Signature File Dos and Donts


Signature files have been around since, well, before most current Netizens were even aware that e-mail existed. Most will use their signature file as a quick identifier of who they are and what they do and provide a link to their Web site while those online for personal use will serve up witty, clever and many times interesting quotes.

If online for commercial gain, the most important reason to use a signature file is that your signature file allows you to promote your Web site indirectly, by simply going about your daily online business. Whether you are posting on message boards, e-mailing other site owners or participating in mailing lists, your signature file gets your basic information and a link to your Web site in front of everyone you e-mail or those who may just read your post on a message board. Signature files are the ultimate in online passive promotion when used properly and effectively.

Let's first cover the DON'Ts:

DON'T have everything about you including the kitchen sink in your sig file. If you have a Web site, include a pointer to your URL to ensure the recipient can find out whatever they like about you - that is really what your sig file is for. Keep it to 4-6 lines max. To have your pager, cell, home, business, work, accreditations, associations and slogan about how great you are will lead to the perception that you are tad bit overbearing.

DON'T throw in any sales pitchy type hype. Credibility online is very difficult to attain and maintain without undermining your efforts. Refraining from overzealous sales hype that ends in multiple exclamation marks lends to you being perceived as a seasoned professional. A short and sweet comment about your product or service is sufficient. Let your Web site do the selling for you!

DON'T include formatting in your sig file (or your business e-mails). This includes ASCII formatting, colors or attaching any animated graphics. If I had a dollar for every formatted sig or e-mail that then messed with my reply by formatting it as well or worse yet by looking like doo-doo because I read all my e-mail in plain text - I could retire. If you wouldn't turn your name or title bright red on your company letterhead - don't do it in e-mail.

DON'T close with your signature file reflecting anything but proper punctuation. Capitalize your name formally: John A. Smith, John Smith or John. Not typing your name formally with appropriate capitalization reflects a lack of education and busy savvy.

DON'T start using your sig file until you have verified, reviewed and double-checked that all the information is correct. Send yourself a couple e-mails and test your Web site link. I see signature files with errors every day! Sigs with errors can give the impression that you lack attention to detail.

Now to the Do's:

DO make sure that your signature file contains the basic info a recipient needs to contact you. No need to include your e-mail address - that is automatically noted at the top of every e-mail you send. The only instance where you would want to include your primary e-mail address in your signature file is if you are using a different or secondary e-mail address to send the e-mail in question.

DO setup your e-mail program to automatically append your signature file and make sure to include your sign-off so that you do not have to type your name with every e-mail. So, for example you can have:

Thank you,
John A. Smith Widgets Sprockets

Web Site Address Here Slogan
Additional Information Here

Special Tip: You want to align your sig's text with spaces rather than tabbing. Tabs and text are displayed differently on different machines, which can make your layout look yucky. Also keep in mind that you want to keep your sig file to 70 characters or less, as that is the set screen default width for most e-mail programs.

DO make sure that when you include your Web site address that you add the "http://" before your site's URL. In some e-mail programs and online applications without the http:// the program will not recognize the address as a link and it may not be clickable within your e-mail. One of the neato things about sig files is they allow you to have every e-mail be only one click away from your Web site. Don't miss this opportunity by forgetting the http:// .

DO have several signatures that you can switch dependent on tone or issue at hand. Sig files are an excellent way of setting a tone and directing the ongoing communication's priority or level of formality. Sincerely, Best, Regards, Respectfully can be used differently depending on whom you are communicating with and the tone you would like to set. You can also set up signatures that have your formal name and a less informal version to set a comfort zone with the other party such as Judith versus Judi. Keep in mind to not be overly informal too soon with new contacts. Formalities are in place for a reason - especially in business communications.

DO have signature files that relay a different message based on where and to whom you are e-mailing. If you are marketing on message boards or newsgroups, use a signature file that reflects your new product or the current promotion that is directed to that specific audience. Different terms and words produce a different response depending on the market. Be sure to include a call to action such as: Download now... Contact Us today about... Get your free... - you get the idea - sans hype. Don't use multiple exclamation marks or question marks.

The beauty of your sig file is that you do not have to say anything about your own site in the body of a posting ... unless it would be relevant or appropriate and it is the proper forum. Sigs are a great way to subtlety market to those you do not know. Keep in mind however, that the last thing you want to do is post gratuitously or send an e-mail with a one word answer just for the sake of getting your signature file in front of readers. That is one of the oldest tricks in the book and the other members will know what you are up to and may complain directly to you and/or the moderator. Credibility lost.

DO keep in mind that your signature file will naturally add to the perception of who you are, what you believe in, if you follow the rules and if you know how to use technology - or not. Quotes are fine and sometimes apropos depending on the conversation's tone and topic; however, keep in mind who will be reading the e-mail and the perception your opinion via the quote you include will leave. Humorous quotes are best left to personal e-mail.


