When was the last time you gave thought to your email signature? The other day I was searching for a specific email from a colleague to find an attached document. After sorting my emails by attachments, I quickly realized that every email from that individual showed as one with an attachment as he included an image in his email signature. As a result it was challenging for me to find the specific email I was looking for. While this was frustrating for me, the impact was fairly minor. However an email signature can have a more significant effect.

One’s email signature can also impact the delivery of his or her message. For instance, one of my colleagues discovered her emails were not reaching editors. After significant investigation and delay, she determined the organization’s firewall was blocking her emails because her signature included a hyperlink. While ultimately she was able to get the issue resolved, her email signature could have impacted her ability to communicate with these journalists in a timely manner.

Does that mean your email signature shouldn’t include a link to your company site? Not necessarily, but it does mean you should follow up with a phone call if you do not receive an expected response to an important email.

So, what does the ideal signature contain? The answer will vary depending on a variety of factors including industry and geographic location. Here are some other tips for your consideration:

• Identify yourself. Make sure email recipients can clearly identify who you are and how to contact you. Provide your full name, your company affiliation and possibly your title. It is helpful to include your organization’s website address so recipients can quickly and easily access more information.
• Provide contact details. Contact information listed in an email signature used to be very straightforward – a phone number and email address. Today, however, people include mobile numbers as well as a variety of social media handles. It is important to be concise, and direct people to alternate ways of connecting with you. Although, listing each and every contact method is typically not warranted. we suggest listing your email address, key phone numbers – typically office and mobile – and the most relevant social media profile (i.e. professional profiles, not personal).
• Keep it simple. Most email applications have restrictions on the character length of an email signature. Smashing Magazine’s article, “The Art And Science Of The Email Signature” provides general guidance, tips on what not to do – such as including images – and options for offering a v-card effectively.
• Follow the law. As noted in the Smashing Magazine article, be aware of the regional laws in your area. In the U.K., for example, you may need to include your organization’s registered address and VAT number.
• Know your brand. Consider developing a standardized email signature for company uniformity. Creating consistency across your brand can help build and reinforce key impressions about your organization. To learn more about the benefits of a consistent signature across the company consider the recent article on Technorati, “How Uniform E-mail Signatures Can Help Brand and Promote Your Organization.”

If you haven’t given much thought to your email signature, it might be time to revisit what information it contains. Small changes can ensure your signature is up to date, accurate and effective.