How do you create a professional email signature with your domain name?

Consider being creative when selecting a domain, even though the standard advice is to choose one that closely matches your business name. Sometimes, a unique or unexpected domain name can create a memorable impression. In an era where conventional domain names are highly competitive, thinking outside the box could set you apart.

Your email domain is a massive first step, both because of positioning and brand recognizability. Being memorable is critical online. For most purposes, I recommend finding a domain with low competition to start, then moving into a higher-competition domain once you have the spend to match it.

Select a reputable domain registrar such as GoDaddy, Namecheap, Google Domains, or others. Use their search functionality to find available domain names that match your business name, niche, or personal brand.

Configuring technical settings is crucial, but don't overlook the importance of choosing an email platform that aligns with your workflow. While popular services are a go-to, they might not always offer the best solution for your specific needs. Assess the features and integrations carefully.

Update SPF, DKIM, and DMARC to secure the domain so that only senders you authorize can use your domain to send emails, greatly reducing the ability for malicious actors to spoof you.

Select a third-party email service provider that suits your needs and preferences. Popular options include Gmail (Google Workspace), Outlook (Microsoft 365), Zoho Mail, and others. Sign up for an account with your chosen provider and follow their instructions to create an email address associated with your domain.

If your email engagement is not yet under control and rather low go with GoDaddy/Outlook. Once you figured out what copy/value prop works for the target add some paid Gmail accounts. Diversify your email porfolio and consider testing some new providers that offer dedicated email infrastructures.

To set up your email account with your domain name, choose a third-party service like Gmail, Outlook, or Zoho Mail. Verify your domain ownership and configure settings like MX records, SPF, and DKIM to improve email delivery and security. Refer to the guidelines provided by your email service and domain registrar for detailed steps.

Don't overload your signature with links or images as these can trigger spam filters, particularly in corporate emails. Consider also that images may not always load, and verify that your signature is legible without them.

While a professional look is key, there’s a fine line between professional and impersonal. Adding a personal touch, like a handwritten signature or a personal mantra, can add warmth to your professional demeanor, making you more approachable.

In my opinion, designing your email signature with minimal imagery, works great. However, I know the logo cannot be text - but it is a good idea to keep the rest as text. Most email clients (if not all of them) do not automatically download the images. Hence, all the images (SM icons, logos, backgrounds etc.) will require the recipient to click... to view those. Colours, definitely, can always be played with.

If you are well-versed in HTML, you can create your own signature. If you need an example signature to work from, Hubspot and Wisestamp can show what your signature should include. In addition to Hubspot and Wisestamp, Woodpecker.co will allow you to create a free email signature file as well. There are also many providers on Fiverr who will create an HTML signature for you based on their templates or your specifications. A professional email signature adds your personality to every email you send. Don't sleep on the opportunity to provide a branded sign-off to your emails with a call-to-action!

The final step is to design your signature using your email account. You can use the built-in signature editor or a third-party tool like HubSpot or WiseStamp to create a professional and attractive signature. You should include your name, title, company name, logo, contact details, website, and social media links. You should also use a consistent font, color, and layout, and avoid adding too much information or images. You can also add a call-to-action, such as a link to your portfolio, a free offer, or a testimonial, to encourage your recipients to take action.

Just go with a plain text signature if you care about deliverability. If you can keep high engagement (e.g. inbound, client communication, etc.) you can have more HTML heavy signatures.

Testing is essential, but be wary of over-testing. Your email signature needs to be functional, but perfection isn't always attainable. Sometimes, a 'good enough' signature that’s authentic and well-crafted is better than a flawless but delayed one.

If you have many links in your signature or images (not recommended) then run a test on mail-tester.com. You will get a blacklist check as well as checks for broken links.

Regular updates keep your signature fresh, yet constant changes can be confusing to regular correspondents. Find a balance between keeping your signature updated and maintaining consistency, so it remains familiar to your contacts.

Use Testing Tools: Utilize specialized tools like Email Signature Tester or Litmus to simulate how your signature will appear on various platforms. These tools can help identify any formatting issues, layout discrepancies, or compatibility issues across different devices and email clients. Test Across Devices and Browsers: Test your email signature on multiple devices, including desktop computers, laptops, tablets, and smartphones. Check its appearance on different web browsers such as Google Chrome, Mozilla Firefox, Safari, and Microsoft Edge to ensure consistency.

Another aspect - purely in my opinion - is to try keeping the email signature, subtle. Surely the actual email (i.e. the message) carries more importance, but 'signature' helps set up the right tone, rather temperament of the email. Yes, it also hints at the sender's own personality as well. True, even for the company. Spelling mistakes are a definite 'No'.

Include your email signature only in the initial email of a thread, not on every reply or forward within the same conversation. Avoid cluttering email threads with redundant signature blocks, which can contribute to visual noise and distraction. Keep It Simple: Maintain a clean and minimalist design for your email signature. Avoid using excessive colors, fonts, images, or decorative elements that may overshadow your message or appear unprofessional

Another aspect I believe is the 'size' of the signature. Ideally a 100% width helps in segregating (visually) the various emails in the thread below. But the height (for 100% width, or the smaller ones) must be kept such, that the recipients need not scroll vertically (horizontally is even worse) to view it. Basically, the actual email (i.e. the message) should take up the maximum space in the body.