We have discussed email signatures before (see our post here), but we thought we’d expand on the topic a bit more, as it was recently brought up in the comment section by one of our readers.
A significant benefit of helping clients with their executive business writing is having the opportunity to hear from executives themselves on their major pain points about all things business writing – from email to text and everything in between.
Here’s an example of something that I recently learned from a highly seasoned executive:
“The most frustrating thing for me is when someone sends me an email without having their contact information included in their signature. This happens all the time when I’m getting emails sent from mobile devices – and that means that I’m spending time searching through my inbox or reaching out to colleagues to try and find their information. It doesn’t matter whether you’re sending an email from a mobile device, a tablet, or a desktop, but it does matter whether I can quickly and efficiently find the information I need to get a hold of you.”
I can’t say that I blame them!
Make sure your mobile signature indicates that you are utilizing a mobile device for email
Recently, I needed to send a series of urgent emails while in transit from my office. Using public transportation meant that I had plenty of other commuters around me and in my space. I had to pay special attention to how I was moving my hands, my elbows, and even the way that I was holding my shoulders so that I didn’t disturb those around me. Let’s face it: this was anything but an ideal (or comfortable) emailing scenario.
Even more, it was the perfect setup for me to make a mistake. It’s all too easy to leave a typo or two when you are outside the comfort of a keyboard and using your fingers to type on a mobile device. But rather than obsess over going back into my email draft to retype my sentence, my email signature gave me just enough wiggle room to play it safe and send as-is (rather than delaying an urgent reply even further).
Having that notification on your mobile signature that acknowledges you are using a mobile device gives the added benefit of letting the recipient know that you are on the go. The recipient is automatically going to lend you a little more slack than usual because they know you are out of the office – and likely to be even more appreciative for the time you are taking to reply as a result. Of course, this is anything but a free pass to leave as many errors as possible. Business communication should always be as clear as possible, and just because you are sending from a mobile device doesn’t mean your words have less meaning (legally or otherwise).
Interestingly, when doing a bit of independent research into current guidance on mobile signatures, there is some disagreement. For example:
- Some preferred to leave off a mobile signature because they didn’t want to give the impression that they were somehow elevated in status. How cool, they have a Microsoft Surface; are we supposed to be impressed?
- Some thought that a mobile signature for business emails represented a higher level of attention. You should feel important because I’m taking the time to respond when I’m not in the office.
Using the Right Format for a Business Email Signature
Not all mobile signatures are created equal; just as there are general formatting and structure rules for a resume, you’ll want to ensure that your business email signature is as professional as possible by using these elements:
- Your signature should include all relevant means of contacting you: include your phone number (personal and office, if applicable) and your email address. While the recipient will be getting your email address naturally, you’ll want to ensure all bases are covered in case your email is forwarded or not immediately apparent on their device.
- Include company-specific information, such as a website address, LinkedIn profile, location, and time zone.
A few additional points to consider refer to basic email etiquette. If your reply will ultimately require more time and thought than you are able to commit to, utilize a mobile email to let the sender know that their email has been received and that you will gladly provide a more fulsome reply once you are back in the office. And while a typo here and there is certainly understandable when using mobile, you should always choose accuracy over speed as much as possible.
What to avoid in a mobile business signature
To the point made earlier before, there isn’t much use in specifying the type of device you are using when creating a mobile business signature. It doesn’t lend much value (if any) to your email, and you are likely interacting with clients and colleagues who utilize a range of devices themselves. Rather than specifying that you are using your “Chrome notepad,” you can simply utilize the phrase, “Sent from a mobile device.” Even further, there’s no need to ask the recipient to “excuse any typos.” Should a typo exist, simply knowing that you are sending from a mobile device is more than enough to buy you the grace and understanding of your recipient.
Example of a mobile business signature
[Body of the email]
Sent from a mobile device.
Full Name
Title, Company
Mobile phone: (888-123-4567 | Office phone: (401) 555-1398 (include your extension, if applicable)
Email: youremail@company.com
Additional details: Company website, location, time zone, etc.
Don’t forget that the purpose of a mobile signature should be to ensure that your recipient can easily get in touch with you as needed. Use your best judgment when including relevant information to your reader: if something feels potentially distracting, remove it from your signature to ensure that the contents of your email stay clear, concise, and – of course – easily digestible for your reader.
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