More Resources

Unable to open RSS Feed $XMLfilename with error HTTP ERROR: 404, exiting

More Email Marketing Information:

Related Articles

Using Blind Carbon Copy (BCC) For Email Privacy
Need for PrivacyPeople have become hypersensitive about their privacy during the last few years. They now expect that their details will be used only for the purposes for which they have been provided and not shared by original trustees.
10 Netiquette New Years Resolutions
Happy New Year! New attitude? New habits? How about 10 Little New Year's Netiquette Resolutions?Yep! Almost every New Year's resolution is based in improved attitude and habit changes. From loosing weight to getting out of debt to trying to live a happier life, almost each of us does have some sort of conversation with ourselves in regard to the New Year and changes we have the control to make.
Autoresponders - Simple Tweaks That will Improve Your Return Rate
Autoresponders are, without a shadow of a doubt, one of the most powerful and important tools available to anyone marketing on the internet today. They allow you to automatically send out a sequential series of email messages to prospects who have signed up to receive your information and who you therefore know are interested in what you're offering.
Internet Tip of the Week: Mistakes Count Against You
Before the advent of email most of us, other than sending out cards for special occasions, would write very few letters. If we did write a letter, it was carefully prepared, and considerable thought went into it.
Email Marketing Kung Fu
Have you ever heard email described as, "the killer Internet Application?" Do you understand why email is the killer app for your business on the Internet, or how to make it that way if it isn't now?In my spare time, I teach WingTsun(TM) Kung Fu. I learned Internet marketing by marketing my martial arts schools and classes online.
How to Develop the Email Marketing Mindset and Earn Thousands Every Month with Your Lists
Any business today, be it online or off needs a solid foundation, without one a business will topple.Think of your business as a skyscraper, each level or floor is a different function within your business.
How Autoresponders Boost Sales By Up To 400%
Imagine going to bed and waking up in the morning to findthat you made sales while you slept - all because of yourautoresponder!What exactly is an autoresponder? An autoresponder is anautomated email program that responds to an incomingemail with a message written by you. The message can bewritten once and loaded in the autoresponder and forgottenabout.
8 Ways to Get More Email Addresses On Your List ... Today
Whether you've got 100 or 100,000 people on your email list, chances are you can optimize your web page to better feature and promote your ezine. Here's a few ways to capture more customers and leads - without having to increase your traffic.
How To Get An Instant Response To Your Urgent EMail!
In the business world, "You've Got Mail" has turned into a curse. Fact is, the average business user spends an average of over two hours a day just dealing with email! If you have an urgent issue requiring an immediate response, how do you get your colleague, the average business user, to pay attention and take action?Here's a typical scenario:You are sending an urgent email to a colleague, Notina Hurry.
Is Your Email Address Blacklisted?
A lady emailed me yesterday very upset over the fact that her friend's Internet Service Provider (ISP) wasn't delivering important email messages.This lack of delivery caused a real problem for the two of them with ruined plans, missed appointments, and just plain inconvenience.
The Importance of a Name in the Sent from Email Address
When using an email marketing tool such as Adestra's Message Focus, you are able to specify exactly what sent address you want the email to be labelled as being broadcasted from. From prevalent industry contacts through to brand names, this gives the marketers the flexibility to use 'sent from' addresses that resonate with their audience for improved recognition.
Get Viral
Hey, using eBooks, eReports and eCourses is a fantastic way to build a list.You can use these things as an "incentive" for joining your affiliate program, as a "thank you" for visiting your site, a "bonus" when someone purchases a product/service from you.
Say More Than Thank You
Most Websites are gathering e-mail addresses. When you submit your e-mail address, you will be redirected to a thank you page.
10 Tips for Effective Email Sales Letters
1. Write Your Objective - Before you write your sales letter, write down your marketing objective.
Email Marketing - How Best To Manage and Distribute Your Messages
This holiday season 15 percent of consumers in the US plan to buy online, spending an average of $585. That's 9 percent more revenue for online merchants in comparison to last year's results.
Can You Win The Battle By Using A Toothpick?
Every business needs a low cost way to reach targeted customers.Email marketing is by far one of the most effective and inexpensive methods of advertising available to you.
Is Your Autoresponder Truly Promoting Your Company?
Getting other people to promote your web site is one of the most popular Internet marketing methods around, today. Affiliate relationships are all the rave with people who have web sites.
Six Easy White-Listing Ways... Stop Losing Important Emails!
Are you dead sure about receiving of all the important emails that is sent to you?"The chances are that you are among the 42% of the people who ARE NOT receiving the genuine emails and newsletters that you requested for".Why this is so?Increasingly, ISPs are using filtering systems to try and keep S/p/a/m out of customers' inboxes.
E-Newsletter Layout: Add White Space to Improve Readability
White space in newsletters is like pausing in conversation. Take a breath now and then to avoid overwhelming the reader.
Benchmark Study of Email Database Services
-- Email Appending and ECOA Match Rates Revealed --NEWTON, MA, (November 3, 2004) - FreshAddress, Inc., a leading email services provider, released the industry's first benchmark data on email appending and ECOA (Email Change of Address) solutions.