How to keep your email signature updated

Your email signature is the text automatically at the bottom of your emails. How often do you look at this text or even update it?

Many of us setup our signature at the beginning of a new role and then forgot about it.

But as things change; you, your role, your outlook – shouldn’t your signature change to match?

What should your signature include?

Start at the beginning – what should and shouldn’t be in your email signature?

• Full name – first and surname
• Pronouns
• Company and role
• Contact information – phone, email, web address
• Social media links – icons or text
• Professional (or relevant) photo
• Further information – Call to Action, Relevant Links or Videos

Let’s be honest – the content of your signature depends on if it’s a personal account or business (employee or owner) account. Your signature needs to represent who you are now; which is another good reason to keep it up to date.

Many companies have a default signature that you need to use however, you can still add a bit of your personality into it. 😉

Quick Tip – Signature Generators

If you need to create a signature, for a ‘quick cheat’ you can use email signature generators. There are free and paid versions. Just enter the details you want, choose the look and create your signature. Copy and paste it into your email program.

• My Signature
• Hubspot Email Signature Generator

Where is your signature?

All of the email programs have an option – somewhere. They will all allow you to create a signature, however you should be able to create more than one.

Whether you are creating your first signature, updating it, or creating additional ones, the option is the same.

MS Outlook

New Email: You can open the Signature options from a new message

Message Tab > Include Group > Signature (drop-down) > Signatures…

Menu Options: Work through the menu options to open the Signatures dialog box

File > Options > Mail (section) > Signatures (button)

GMail

Sign into GMail > Settings Cog Icon (top right) > See All Settings > Scroll down until you see Signature

What should you update?

Take a look at my suggestions below for things that you might want to add or review.

Of course, not forgetting to check that your basic information is still correct.

Pronouns

If you created your signature a while go, there’s a good chance that these aren’t shown. Including the right pronouns to use will help when someone replies to your message.

Address

As more and more things become digital, we don’t necessarily post or send things. Do you need to have a full postal address on your signature?

The answer might be yes – as it’s the standard for your company, but it isn’t standard for personal accounts.

Call To Action (CTA)

Do you have an action for your reader to take? When was the last time that you changed it?

Here are a few things to consider:

• Season specific – holidays or events? Have these now passed?
• Is it for a promotion? Is it still valid?
• Link to look at something – does the link still work?

Awards

When you or the company win an award it’s great to be able to share it. Adding it to your signature is a great way to do that.

However, when did you win the award? If it’s more than 5 years ago, is it still relevant to include it?

What else do you think that your email signature needs?

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