Signature File Dos and Donts

Signature files have been around since, well, before most current Netizens were even aware that e-mail existed. Most will use their signature file as a quick identifier of who they are and what they do and provide a link to their Web site while those online for personal use will serve up witty, clever and many times interesting quotes.

If online for commercial gain, the most important reason to use a signature file is that your signature file allows you to promote your Web site indirectly, by simply going about your daily online business. Whether you are posting on message boards, e-mailing other site owners or participating in mailing lists, your signature file gets your basic information and a link to your Web site in front of everyone you e-mail or those who may just read your post on a message board. Signature files are the ultimate in online passive promotion when used properly and effectively.

Let's first cover the DON'Ts:

DON'T have everything about you including the kitchen sink in your sig file. If you have a Web site, include a pointer to your URL to ensure the recipient can find out whatever they like about you - that is really what your sig file is for. Keep it to 4-6 lines max. To have your pager, cell, home, business, work, accreditations, associations and slogan about how great you are will lead to the perception that you are tad bit overbearing.

DON'T throw in any sales pitchy type hype. Credibility online is very difficult to attain and maintain without undermining your efforts. Refraining from overzealous sales hype that ends in multiple exclamation marks lends to you being perceived as a seasoned professional. A short and sweet comment about your product or service is sufficient. Let your Web site do the selling for you!

DON'T include formatting in your sig file (or your business e-mails). This includes ASCII formatting, colors or attaching any animated graphics. If I had a dollar for every formatted sig or e-mail that then messed with my reply by formatting it as well or worse yet by looking like doo-doo because I read all my e-mail in plain text - I could retire. If you wouldn't turn your name or title bright red on your company letterhead - don't do it in e-mail.

DON'T close with your signature file reflecting anything but proper punctuation. Capitalize your name formally: John A. Smith, John Smith or John. Not typing your name formally with appropriate capitalization reflects a lack of education and busy savvy.

DON'T start using your sig file until you have verified, reviewed and double-checked that all the information is correct. Send yourself a couple e-mails and test your Web site link. I see signature files with errors every day! Sigs with errors can give the impression that you lack attention to detail.

Now to the Do's:

DO make sure that your signature file contains the basic info a recipient needs to contact you. No need to include your e-mail address - that is automatically noted at the top of every e-mail you send. The only instance where you would want to include your primary e-mail address in your signature file is if you are using a different or secondary e-mail address to send the e-mail in question.

DO setup your e-mail program to automatically append your signature file and make sure to include your sign-off so that you do not have to type your name with every e-mail. So, for example you can have:

Thank you,
John A. Smith Widgets Sprockets

Web Site Address Here Slogan
Additional Information Here

Special Tip: You want to align your sig's text with spaces rather than tabbing. Tabs and text are displayed differently on different machines, which can make your layout look yucky. Also keep in mind that you want to keep your sig file to 70 characters or less, as that is the set screen default width for most e-mail programs.

DO make sure that when you include your Web site address that you add the "http://" before your site's URL. In some e-mail programs and online applications without the http:// the program will not recognize the address as a link and it may not be clickable within your e-mail. One of the neato things about sig files is they allow you to have every e-mail be only one click away from your Web site. Don't miss this opportunity by forgetting the http:// .

DO have several signatures that you can switch dependent on tone or issue at hand. Sig files are an excellent way of setting a tone and directing the ongoing communication's priority or level of formality. Sincerely, Best, Regards, Respectfully can be used differently depending on whom you are communicating with and the tone you would like to set. You can also set up signatures that have your formal name and a less informal version to set a comfort zone with the other party such as Judith versus Judi. Keep in mind to not be overly informal too soon with new contacts. Formalities are in place for a reason - especially in business communications.

DO have signature files that relay a different message based on where and to whom you are e-mailing. If you are marketing on message boards or newsgroups, use a signature file that reflects your new product or the current promotion that is directed to that specific audience. Different terms and words produce a different response depending on the market. Be sure to include a call to action such as: Download now... Contact Us today about... Get your free... - you get the idea - sans hype. Don't use multiple exclamation marks or question marks.

The beauty of your sig file is that you do not have to say anything about your own site in the body of a posting ... unless it would be relevant or appropriate and it is the proper forum. Sigs are a great way to subtlety market to those you do not know. Keep in mind however, that the last thing you want to do is post gratuitously or send an e-mail with a one word answer just for the sake of getting your signature file in front of readers. That is one of the oldest tricks in the book and the other members will know what you are up to and may complain directly to you and/or the moderator. Credibility lost.

DO keep in mind that your signature file will naturally add to the perception of who you are, what you believe in, if you follow the rules and if you know how to use technology - or not. Quotes are fine and sometimes apropos depending on the conversation's tone and topic; however, keep in mind who will be reading the e-mail and the perception your opinion via the quote you include will leave. Humorous quotes are best left to personal e-mail. You also want to make sure to have all your e-mail basics covered by visiting: http://www.GetNetiquette.com.

So, there you have it. The basics you need to know to use signature files properly. Use these tips to build your own personal library of signature files. I have over 75! Always update and work on your signature files - there is always something new to say about yourself or your business!

About the Author:
Judith Kallos is an authoritative and good-humored Technology Muse who has been playing @ http://www.TheIStudio.com for over a decade. Check out her popular Technology Cheat Sheets @ http://www.LearnAndThrive.com

---

Choose The Right Business For You In Less Than 15 Minutes

3 Characteristics Of "The Right Business" ModelThe business must service... Read More

How NOT To Appear Like A Spammer

Unless you use the Internet only for surfing and never... Read More

The Best Way To Promote Your Website, or Anything Else!

Have you ever wondered how some websites get so many... Read More

Autoresponders - Simple Tweaks That will Improve Your Return Rate

Autoresponders are, without a shadow of a doubt, one of... Read More

Using Internet Direct Mail To Increase Your Company?s Profits

"I want to sell my company's products on the Web,... Read More

Real Estate Agents ? What Type of Content Should You Include in Your Newsletter?

One of the biggest concerns for Realtors who publish their... Read More

unorthodox email subject tricks -500% more responses!

5 unorthodox email subject tricks -500% more responses! (c) Copyright... Read More

Seven Ways to Dramatically Increase Your Email Marketing Profitability

1. The Power of SevenWhen choosing a price point for... Read More

3 Essential Tools for Email Marketers

Marketing your business with email is an art.It's very easy... Read More

Your Newsletters Are Pretty Lame If You Are Doing These 7 Things

I remember the good old days of the internet when... Read More

Email Marketing - The End Is Nigh!

Consider if you will the resources, the time and the... Read More

What is Email Marketing?

There are many avenues available for marketing online products. Radios,... Read More

Free Email Accounts ? Pros and Cons

Free email accounts are great if you want to hide... Read More

Learn The Five Key Steps To Getting Free Publicity For Your Internet Site and Products

1) Website FocusMake sure your site is focused on a... Read More

What?s the Value of an E-mail Address?

Although it may not be practical to put a dollar-sign... Read More

Save Time By Creating Email Signature Templates

If you're like me, there are certain types of email... Read More

How Email Etiquette Will Make You More Money through Loyal, Repeat Customers

When it comes to gaining and keeping customers, every website... Read More

Do You Build Or Buy? (Tips On Leadgeneration)

Every marketer needs leads, they are the lifeblood of your... Read More

E-mail Whitelist Etiquette

A big-time dilemma is brewing online. In an understandable attempt... Read More

Lumpy Mail Gets Your Message Through

When it comes to your gravy, lumps are bad. When... Read More

Internet Tip of the Week: Seven Rules of Email

Now there is no law that says you have to... Read More

Is Your Email Address Blacklisted?

A lady emailed me yesterday very upset over the fact... Read More

A Guide To Using an Automatic Responder

It's unbelievable....that many people do not know, that an automatic... Read More

Newsletters that Work

Offer a newsletter in a time frame that will be... Read More

E-Marketing Deliverability Issues

Does it seem to you that when you view "openings"... Read More

Are Autoresponders An Important Asset To Your Business?

Autoresponders are an important asset to an Internet Marketer. When... Read More

Email Builds Brands

Email - today's preferred business communication tool - provides you... Read More

How To Use Email Autoresponders to Boost Customer Loyalty

Your e-commerce website relies on its customers to become returning... Read More

Who Else Wants to Sky Rocket Their CD Sales, Fan base and Indie Music Career?

If YOU Answered YES, Then Start An Online Newsletter?It's Easy,... Read More

RSS vs Email: Its Not An Either-Or Question

If you've been getting caught up in all this talk... Read More

Will Microsoft Kill Free Email on the Net?

Spam has been such a problem that email filters are... Read More

8 Tips to Increase Response in Email

Opt in email marketing is no different than normal direct... Read More

Click for Success!

Being online for the last five or so years has... Read More