The professional e-mail signature, a real guarantee of credibility

22.7 million. This is the number of French people who logged on to at least one email account every day in 2019 (Médiamétrie). Email therefore remains the main means of communication in the professional world, and represents a real guarantee of professionalism for users.

With almost 30 emails sent every day in France (Radicati Group), the email signature is essential and represents a significant opportunity to leave a good impression on the recipient. It deserves special attention. With a quality email signature, you can attract more attention from your recipients and considerably improve your company's image.

Would you like to create or optimise your email signature? You've come to the right place. Discover the 4 essential steps to setting up your signature, backed up by invaluable advice, tools, examples and best practice!

See all software Email Signature Management

6 examples of professional email signatures

Signature mail with social networks

Signature mail with CTA (Call to action)

Signature mail with certifications

Simplistic email signature without logo

Signature mail with news

Mail signature with banner

How do you create your professional email signature?

1 - Adapt your content

The shorter your email signature, the more impact it will have. Signatures that are too long generally fail to attract attention. Bear in mind that an email signature is first and foremost a signature, so it needs to be concise and clear.

👉 We advise you not to exceed 3 or 4 lines of text.

So, for optimum and appropriate content, you should include the following elements in your email signature:

• First and last name,
• Position,
• Company name, logo and link to its website,
• Telephone number and/or postal address

  (Inserting a photo is optional but recommended).

Now that you have the essential elements for creating an optimal signature, you have one or two lines left to personalise your content as best you can. For example, we recommend :

• Insert your social networks, in the form of logos, to save space. This can be a real communication lever. For this reason, you should only include in your content the social networks on which you are active.

• Include a "Call to action" (CTA). This can be a link to the last article you published online, the platform on which you manage your appointments, the link on which you offer web users quotes, etc. This can considerably improve your content strategy.

• Highlight relevant certifications or achievements, such as an SEO certification, award or ranking. This will promote your status as an expert and your credibility as a professional.

2 - Adopt an HTML format

It's one thing to offer relevant, attractive content, but it's quite another to provide a clean, optimal layout! The issue of readability must be given just as much priority as the visual aspect or the content.

Not all your recipients have the same email address. So not all images are displayed in the same way. It is therefore advisable to present your content in text format and not 100% image format.

👉 Give preference to HTML format. It guarantees optimal display for all mailboxes and is highly adjustable. You can add images or adjust your text at any time.

If you're not familiar with HTML, don't worry! There are plenty of tools available to help you create your HTML email signature easily and optimally!

We'll take a look at them a little further on in this article.

3 - Make sure your email signature is responsive

It's also important to adapt your design and content to all digital formats. An email signature that doesn't display properly on a mobile phone or tablet can be problematic. Your content must therefore be " Web adaptive" and " Responsive Design". In other words, your content must be adaptable and attractive on any digital device.

The main points you need to pay particular attention to are

• Font size

  Minimum 10px

• Image size
  → Width between 320 and 600 px
  → Height between 90 and 150 px

• The overall size of the email signature
  600px wide and 250px high

• Weight
  Maximum 120KB

• The size of the clickable areas
  They must be large enough to allow mobile users to click easily.

• The distance between clickable elements
  They should be far enough apart to avoid confusion.

4 - Adapt your signature to your teams

We now know that a professional, attractive email signature makes you more professional in the eyes of your contacts. But if the customer is communicating with several members of the team, different signatures will reduce your credibility .

The professional email signature must therefore be corporate and comply with the company's graphic charter. So you need to harmonise and unify your staff's signatures.

Furthermore, harmonising your email signatures does not necessarily mean that they are all identical. Each department or employee can personalise their CTA and/or the elements at the end of the line. For example

• the sales department can add a CTA for making an appointment or reading the latest white paper;
• The marketing department can add a link to the latest content it has created (article, infographic, etc.);
• the human resources department can add a link to its recruitment platform.

Using the right tools to create a professional email signature

There are a number of tools available to help you create your professional email signature, whether in terms of content, layout or format. Email signature management software is a highly effective tool with a number of advantages:

• full support,
• attractive, optimal signature templates
• automatically generated HTML content and images,
• easier, more intuitive standardisation of your teams' email signatures,
• more optimal management of your signatures,
• analytical features that let you know how many people have clicked on the links you've included in your email signature.

Boost My Mail

Boost My Mail is an ultra-intuitive , easy-to-use editor for creating and automating professional email signatures , enabling users to configure an attractive, designer email signature injust a few clicks.

In addition to its many ready-to-use and 100% customisable email signature templates, the solution offers advanced management of your communication campaigns. As a partner of Canva, Microsoft and Google, the creation and rotation of your automatic banners is simplified and adapted to your business needs. Measure the performance of your campaigns at a glance, with a dashboard of statistics updated in real time , and strengthen your brand image .

Letsignit

The ultra-intuitive, customisable and easy-to-use Letsignit platform is a good example of all the benefits that a high-performance signature creation tool can bring you.

In addition to its RGDP certification and Drag & Drop email signature editor, the solution lets you centralise and deploy all your teams' signatures with a single click. Your internal and external communication is amplified and your management simplified. What's more? Thanks to its synchronisation with your directory, all your users' details are automatically pre-filled in a secure way.

See all software Email Signature Management

The professional email signature, a true guarantee of professionalism

As you will have realised, a professional email signature is not to be taken lightly. Despite an email with an eloquent body text, it represents your last chance to make a good impression on your recipient. If it is optimal and well executed, it can considerably increase the power of your marketing campaigns and promote your brand image.

That's why it's a good idea to pay particular attention to this often untapped tool. However, it is not advisable to implement all the best practices at once, but to select those that are best suited to your needs.