ArtsAutosBooksBusinessEducationEntertainmentFamilyFashionFoodGamesGenderHealthHolidaysHomeHubPagesPersonal FinancePetsPoliticsReligionSportsTechnologyTravel
  • »
  • Business and Employment»
  • Customer Service & Satisfaction

5 Reasons Why You Should Use Signatures in Your Professional emails

Updated on May 8, 2014

5 Reasons Why You Should Use Signatures in Your Professional emails

Using emails for communication has totally replaced the traditional way of sending mails through post offices and this is really a terrific revolution which have made transferring and receiving of messages quite easy and simple. Majority of us use emails for various communication purposes and spend most of the time in our inboxes searching for new emails. Such is the effect of emails that it really overran the traditional mailing system through post offices.

Even if smartphones and apps are again dominating the tech world, emails are still in use. Even if the younger generation prefers smartphones and other messaging devices to communicate with each other, there is a huge community which still goes with the emailing system, especially organizations and other professionals. Majority of the facilities of email systems are used by corporates and related individual who use emails to transfer official messages among various individuals and organizations.

Sending professionals emails has some rules and methods which are globally adopted by corporate companies. It includes a various factors such as a proper email subject, proper addressing, effective email content, error free content and ultimately a good looking signature at the end of an email. These all factors really plays a great role towards the growth of any professional organization due to various reasons.

Here I would just like to pick the importance of email signatures and how it can impact your branding and business growth. Actually most of the companies and its employees forget to append a meaningful signature which really costs them a lot in the long run. The senior layers of professionals might be well aware about the benefits of email signature, but majority of the middle and lower layers, especially those who are new in the industry might not be aware about the importance of using email signatures.

Here are some of the reasons why you should start following the use of email signature with all your emails, especially if you are writing a professional email.

1) Appear More Professional
A corporate email without a signature really looks weird especially when you are sending it to any of your clients. When a client receives a professional email without a signature, he might consider the email un-professional and also creates a negative image about the person who send the email, as well as the company. On the other hand if your email has a signature, it will look more professional and the receiver will get a positive impact about the sender and also creates a healthy image about the company.

2) Branding
The use of Signatures in your email can really improve the branding of your company. The reason is that most of the corporate signature has the name and logo of the company, and when somebody receives the emails once or multiple times, it will create a simple awareness about the company and its logo to the receiver. Actually this is one of the best, effect and cheapest methods of branding available and the most of us do not realize this fact. We do not have to spend anything for this type of branding and it comes absolutely free of cost.

3) Generate Respect
What do you feel when you see a corporate email from a company which do not have a signature? In my point of view, I really gets to the conclusion that the email was send to me by someone who is who is not at all professional. Most of the times I tend to ignore such mails and even if I give reply, it will not be in a professional way. I do not feel enough respect to that personal and hence my reply will also be very much un-professional. I would have given a reply with full respect, if the email had a proper signature.

4) Reveal Your Roles and Responsibilities
A professional email signature really provides your professional identity to the receiver and the person who receives will not find it difficult to know about the designation, role and responsibility of the sender. By knowing the designation of the sender, the receiver can indeed create a reply based on that with due respect. If you have not appended your designation on your signature, you are really creating a countable mistake that can tamper your company's reputation and branding.

5) Drive Traffic to Corporate Website
It is quite common to use web address in the email signatures and this is something pretty that provides a lot of benefits. People receiving the mail will click on the website address provided on the signature and try to know more about the company. By this, your website is getting traffic free of cost and most of such traffic will be very much relevant and potential ones. This will also help the receiver to know more about your company, its products and services. Apart from that if the person is interested in your products and services, he might also bookmark it either offline or online and this is really helpful for you when it comes to optimizing or doing SEO for your website so as to get better traffic.

The above said points are just some of the major advantages of using email signatures and I am sure that there are many more which I am not at all aware of. But still what I can recommend you is that if you are not at all using email signatures in your professional email, then try to do it at the earliest as you might be losing potential clients by not having a good looking email signature.


Do You Use eMail Signatures in Your Corporate eMails

See results


    0 of 8192 characters used
    Post Comment

    • georgescifo profile image

      georgescifo 2 years ago from India

      Thanks and glad to know that the hub was informative to you. You can easily set up a signature for your email, if you search further on the settings.

    • indanila profile image

      Inda Blackwell 2 years ago

      Nice informative hub! Now I just have to figure out how to do set my signature. I don't see that option on my email.

    • georgescifo profile image

      georgescifo 3 years ago from India

      Thanks a lot @teaches12345!

    • teaches12345 profile image

      Dianna Mendez 3 years ago

      Excellent advice for professionals!

    • georgescifo profile image

      georgescifo 3 years ago from India

      Thanks and happy to know that you have set your email signature. Yes you can make more improvement to make it more attractive and professional.

    • georgescifo profile image

      georgescifo 3 years ago from India

      Thanks a lot @Nell Rose

    • profile image 3 years ago

      Good one George - ive only recently set up mine but it could be better.

    • Nell Rose profile image

      Nell Rose 3 years ago from England

      Hi, yes I do use them at work, but never think to use them from home, you have a good point, it does look more professional and can bring in the work, I will do it from now on, great advice! thanks, nell voted up and shared!