Make Your E-mail Signature File WORK for You

You're probably familiar with e-mail signature (or "sig") files -- they're the few lines of contact information that many of us put at the bottom of every e-mail we send. Most e-mail software programs allow you to create and use sig files -- even AOL.

I've heard some people who don't use sig files defend their position by saying, "All my clients know my info -- I don't need to remind them with every e-mail." Stop! You're missing a perfect opportunity to promote your business, as well as do your clients and prospects a favor.

When you think about how many e-mails you actually send a day, it's probably more than you realized! Some people send over 100 a day. That's a lot of mail -- and a lot of chances to slip in your own subtle marketing messages.

Sig Files Put You at Their Fingertips

People love it when you make information easy to find. Sure, your clients have your phone number somewhere, but they'll really appreciate it when they can grab your number right from an e-mail they're looking at. In fact, e-mail is such a part of our lives now, that if someone needs your phone number quickly, she may be more likely to grab it off your latest e-mail than to dig up your business card. (Don't underestimate this occurrence -- there are many disorganized people in the world!)

Also, if people want to put your info into their contact management software (Outlook, ACT, Palm, etc.), they can simply copy and paste it right from your sig file.

Good Sig Files Tell Strangers What You Do

Back in 1999, when I was a full-time copywriter, I also served as co-chair of New York's Women in Communications Inc. (WICI), I booked speakers for our monthly cocktail events, conducting most of this work via e-mail. The speakers I corresponded with only knew me as a representative of WICI; they had no idea what I did for a living. But one woman, after spotting my sig file, promptly wanted to learn more about my copywriting services. She then hired me for a $5,000 project. Thank you, sig file!

Sig Files Are Ready to Travel

E-mails are forwarded all the time. You never know where yours may end up, and one of the recipients may be very interested in your service or product. I learned this shortly after I started my business, when I was shocked to get a call from a prospect in Israel. A colleague of hers here in the U.S. had forwarded her an interesting issue of my newsletter. She learned about my services and got my phone number from the sig file at the bottom.

Sig Files Are a Great Promotional Tool

Now, let's move beyond the obvious stuff. Think of your sig file as a little messenger who speaks to everyone you send an e-mail to. What do you want him to say? Do you have great news? A new product or service? A free newsletter or report? Let us know via your sig file!

Your Sig File Checklist

Here are several items to consider putting into your sig file. CAUTION: Do not attempt to insert them all! Choose what's most important for you and your business.

*your name and title
*your company name
*your company tagline, or a short phrase that describes what your company does
*your address
*your phone, cell phone, and/or pager numbers
*your fax number
*your e-mail address (sometimes people can't get it directly or quickly from your actual e-mail)
*your Web URL (be sure to include the "http://" prefix to ensure it will translate as a hyperlink on most e-mail programs)

Make sure you also include a bit of promotion, such as:

*an invitation to subscribe to your free e-zine *an offer for a free report or product you offer *an offer for a free consultation or trial offer *a company announcement (new client, new product, award won) *a link to your latest press release, article, or Web site feature

In the interest of space and your reader's time, keep your offer or announcement to one or two sentences only. (Tip: Always throw in the word "free" when possible. It's everyone's favorite word!)

Bonus: Most e-mail software programs allow you to create and keep several signatures on file, so you can change them easily and often. This makes it a cinch to switch your messages weekly or even daily, and maintain ones for different businesses.

Choose What's Important to YOU

Of course, it's possible to get carried away and include too much information. We don't need random quotes that have no relation to your business, cute illustrations made up of keyboard characters, or your weekend phone number in the Hamptons.

Try to keep your sig file to a maximum of eight lines. More than that will overwhelm the reader, and it will look silly if your sig files are always longer than your e-mail messages!

Here's a good example:

Jane Smith, President
Smith I.T. Consulting
'Take a Byte Out of Network Headaches'
ph: 800-321-0000 fax: 212-321-0001
jane@smithitconsulting.com
*Visit http://www.smithitconsulting.com and get your FREE report on the top 10 most common computer network problems and how to solve them!*

Notice that "Jane" opted not to give her mailing address here, in order to use the space for her tagline and an invitation to receive her free report. It's all up to you. If your customers frequently need your mailing address, then you should include it. (I don't include it in mine, since 99% of my work is done via e-mail.) Decide what bits of info are most valuable to keep, and use the rest of the space for a unique message or promotion!

