portrait from your computer
10. Click the image and select the “Small” size
11. Select your email address, phone number, and website URL and change the color to your liking
Making an even better email signature
If you’d like an email signature that’s more like the one at the beginning of this blog post, you can create one for free using the HubSpot email signature generator tool. The tool will guide you through setting up a stylish email signature.
Then all you have to do is copy and paste the signature it generates into Gmail, and VOILA! A gorgeous email signature and you didn’t even need coding skills!