Write an Outstanding Email Signature

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An effective email signature for a small Australian business is short, sharp and to the point. Most people do not want to read a long signature. The rule of three is good to follow when writing your signature. For instance;

1) Your name and title/position

2) Your business logo, the logo font and your business description.

3) Your contact details. Link to something of interest on your website.

You might like to add a link to your website profile or Facebook profile.  Simply add a line such as: “For a Free business calendar and to find out more about me, please visit my online profile at YourWebSite.com.au/aboutus.”

Or you might like to link to some of your products or services. For example, if you’ve written an e-book or would like people to see a new product you can include a link and a simple text line.
For example, “Want to learn more about How to Use Pinterest?  Click here for more details.” This line can then be hyperlinked to the sales page of your e-book.

Have you ever wondered how or why you should make an outstanding email signature?

As a small business owner, you would normally use a letter head on your business correspondence. When you are using email as a form of business correspondence, your email signature takes the place of the letterhead that you may be more familiar with. The signature on your company emails should contain all the information that your customers may need in order to contact you. You should use a business email signature on all your business correspondence, on company newsletters, on your company website, or when posting on another companies websites or forums.

More information you could include in your signature:

Contact name: People are more likely to respond if they have the name of the person they are talking to. Whether they respond by email or telephone it is common courtesy to supply them with a name to ask for. If you are not the owner, it also gives you a way to track any commissions that you may have coming.

Department: Clearly state the department you are in. This gives the person receiving the email a clear idea of what your job is.

Contact email address: Provide a method for them to contact you quickly and securely.

Company Name: Provide the full name of the company even if it is better known by an acronym. You can always include the acronym as well.

Company Website: Online sales and marketing has made a company website almost a requirement of doing business in today’s market. If you provide the company website your customers have the ability to quickly scan over the products you offer. Even better make it a clickable link that takes them directly to your website. The less work they have to do the more likely they are to look at what you are selling.

Company address: This is the full physical address where your company is located. Even in an increasingly global marketplace, some people prefer to buy from local or nearby suppliers.

Phone and fax numbers: In order to reach more customers for your product, you want to provide a variety of methods for them to contact you. Even if you contacted them through email, they may prefer to speak with you over the phone.

Company slogan or specials: End you signature with your company slogan or a short posting of any specials you are currently offering.

How to create an Email Signature in Outlook without an image/logo

To add an email signature to your Outlook:

  • Select Tools | Options… from the menu in Outlook.
  • Go to the Mail Format tab.
  • Click Signatures… under Signatures.
  • Go to the E-mail Signature tab.
  • Click New.
  • Type the new signature’s desired name.
    • If you have more than one signature for different purposes you should name them accordingly.
  • Click OK.
  • Type the desired text of your signature under Edit signature.

How to create an Email Signature in Outlook with an image/logo

  • Create a new message in Outlook using rich HTML formatting.
  • Write your email signature in the body of the message.
  • Position the cursor where you want to insert a picture.
  • Use Insert | Picture…to add the image or animation.
    • Make sure the image is a GIF, JPEG or PNG file and not too big.
    • After inserting the image, you can highlight it and add a link, for example.
  • Press Ctrl-A to highlight the entire body of the message.
  • Press Ctrl-C.
  • Now select Tools | Options… from the main Outlook window’s menu.
  • Go to the Mail Format tab.
  • Click Signatures… under Signatures.
  • Click New….
  • Give the new signature a name.
  • Click Next >.
  • Press Ctrl-V to paste your signature in the Signature text entry field.
  • Click Finish.
  • Now click OK.
  • Click OK again.


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