E-mail signatures: Seconds to create, yet so easy to mess up

When it comes to e-mail signatures, what’s in a name? With so many options for what to add, sometimes what’s in your name can be an information overload. The rules of thumb for successful e-mail signatures are to keep them concise and tasteful. In other words, don’t go overboard.

Professional signatures should be short and to the point. Check company policy—depending on where you work, it’s possible that there is an existing policy that dictates what type and format of signature you should use. If this is the case, all you have to do is fill in the blanks.

If you’re on your own to choose, decide what information is most important to include in your signature. This could change depending on who you communicate with most. For example, if most of your emails are internal within the company, you may want to list what floor you work on, your cell number, and your extension. However, if you communicate with a wide variety of people outside the company, you may want to include your job title, work address, e-mail, company Web site, and phone numbers.

Resist any urges to plaster emoticons, animations, or other decorations along your signature. They can be tacky and distracting, and they don’t fit in with a professional setting. Don’t include any personal details such as a Twitter account, personal Web page, home contact number, etc. Avoid adding anything that lists your skills or looks like a resume. Kill inspirational quotes—signatures aren’t the place.

When it comes to company images and logos, keep them to a minimum. They may seem smart at first, but they clog e-mail content and add bulk to messages. Besides increasing the file size, most are also blocked from being opened immediately. Also, someone who wants to save your contact information can’t copy from an image, so they’ll be frustrated.

For more tips on avoiding signature snafus, visit this link to read an article that outlines several.