Providing the Basics: Why You Need a Signature File

writing-pen-on-paper-crosshatchAre you good at getting your name out there? Do you respond promptly to e-mail and hand your business card out as part of your standard handshake to greet people? What about your contact information or website address? Is it written on every electronic handshake, too?

What is a signature file? A signature file is a few lines of text that is added to the end of every e-mail you send, from a specific email address, automatically. It is set up by the account holder (you), and can contain any information that you want to put there. As a business, you should be using this.

Making sure that your customers have all of your information can alleviate some simple questions that they may call or email you to ask, such as “Where are you located?” or “What is your mailing address?” Questions like “What products do you carry?” can take up a lot of time, and often, a phone call is a short substitute for  good  written information, facts and pictures in front of them.  Your time is valuable, and so is your customer’s.  After they know the basics about your products or services, that is when the phone call would be most productive, when they have follow-up questions. Many customers like to do pre-research before calling you with specifics. Make it easier for them to find out what they are looking for by giving them the resources and information about you.

Setting up a signature file on your email can seem confusing if you have never done it before, but once it’s done, you don’t have to think about it. You should include your name and official title, phone number, company address and website. If you have a slogan, or business philosophy that you want all of your customers to see, put it on there, too, but don’t make it too long. Keep it short and sweet: “We love our customers” or “Quality, done right” are good. Once your e-mail signature file is set up, your business contact information, including your website, will always be at the bottom of your e-mail.

If your website isn’t also listed on your register receipts, it should be. The same goes for business stationary, business cards, and invoices, too. Anything that your customer sees from you should have the same, complete information on it. A standard, unifying look projects more professional image.

About Reba Winstead

Reba Winstead is the blogger and social media manager at, and the editor of several community news websites through
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