You may be asking yourself, what does “best email signature” even mean?

Statistics show that the average number of emails sent and received in a day is around 205 billion. That number is expected to grow to 249 billion by the end of 2019.

In light of that, you can see that email plays a large part in many people’s daily life. Emails can attract attention and leave an impression or emails can get lost in myriads of other emails being sent and received each day.

Are Email Signatures Important?

Any conversation or business meeting you have in life, you want to walk away from feeling like you sent the right vibes and said what you needed to say in an appropriate fashion. Your parting words can reflect your purpose.

In a way, emailing is the same. The way you signoff on your email is your last chance to ensure you are conveying the proper message.

Email signatures are important. Especially in the professional business industry.

Did You Know Email Signatures Can Assist Your Marketing?

Email signatures, when used correctly, should become another great source of marketing for you or your company. As the Intelligent Data Group puts it, “Email signatures should be viewed as a standard part of the marketing of any business.”

An office worker receives an average of 121 emails per day. The average open rate, in North America, is 34.1%. If your email is in that 34.1% you want to make sure it packs a punch…your signature is your last chance to make your email memorable. Choose wisely.

You can find plenty of other crazy email statistics that could be helpful to you here.

There Are So Many Options, Where Do You Begin?

Well, before we talk about the do’s, let’s talk about the don’ts:

  • Don’t include quotes

Sometimes quotes can be confusing or weird to people. They could send the wrong message and turn people off. It is safer to steer clear of using quotes as part of your sign-off.

  • Don’t use big business logo

If you want to include a logo, go for it. Just don’t make it huge. Your logo should not be the focus. If you feel like you need to add more to your signature, add more contact information. Give people options for following through and staying connected: people like to have options.

  • Don’t use anything fluffy

Receiving a lot of emails in a day can be exhausting. Your sign-off should be a good mixture between short and sweet but also personable and catchy.

  • Don’t exceed 5 lines

As stated before, contact information is always good. However, try to keep your signature from 3-5 lines. Imagine you are trying to say goodbye to someone and walk away but they are rambling on about this and that. It’s painful, isn’t it? That’s what including too many lines in your sign-off is like.

Email Signature Best Practices

So What Should You Do?

  • Know your audience

If you are emailing an old friend, your signature is no big deal. But we’re here to talk professional business signoffs. Learn as much as you can about who you are reaching out to and see if you can figure out what makes them tick. Here are some template ideas for your professional email signature.

  • Know how well you know them and they know you

Are you contacting someone you have worked with before or is this the first time reaching out to your recipient? If it is a follow up or someone you’ve been working with for awhile, a more familiar signature would be acceptable. If it is someone you are reaching out to for the first time, this is the first impression they are getting of you. It needs to be professional.

  • Know your business with them. What is the context?

It is important to know the goal of your email. Are you just trying to get your name out there and let someone know you exist for future reference? Or, do you want a response and follow through?

  • Include more than just your name

I said it before, I’ll say it again: people like to have options. You should always include some form of contact information other than your email in your signature.

Making The Decision

Once you’ve established an understanding of these basic signature rules to follow, choosing your signoff should become a lot easier.

There are still many many options out there. My suggestion would be to choose a couple you like and are comfortable with and go from there. Switch it up from time to time if it seems appropriate for the email you are sending but have a couple go to’s.

Find The Balance Between Formal And Friendly

Remember everyone likes different things and responds to things uniquely. Check out what some of the experts are saying about the best email signatures here.

You are different: don’t be afraid to show a little personality in your signature.

Email Signature Personality

Classic Examples That Can’t Go Wrong

  • “Best” – recently, however, there have been some contrary opinions coming out against best.
  • “Regards” – not to personal but also not cold. It’s a good mix.
  • “Thanks” – as long as you are really thanking someone for something)
  • “Cheers” – occasionally people take this as you trying to be British.
  • “Best wishes” – good for initial contact.

Examples That Almost Always Go Wrong

  • “Just your name” – lacking in a lot of different ways.
  • “Yours; yours truly; yours faithfully” – weird weird weird for business emails.
  • “Rgds” – some find it acceptable but I think it’s terrible and weak.
  • “Bests” – what the heck is the extra “s” for?
  • “Sent from my iPhone” – if you email are often sending emails from your smartphone, make sure you change your settings so there are no automated signoffs like this included.

In Short

Everyone accepts email signatures differently. There is no perfect way to sign off. However, there are rules you can follow to ensure you have the best email signature for your purposes. The times are changing rapidly, as are the rules and etiquette of emailing. Be sure to stay up to date on any email signature updates that might be out there!

by Rose o’Reilly, a student at Christendom College | LinkedIn