What to include in an email signature

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We’ve been asked a fair amount lately by clients about what the text at the bottom of our emails is (signature) and what should be included in it! Since it’s been coming up in conversation I thought it was as good a time as any to write a short post giving an answer so here goes…

What is an email signature?

An email signature is a block of information that you can attach to your email program for use each time you compose an email. As the signature is attached to your email program it automatically adds itself to the end of each email and means you do not need to keep re-typing it each time.

A signature is essential an online business card that you are putting in front of each and ever mail recipient. If you don’t already use one then it’s worth considering adding one as an additional marketing technique for your company.

A signature helps you get more information over to your recipient that a simple ‘Kind Regards’. Sometimes it is impossible not to have to use a detailed signature, particularly if you work for a company with a definite set of branding guidelines or have to include certain legal information (below).


Since Jan 2007 it has been a legal requirement for a company to display certain information on all it’s website and electronic documents. For more information see out-law.com but in brief, the information required is:

  • Registered name
  • Company number
  • Registered office

Many people/companies also opt to include a disclaimer to say that the email is private and confidential etc You can download a sample disclaimer to personalise for your signature from Business Link.

rssWhat to include.

There is nothing you HAVE to include in an e-mail signature other than the legal considerations mentioned previously but sometimes adding that little bit more will look a little more impressive. Try not to overload your signature though as let’s face it, who wants to wade through loads of text at the end of every mail?

You do have loads of options should you wish to add something a bit extra for example:

  • Logo
  • Awards
  • Social media account name – let people be able to easily connect and network with you.
  • Eco ‘Please do not print’ note
  • Blog feed
  • Beg! – While your sending a signature why not add in a semi-cheeky request from your receipient for a link from their site? if you don’t ask you don’t get!

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