MAKING THE MOST OF YOUR EMAIL SIGNATURE BY JENNIFER WELLS
IF YOU’RE LIKE ME, YOU PROBABLY HAVEN’T THOUGHT TOO MUCH ABOUT YOUR EMAIL SIGNATURE (that block at the end of your emails that identifies you and may include a ridiculous amount of fine print). In fact, after a recent email provider move, I forgot to include one at all. That’s a bad idea. I rely on email signatures for quick access to people’s phone numbers, mailing addresses, etc. But, email signatures can be more than that! They can also be a chance to market yourself or your firm. So, here is a basic review on some handy tips for email signatures. SETTING UP A SIGNATURE. This is probably something you can do automatically through your email program. In Microsoft Office [version?] you create a signature by going to Tools, Options, Mail Format tab, and then Signature. In Gmail, you use the Settings button (the one that looks like a bolt on the top right), then Settings, then Signature. Because every program differs, this may not explain your particular set up, but a quick google search will probably tell you the answer. You can also you the little help button, if that is available.
Things your signature should include. • Your name • Your title • Your firm name • Phone number, with area code (toll free number if you have one) • Fax number, if you use a fax machine • Email address (because this does not always display on a printout) • Firm website address • Anything else that may be relevant (i.e. your assistant’s name or your cell if you normally give it out) • You may decide you want to include your street address or mailing address. I don’t, simply because the majority of my emails go to people who only email me back, but this is something you will want to consider.
JENNIFER WELLS graduated from UALR Bowen School of Law if 2010. She spent a year clerking for a state circuit judge and is now in private practice at Roberts Law Firm, P.A., and currently practices general liability defense and antitrust. She is married with one child and one on the way.
14
YLS In brief
www.arkbar.com
THINGS YOUR SIGNATURE SHOULD NOT INCLUDE. Novelty Fonts, including, but not limited to, the dreaded Comic Sans. Emoji & Emoticons. You would think this is obvious, but no. I love emoji as much as the next girl, but it’s incredibly unprofessional to have a smiley face after your signature. Not to mention, if you are sending a contentious email, it could be interpreted as just plain rude. Unless you mean it that way, in which case, carry on. Quotes. I would love to throw in some sassy Ruth Bader Ginsburg quotes and show the world how much I love her, but it just isn’t the time or place. The same goes with religious quotes, no matter how uplifting you find them. GIFs, Decorative Symbols, etc. At best, you look like you are in high school. At worst, the person receiving the email won’t be able to see your fun graphics and will get terrible looking symbols instead, which hardly lends credibility to your content. Save this stuff for your personal email, Facebook, or start a blog and use as many GIFs as you like. I know, I know. You want to spruce up your email. Consider putting your name in a different color (no neon colors, they read poorly on many screens) or a professional looking script font. That’s about as much fun as you can have. SOME MARKETING IDEAS FOR YOUR SIGNATURE. If you have a lecture coming up, provide the information or a link to the website. If you have a helpful article on your website, you may want to include a link to that. If your firm uses Twitter, Facebook, or other social media, you can include a link there (but only if you actively use it—don’t direct people to dead sites). If you blog, this may be a good place to promote it (but if you work for a firm, make sure your firm ap-