One Last Thing: Make Sure We "Get" What You Do

I've seen some seemingly complete sig files that still leave me wondering, "Thanks for all the info, but what do you DO?" We all know what IBM and Kodak do, but the whole world doesn't know what your business does (yet). For now, it's your job to help us all learn. Include a tagline that describes what your company does or a short phrase that helps us understand. If your sig file consistently delivers a clear impression of what you have to offer your prospects, it will reward you numerous times in the future!

© 2000-2005 Alexandria K. Brown

Online entrepreneur Alexandria K. Brown, "The E-zine Queen," is creator of the award-winning 'Boost Business With Your Own E-zine' system. To learn more about this step-by-step program, and to sign up for her FREE how-to articles and FREE audio class, visit http://www.EzineQueen.com

---

What Good Is An AutoResponder?

A term that confuses just about everyone is "autoresponder". When... Read More

Could This Be The End of Sp^am?

The war on sp^am has so far been waged on... Read More

7 Wise Ways to Collect Email Addresses and Build Your Mailing List

=> Wise Way #1 - OFFER A FREEBIEYou have to... Read More

Choose The Right Business For You In Less Than 15 Minutes

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

How to Choose the Autoresponder Right for Your Business?

Let's give a definition to autoresponder first. So, what is... Read More

What Do Your E-Mail Messages Say About You?

There probably isn't a business person alive who hasn't at... Read More

How To Get People To Constantly Open Your e-Mail Promotions Or Your Newsletter

In this article I'm going to talk strictly from a... Read More

Protect Yourself from Being Accused of Sending SPAM

Email is a vital part of doing business online, but... Read More

Viral Marketing Tips: Greeting Cards

When we speak about viral marketing, we are not talking... Read More

12 Tips For Writing Winning E-mail

Learning to write more effective e-mail is a valuable skill... Read More

Autoresponders = Automatic Internet Marketing Success

What if you could send out all the information that... Read More

The Fastest List Growing Secret

Are you running ads and marketing with tag lines that... Read More

The Innovative Ways To Use Your Autoresponder

If you have auto response system set up for following... Read More

Using Mirror Pages Effectively

Thought I would share with you a very effective technique... Read More

The Lazy Way To Build A Responsive Opt-In Email List

If you're in business on the Internet to make a... Read More

Track Customer Response With an Autoresponder Service

Another powerful reason for making the switch from using the... Read More

How to Develop the Email Marketing Mindset and Earn Thousands Every Month with Your Lists

Any business today, be it online or off needs a... Read More

Do You Ponder the Automatic Responder?

* The Automatic Responder is generally referred to as an... Read More

New Realities for E-Mail Marketing

Spam e-mail is no longer the mild irritant it once... Read More

Should You Publish a PAID E-zine?

Many of my clients ask me whether they should publish... Read More

Internet Tip of the Week: Mistakes Count Against You

Before the advent of email most of us, other than... Read More

Viral Marketing - Your Key to Gaining New Clients

Email newsletters are an excellent means of promoting the products... Read More

Email Marketing - Whats the Situation in April 2005?

Email is still the King in Internet marketing. Many people... Read More

All I Really Needed to Know About List Building I Learned From Stephen King!

I have always been an avid reader of Stephen King's... Read More

Email Marketing and Web Communication: Ten Key Tips to Get Your Messages Read

There's an old saying 'Manners maketh the man (or woman)'... Read More

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

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

Creative and Profitable Ways to Use Autoreponders

An interested visitor who has been strolling through your site... Read More

Say More Than Thank You

Most Websites are gathering e-mail addresses. When you submit your... Read More

Converting More Free Downloads to Paid Customers

Do you give web site visitors the opportunity to download... Read More

The Ultimate Self-Promotion Tool Is Right at Your Fingertips: An E-mail Newsletter

If you're looking for low-cost ways to promote your business... Read More

Autoresponders - One Simple Trick That Will Improve Your Results

Autoresponders, or responders, are simply programs that allow you to... Read More

Email Communication

Gartner estimates that half of the 5.5 trillion emails sent... Read More

Email Marketing - The End Is Nigh!

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