Signature File Dos and Donts

Signature files have been around since, well, before most current Netizens were even aware that e-mail existed. Most will use their signature file as a quick identifier of who they are and what they do and provide a link to their Web site while those online for personal use will serve up witty, clever and many times interesting quotes.

If online for commercial gain, the most important reason to use a signature file is that your signature file allows you to promote your Web site indirectly, by simply going about your daily online business. Whether you are posting on message boards, e-mailing other site owners or participating in mailing lists, your signature file gets your basic information and a link to your Web site in front of everyone you e-mail or those who may just read your post on a message board. Signature files are the ultimate in online passive promotion when used properly and effectively.

Let's first cover the DON'Ts:

DON'T have everything about you including the kitchen sink in your sig file. If you have a Web site, include a pointer to your URL to ensure the recipient can find out whatever they like about you - that is really what your sig file is for. Keep it to 4-6 lines max. To have your pager, cell, home, business, work, accreditations, associations and slogan about how great you are will lead to the perception that you are tad bit overbearing.

DON'T throw in any sales pitchy type hype. Credibility online is very difficult to attain and maintain without undermining your efforts. Refraining from overzealous sales hype that ends in multiple exclamation marks lends to you being perceived as a seasoned professional. A short and sweet comment about your product or service is sufficient. Let your Web site do the selling for you!

DON'T include formatting in your sig file (or your business e-mails). This includes ASCII formatting, colors or attaching any animated graphics. If I had a dollar for every formatted sig or e-mail that then messed with my reply by formatting it as well or worse yet by looking like doo-doo because I read all my e-mail in plain text - I could retire. If you wouldn't turn your name or title bright red on your company letterhead - don't do it in e-mail.

DON'T close with your signature file reflecting anything but proper punctuation. Capitalize your name formally: John A. Smith, John Smith or John. Not typing your name formally with appropriate capitalization reflects a lack of education and busy savvy.

DON'T start using your sig file until you have verified, reviewed and double-checked that all the information is correct. Send yourself a couple e-mails and test your Web site link. I see signature files with errors every day! Sigs with errors can give the impression that you lack attention to detail.

Now to the Do's:

DO make sure that your signature file contains the basic info a recipient needs to contact you. No need to include your e-mail address - that is automatically noted at the top of every e-mail you send. The only instance where you would want to include your primary e-mail address in your signature file is if you are using a different or secondary e-mail address to send the e-mail in question.

DO setup your e-mail program to automatically append your signature file and make sure to include your sign-off so that you do not have to type your name with every e-mail. So, for example you can have:

Thank you,
John A. Smith Widgets Sprockets

Web Site Address Here Slogan
Additional Information Here

Special Tip: You want to align your sig's text with spaces rather than tabbing. Tabs and text are displayed differently on different machines, which can make your layout look yucky. Also keep in mind that you want to keep your sig file to 70 characters or less, as that is the set screen default width for most e-mail programs.

DO make sure that when you include your Web site address that you add the "http://" before your site's URL. In some e-mail programs and online applications without the http:// the program will not recognize the address as a link and it may not be clickable within your e-mail. One of the neato things about sig files is they allow you to have every e-mail be only one click away from your Web site. Don't miss this opportunity by forgetting the http:// .

DO have several signatures that you can switch dependent on tone or issue at hand. Sig files are an excellent way of setting a tone and directing the ongoing communication's priority or level of formality. Sincerely, Best, Regards, Respectfully can be used differently depending on whom you are communicating with and the tone you would like to set. You can also set up signatures that have your formal name and a less informal version to set a comfort zone with the other party such as Judith versus Judi. Keep in mind to not be overly informal too soon with new contacts. Formalities are in place for a reason - especially in business communications.

DO have signature files that relay a different message based on where and to whom you are e-mailing. If you are marketing on message boards or newsgroups, use a signature file that reflects your new product or the current promotion that is directed to that specific audience. Different terms and words produce a different response depending on the market. Be sure to include a call to action such as: Download now... Contact Us today about... Get your free... - you get the idea - sans hype. Don't use multiple exclamation marks or question marks.

The beauty of your sig file is that you do not have to say anything about your own site in the body of a posting ... unless it would be relevant or appropriate and it is the proper forum. Sigs are a great way to subtlety market to those you do not know. Keep in mind however, that the last thing you want to do is post gratuitously or send an e-mail with a one word answer just for the sake of getting your signature file in front of readers. That is one of the oldest tricks in the book and the other members will know what you are up to and may complain directly to you and/or the moderator. Credibility lost.

DO keep in mind that your signature file will naturally add to the perception of who you are, what you believe in, if you follow the rules and if you know how to use technology - or not. Quotes are fine and sometimes apropos depending on the conversation's tone and topic; however, keep in mind who will be reading the e-mail and the perception your opinion via the quote you include will leave. Humorous quotes are best left to personal e-mail. You also want to make sure to have all your e-mail basics covered by visiting: http://www.GetNetiquette.com.

So, there you have it. The basics you need to know to use signature files properly. Use these tips to build your own personal library of signature files. I have over 75! Always update and work on your signature files - there is always something new to say about yourself or your business!

About the Author:
Judith Kallos is an authoritative and good-humored Technology Muse who has been playing @ http://www.TheIStudio.com for over a decade. Check out her popular Technology Cheat Sheets @ http://www.LearnAndThrive.com

---

The Game Is Changing, Are You?

