Making the most of an email signature

Contact via e-mail is still an essential part of daily life, especially for webmasters and companies. Not only with customers, but also between colleagues, suppliers and partners. A professional email address can record and confirm certain things. Important conversations, meetings or contracts are almost always confirmed by email. So in this blog post, let's take a look at how you can make the most of this relatively simple part of an email and set it up!

Once you've registered your domain name, the next step is often to set up an email address. That's why we've included it in the welcome email to make this easier for you. With email hosting at MijnHostingPartner.nl you have many unlimited options, the size of your email address is up to you. As long as you stay within your package size, you have a free hand in this. With the email address you can then log into webmail to get access to your email anytime, anywhere. You can also still set the email address in a local device or program. Outlook, of course, is still a very powerful tool used by many businesses and individuals. And you can also use popular open source alternatives like Thunderbird as your favorite application on your phone.

Let's go into more detail on how to best use a signature.

Setting up email addresses in your organization

Email addresses have a long history in the world of the Internet, being one of the pillars since the very beginning. Therefore, there are certain unwritten rules when creating an email address for a company or an individual. For example, an individual email address should always be created in the following format: f.achternaam@mijnhostingpartner.nl, always taking the first letter of your first name and writing the last name in full. And an info@ address is almost always created. In recent years, however, this is no longer always the case, and many people opt for a less formal form, using frank@mijnhostingpartner.nl, for example. Or hello@. Like many other things and areas, this is often a little less formal. Also, you don't always have to address customers and business partners as "you" anymore. As the generations slowly change, this will evolve as well.

So choose what best fits or feels right for your business. This will be different for a law firm than for a skateboard manufacturer.

What's important to sign?

There are a number of things that are expected and belong in the signature, which we list below:

• Your full name
• Occupation or function in the company
• Link to your website
  
• Links to your social media profiles
  
• Contact -> phone number email address, etc.
  

You can also include a profile picture or your company logo again. This can help people instantly recognize your email and also shows trust. This way, people know they are actually being heard by a single person. And not a bunch of them.

Brand style, using the same styles and colors as on your website.

It's very important that you use the same colors and style in your signature as you do on your website and in your branding. This creates a familiar look and instant recognition. There is a reason why scammers copy this from you. Always try to include a CTA (call-to-action). Subscribe to the newsletter, visit the website, use the discount or promotion now. Such links can have a positive impact. As long as you're careful with it. Too many boundaries or forced steering can be counterproductive, of course.

You can use or adopt the styles and colors by creating a mail template yourself, but you can also hire an agency or designer to do it. Or you can use a template from the Internet. The popular marketing website HubSpot offers a number of free themes for this purpose. You can easily set these from a menu. But it's also relatively easy and maybe even fun to DIY. As a budding webmaster, you can practice with HTML elements.

Images, videos and other visuals can also be used freely. As long as you keep it within limits and load it externally. In the long run, this makes a big difference in the size of an email inbox. So think about optimization here as well. Like more websites and internet marketing.

A signature you put on the following way then on your webmail. Consider hosting the images yourself in your hosting space. You can create your own folder for this to keep everything together.

Always and everywhere the same signature? Opt for an Exchange email address.

An email address signature needs to be set in every email client if you want it to be the same everywhere. If you only want to set this in one place, a Microsoft Exchange mail account is the way to go. With an Exchange mail address, you have an email address that is always synchronized and that also includes the mal signature. This is available for an additional charge and can be ordered from the add-on menu in the customer area under My Products. Always remember that this amount is per mailbox, so it is important to order it for each mailing address.

Do you have any other tips or would you like to share your signature with us? Email us at helpdesk@mijnpartnergroep.nl or share a screenshot on social media!