Is your email signature important?
by Fred on 27/06/07 at 4:22 pm
19 comments
I’ve been analysing email etiquette recently and one thing I’ve noticed is how differently people regard their email sign-off.
Mine looks like this:
Then, the other day, I got all self-conscious when my smart arse friend, Frank Zappa, an avid reader of Ideate, commented on it. He said something along the lines of: ‘What kind of poof signs off Kind Regards – ?’ Since then, I’ve looked on with interest at the protocol that people use when signing off their email. There is no common denominator – it seems that etiquette on emails is as diverse as the people who write them.
- some dont use any punctuation at all since this seems to be regarded as cool (especially big in the creative fields)
- somehave terible spelling adn dont care – and clearly dont use spel check.
- SOME REALLY IRRITATING ONES USE CAPS LOCK INAPPROPRIATELY
With regards to signing off, I actually think it is important to think carefully about the message you’re sending. But, don’t just take my word for it, read this article on Entrepreneur.com entitled ‘What Your E-mail Sign-Off Is Really Saying‘.
In the meantime: Ciao, sayanora and kind regards,
Fred
Fred Roed is the marketing guy in the Ideate crew. He runs a web marketing company called World Wide Creative and loves writing about people out there doing marketing right. View more articles by Fred.
thescott
Jun 27th, 2007
my pet hate is the sign-off that is part of the signature. i think the signoff is a chance to express an emotion, and the default “Regards” is just too cold and thoughtless for me!
coda
Jun 28th, 2007
I pay more attention to the bit after the sign-off. It shouldn’t be more than 3 lines.. company name, web address, cell number – why do you need more than that? And when last did you check an e-mail signature for any of those details anyway? The rest is really unappealing; to have your mission statement and every piece of contact information shoved into every message you send. Are you sending an e-mail or your business card?
As for “Kind Regards”, if it’s not part of the signature then it works. Otherwise like scott says: thoughtless.
Nick Soper
Jun 28th, 2007
I personally feel that a signature is a good way for people to find your contact details, url, and what you do.
When I was at uni I got a call from my lecturer and was asked to do something. This was because I was the only person with my phone number in my signature. I suppose it would’ve been a bad thing if there was a mammoth task involved but it worked out for my lecturer.
I stopped using ‘kind regards’ a few months back, I found that 50% of the time the context of the email either made it patronising or condescending. So I stick to cheers.
Karin H.
Jun 28th, 2007
Hi Fred
Ever considered the idea of various sig’s? Depending on the request, question, item you’re emailing about you can vary your sig.
)
(I do so – only just lately, by advice of my dear friend and mentor Mr C
And it works, I sign off to DIY-ers with links to our website dedicated to DIY-customers and I sign off to GSI customers with links to our website dedicated to them (supply & install customers). I’ve got them ‘landing’ on the appropriate pages I want them to see in one instant.
And I even got a ‘personal’ one now, with links to my blogs
Karin H. (Keep It Simple Sweetheart, specially in business)
Alan Levin
Jun 28th, 2007
I have to say that this is one of the weakest posts I’ve ever seen on Ideate. Fred your sig is deplorable. As per codas comment, never mind the ‘regards’ bit… please read more about netiquette asap! Check out the Wikipedia entry – http://en.wikipedia.org/wiki/Signature_block or the original RFC (best) at RFC1855
Andrew
Jun 28th, 2007
Hi Alan
Can you define “weak”? This post has got a lot of people thinking about their signatures, and it’s certainly had more comments than many other posts here. Fred was honest enough to upload his own signature as a case study, and openly admits that he is re-thinking what it should contain.
As a matter of interest, which Ideate posts have you enjoyed? We can always try to write more of those.
Robin
Jun 29th, 2007
Bear in mind that in some countries (such as the UK), an email signature is considered ‘Business Stationary’, so is required by law to have various pieces of information in it – Business Registered Address, Company Number, etc.
Etienne
Jul 3rd, 2007
Legally speaking, the disclaimer at the end of the signature is almost worthless measured against international authority (although not yet tested in SA). A disclaimer should appear as a simple hyperlink at the top of the message where you can see it before you read the email contents. I recently dropped the disclaimer from my work signature after reading an article on it on Buys.co.za.
The last comment is also valid in SA as the Close Corporations Act requires business correspondence to reflect the CC name at least, unless you are keen on attracting personal liability.
In general, I believe in keeping it simple. Good post.
Chris
Jul 31st, 2007
Fred,
just on a quick note – your signature is inconsistent in terms of your phone numbers: why use the international format for the Tel.no. +27 (0)86… but not for the mobile phone 082 … and fax…???
-C-
Fred
Jul 31st, 2007
Thanks Chris – I spotted that. It’s been changed subsequently. Since this post, I’ve thought quite a bit about the stationery and decided that the functionality of having lots of information far outweighs the aesthetic reason for having too little info. I’ve tweaked it so it looks better, but retained the extra bits like registrations numbers etc. for our international clients. Fred
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Apr 3rd, 2008
I didn’t use to give much thought to this part of my employee “stationery”. Having been exposed to both consulting (small business) and other larger more “professional” enterprise I now believe it is a must.
It must be concise and it must sum up what you do and include a URL as well as a full set of contact details.
Good post.
Sammy
Apr 22nd, 2008
Thanks Fred. Light hearted read! Caps lock are my worst and I certainly get irritated when clients use caps locks to get there point across! I have to try very hard to not reply in the same manner.
becham
Aug 5th, 2008
I want them to see in one instant. THANKS
clive
May 31st, 2009
Fred,
What conclusion have you arrived at since 2007?
Clive
Fred
Jun 1st, 2009
Clive – I think simpler and focused is the way forward. You don’t need all that gumpf, just a mobile and land line, web address and some additional details will do.