It's happening. Again.The Internet marketing 'game' is rapidly changing... again.Email marketing is under attack like never before...Pending legislation. Spam filters. Email overload.Internet users' inboxes are full. They are loaded with junk and they... Read More

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

If you're in business on the Internet to make a profit, then you're probably aware of how significant a list of prospects is to your success.But what if you don't want to spend... Read More

Combating List Building Frenzy: Take The Time To Promote

It is an accepted fact among the experts now that online marketing succeeds only with a quality, highly targeted permission email list in place. As a result, the multi-level marketers have pounced on... 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 (and aren't we all?), I hope you've considered publishing an e-mail newsletter, or "e-zine." Here are six darn good reasons why you shouldn't... Read More

How Opt-in Email Marketing Helps You In Your Online Business

The consumer of today is increasingly bombarded by marketing messages from various media channels. For those that tire of the constant onslaught of ads, they have the option to "opt-out". They may choose... Read More

What is Email Marketing?

There are many avenues available for marketing online products. Radios, TV advertisements, newspaper and magazine advertisements, and that big sign on the highway are examples of the traditional marketing approach. Yes, these approaches... 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)' and this still applies in the 21st Century, even though everything now seems to happen twice as fast.Most people respond much better if... Read More

Converting More Free Downloads to Paid Customers

Do you give web site visitors the opportunity to download a free trial of your product or service with the intention that they will come back and purchase? How are you following up... Read More

Spam! Whats the Real Problem

Most people now know the official definition of spam- Unsolicited Commercial Email (UCE for short).That definition does several things we should look at.It categorizes spam as commercialIt limits it to emailCalling anything unsolicited... Read More

A Guide To Automated Email Marketing

You've probably heard the expression, 'the money isin the list'. It's become a bit of a clich? - but it'sthe key to successful web marketing.About 95% of visitors will not buy on their... Read More

Successful Email Marketing

No doubt email is still the best way to get a quick response from your prospect. Big companies on the web have realized this that they have implemented free email address service on... Read More

Email Marketing - The End Is Nigh!

Consider if you will the resources, the time and the financial investment given to attracting new web traffic. Banner advertising, link exchanges, search engine ratings, affiliate schemes and the list goes on. Yet... Read More

Improve Newsletter Delivery with an Autoresponder Service

Another powerful reason for making the switch from using the unlimited autoresponders that come free with your web hosting account to paying a monthly fee for an autoresponder service is improved deliverability of... Read More

The Ultimate Business Network: One Secret Power of the Masters

Dear Friend:If you're out there networking and have been for sometime, you understand the astronomical benefits of networking with the "right" people -- especially when they have your kind of prospects who are... Read More

5 Ways to Get Better Email Marketing Data Quality at Point of Collection

Adestra provide email marketing services to a host of UK marketers operating within travel, event organising, publishing, charity, entertainment and other industries.We've spent time analysing client campaigns, and have created a handy checklist... Read More

Heres Why You Dont NEED a Blog

The word "blog" seems to be everywhere, and what an ugly word it is! Short for "web log," a blog is a Web page made up of typically short, frequently updated postings that... Read More

Why Your Email Distribution List is Your Best Source of New Sales

Don't overlook your current customers. After all, they're the ones who give you referrals and potentially come back for future sales.Marty Nemzow, best-selling author and marketing expert, says that not only does gaining... Read More

Avoiding Blacklisting: Making Sure Your Email Gets Through

We all know that email is probably today's most popular way to advertise. Every day our inboxes are filled with messages from people who want our business--whether we asked for the contact or... Read More

Email Communication

Gartner estimates that half of the 5.5 trillion emails sent in 2001 was business related.Email has already taken over as the businesses' main communication channel. What most people have failed to learn is,... Read More

Persistence, Patience, Dedication - The Nick Martin Interview

Name: Nicholas John Martin aka Nick MartinAge: 24Residence: Copenhagen, Denmark (Europe)Business name: LifeStyleNetworkerBusiness address: http://www.LifeStyleNetworker.comBusiness description: Free lead generation and list building system with inbuilt email capabilities.Q) First of all, can... Read More

Using A Simple Idea to Target Your Audience

A wonderfully easy and free concept that many people seem to overlook during their online marketing career is the survey. If you are looking for programs to promote or ideas for articles, you... Read More

How To Write E-mail Messages For Phenomenal Results

Would you be interested in getting 10 times better results from your current e-mail marketing campaigns?While the above is a hypothetical figure, it sure got your attention didn't it?Though most successful marketers use... Read More

People Accusing You of Sending sp*am? Five Email Marketer Must Know Tips

People tend to forget their subscriptions. Sometimes they don't even know why they subscribed to your newsletter. Especially if the person is seeking for information, he/she will subscribe to every ezine or ecourse... Read More

Attract New Subscribers With Magnetic Ads

One of the most effective methods of advertising your e-zine is placing ads in OTHER e-zines! There are many reasons why, but the top three are: you're advertising to other readers whom you... Read More

Online Marketing Through Newsletters

So you want to start publishing an online newsletter? Why? Because that's what all the online marketing experts and gurus said to do. You've been told you'll pull in lots of new customers... Read More

Building Relationships Takes Time: Overcoming the Overnight Surge Urge

Whenever we talk to a new or a "we hope to land soon" client, we are careful to stress the relational aspect of newsletter marketing. In fact, we go lengths to tell people... Read More

How To Create Gold With Email Promotions - Part 2

Don't forget people are so busy now they will only give your email a limited amount of their concentration. Therefore you should summarize your offer in the first paragraph.If it's compelling enough it... Read More

Why Do Marketers Lie in their Emails?

Coming as I do from a direct response and direct mail background, I'm familiar with the various copy lines used to encourage people to open envelopes. A teaser line. An offer. A time... Read More

Click for Success!

Being online for the last five or so years has made me realized that many persons are seeking a magic button to success. What is even more interesting is that they really believe... Read More