If you're here, it's because you're wondering how to sign an email. Right?
Up until now, no problem.
However, it turns out that for one person, "signing an email" doesn't necessarily mean the same thing as for another person.
Here are different definitions of what "signing an email" means and some tips on how to do it!
Some people may sometimes confuse the signature found at the bottom of an email with the electronic signature of documents. As experts in professional email signatures, we will obviously tell you that there is a HUGE difference.
Furthermore, our research on the interwebs shows that when searching "signing an email" on search engines, some people are actually trying to find the ideal polite closing phrase for an email. You know, the "best regards," "looking forward," and "warmly" of this world?
So, no matter what "signing an email" means to you, here are a few tips to help you!
First of all, it's important to clarify what you want to sign. The good news is that we’ve simplified the task for you. Just head to the subsection that interests you:
To set it up:
We’ve written a few (or should we say a very large number of) articles on the topic. But to summarize here, the main idea is to start by selecting the right email signature tool.
If by "signing an email" you mean the polite words you add at the end of your message when sending professional or personal emails, then you should pay attention to the following points:
In reality, there isn’t much difference. "Best regards" has a slightly friendlier, even more casual connotation, while "Sincerely" is more formal.
"Looking forward to hearing from you" is generally acceptable in a professional email, although the phrasing is somewhat outdated and less frequently used.
Alternatives like "In anticipation of your response" or "Awaiting your reply" can also be used.
This is really the most distinct situation of the three.
Signing a document via email helps to facilitate and speed up certain administrative processes remotely. No more need to travel or apply a real handwritten signature to validate your papers! Even less need to print or scan documents.
This type of electronic signature is often used for contracts, agreements, etc. Thanks to secure solutions that meet current standards, the authenticity and integrity of your documents can be monitored remotely.
Companies like DocuSign and YouSign offer such solutions.
N.B. The email signature management solution from Letsignit does not handle document signing. It allows you to create and integrate a signature into your collaborators' emails.
Email signatures and document signatures by email are often confused. However, it's important to note that these two services meet very distinct needs.
Does it make things clearer?
We hope you now have a better understanding of your needs and have all the necessary information. Now, it's your turn to explain to those around you how to sign an email!
Yes, with the 'Campaigns' offer, it is possible to track the number of clicks on the email signatures of all your employees in the 'Statistics' area of the platform.
You can then access a detailed or global view of the number of clicks on the email signatures of each employee. You can use the search option to target a specific signature or a given period. Finally, you have the possibility to export all statistics to an Excel document.
If you launch campaigns with banners inserted in your email signatures, you can also access their performance via this same space.
With Letsignit, you can easily add social network icons in your collaborators' email signatures and link to your company pages. Also, our "attributes" feature allows you to manage personalized URLs for each of your collaborators such as their individual LinkedIn profile.
And that's not all: you can add links to an appointment-setting application, allow your customers to leave reviews easily, and integrate our 'Chat on Teams' widget to let anyone start a discussion via Microsoft Teams chat.
It’s up to you! As an administrator of the Letsignit platform, you choose whether or not to grant modification rights to your employees. These permissions are managed on an attribute-by-attribute basis, which means that you can decide to allow the employee to change their phone number, but not the address of your premises, for example.
This feature applies to all attributes in your directory, including custom attributes created on Letsignit. When your employees change one or more attributes, your directory is obviously not affected.
It often happens that employees make their email signature their own: custom format, bad fonts, colors inconsistent with the brand standards... all of this has an impact on your brand!
A consistent visual identity is considered authentic and outperforms a perceived weak one by 20%. And, your customers are 2.4 times more likely to buy your products.
With Letsignit, take back control over your brand identity by standardizing all your email signatures. Our tool has many features that allow you to customize your signatures by department, by audience or by subsidiary. Not to mention the possibility of carrying out campaigns within your email signatures thanks to our Campaign offer.
What is the user experience like for our employees?
In both cases:
In short, they have autonomy in their email signature, but you keep control on the field, signatures, and banners they can edit or use.
With our "multi-signature" feature, your employees can benefit from multiple email signatures. No technical manipulation is required. Thanks to our Add-in for Outlook or the desktop app, they can change their email signatures as they wish with just a few clicks.
Regarding the creation of email signatures, you can make several variations such as:
Everything has been thought of to go further in the personalization process based on the recipient of your emails.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
So, it depends on what you mean by "signing off at the end of an email."
If you're referring to polite phrases, you can head over to our section "Finding the right polite phrase to end your email."
And if you're looking for how to add an email signature at the end of the text, our section "Adding an email signature at the end of your email" will guide you.
To add a signature in an email, go to the settings of your email account (such as Outlook, Gmail, Apple Mail, Yahoo Mail, etc.). In the section dedicated to signatures, create or modify your signature by including details like your name, title, company, and contact information. Once saved, this signature is automatically added to the end of each new message. Depending on your needs, you can also use an email signature management solution or a signature generator to assist you.
To support your ongoing marketing or communication campaigns, share your latest news or blog post, you have the option to add banners under your email signature. Email signature management solutions like Letsignit allow you to set them up automatically for all employees in your company. Otherwise, you can always design them manually (using a photo editing software like Photoshop) and add them directly to your email account.
To design a great email signature, it's important to include essential information while avoiding clutter (there's no need to add all 40 social media platforms you're on). Also, draw inspiration from your brand image to create something that aligns with the overall identity of the company.
If drawing inspiration solely from your brand image doesn't seem enough, take a look at our signature library for ideas!
If the goal is to set up a mobile email signature, you can proceed in the same way as for setting up an email signature on a computer (see "Add an email signature at the end of your email").
Note that the process may vary depending on the email provider you use.
And if you're looking to sign a document received by email on your phone, simply follow the procedure provided by electronic document signing apps.
Here, there are two options:
