Your email is often the first POC (point of contact) between you and future clients. That contact form pops into your inbox, and you go to reply – but are you sure you’re sending out the right message for your brand? Here’s a hint firstname.lastname@example.org is not a good start.
Utilizing a solid email address and a concise, professional auto signature will speak volumes for your professionalism. Creating an auto signature is only about a 5-minute task, but it’s effect on the tone of each one of your emails is immeasurable. I receive so many emails on a daily basis that either: a) don’t utilize them properly, or b) don’t have one at all. A good auto signature (a.s.) builds credibility and increases trust.
Here’s are a couple brief checklists to help you quickly and effectively improve your email address:
The Email Looks Good:
- Email Signatures should include Name, Company Name, Website, Contact Number and Company Address if appropriate.
- Email Signature may also include social media links and business hours, but be selective with what you share.
- Using the email account associated with your website address lends professionalism! (Leah@mywebsite.com, for example)
- Gmail accounts are the complete norm for savvy business owners, as it allows their virtual assistants easy access.
- Make sure email name is professional. Leah.Remillet@gmail.com rather than email@example.com. (Yes, clients notice!)
- Keep it short, sweet, precise and professional.
- Include a small logo or – better yet – a small headshot so that the recipient can put a face with the text.
- Keep your text simple and clean, and avoid multiple color and font changes. (You don’t know how it will appear in their inbox.)
- Respond to emails quickly, but only during business hours. A quick email response time screams, ‘I care!’
- Your email should qualify as: simple, memorable, concise.
The Email is… Not Awesome:
- Do not include multiple phone numbers and email address – choose your POC info and stick with it.
- And while we’re at it, why are you including your email address? You are emailing them!
- Think carefully about that quote you’ve included. Is it really representing your brand?
- Don’t include a legal disclaimer unless you actually need to. (It’s a bit pretentious.)
- If you’re using AOL or Hotmail – STOP! Clients notice, and it doesn’t scream ‘legit.’
- Don’t include personal Facebook, Twitter or other Social Details.
- Your entire signature should not consist solely of an image; it’s completely impractical and outright irritating when the recipient can’t actually click on the link.
- Your a.s. (auto signature) really shouldn’t have a higher word count than your email. Skip the biographical novel.
- Don’t respond to clients at 9pm on Friday night. You’re sending 2 very bad signals: 1) I’m desperate; 2) I’ll be at your beck and call 24/7.
- Don’t be afraid to show some you-flare. Yes, emails should be precise, but it’s still a great opportunity to build brand perception.
Your emails (and how they are delivered) say a lot about your business. Take the time to make sure you’re sending the right message! Send emails from a professional email address; craft a simple and memorable auto signature that leaves the recipient engaged and informed without overwhelming them; and finally, make your response time a priority – your customers will appreciate hearing back from you before they expected. (Just don’t reply at 2am on a Saturday!) Just keep thinking, “simple, memorable, concise.”
Here’s to a happier inbox!
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