Should you include an email address in your email signature?

should-you-include-an-email-address-in-your-email-signature

One of the most popular questions we get asked is “Should you have an email address in your email signature?”.

Yes, it is beneficial to include an email address in your email signature because of the advantages listed below.

Some people say there’s no point in having an email address in your email signature because you can see the email address when you receive an email.

Going by that logic, there’s no point in having your name on your business card, because you just told them your name when you met them.

But, would you hand someone a business card that doesn’t have your name on it? Of course not! It just doesn’t make sense.

Benefits of Including an Email Address in Your Email Signature

Some Email Clients Only Show the Display Name

Email clients such as Outlook (and many others) will often only show the display name (eg. John Smith) instead of the email address. It can be a tiresome battle to try and uncover the email address of the person who sent you the email.

When someone asks your recipient “Hey, what’s that guy’s email address?” you don’t want it to take them a long time to find your email address. It should be easily visible in your email signature.

Forwarding Emails

Following on from the last point, when you forward an email, Outlook will use the display name in the “From” field, instead of your email address.

This means if you’re forwarding the email to multiple recipients, it’s impossible for someone further down the email chain to contact you because they can’t see your email address.

If you display your email address in your signature, it will allow them to easily contact you if they need to.

Some Applications Scan Your Email Signature to Create a Contact

Apps like Evercontact will scan the email signatures in your mailbox and automatically create contacts out of them.

If your email signature hasn’t got an email address listed, it will get missed by some of these types of apps, and you don’t want that.

Allows You to Use a Different Email Address

If you work for a support team or use a generic email address such as “support@yourcompany.com” then it might be a good idea to place it in your email signature.

Since it’s a generic email address, this helps people memorize it so when they need to contact you, they don’t need to look it up.

Easy to Screenshot and Send Your Contact Details

Treat your email signature like a business card. Don’t make it hard for your customers to give you referral business.

When you include your email address, it will be visible to anyone who takes a screenshot or photo of your email signature.

Easier to Start a New Email with You

When you click on the email address in an email signature, it automatically opens a new message window, making it easier to contact you. That is, as long as you’ve added the mailto: link in your signature.

Drawbacks of Including an Email Address in Your Email Signature

Takes up More Space in the Email Signature

An email signature is designed to show the recipient your contact information. Adding an email address field to an already large email signature could make it look bloated.

Your email signature should always maintain a balance of beauty and practicality.

Uses More Disk Space on Mail Servers

Although we’re talking about minuscule amounts when it comes to one email signature. If your whole company starts using email addresses in email signatures, it could actually increase the size of email databases considerably.

This results in higher operating costs, and no one likes that.

Wrap Up

Although its completely up to you whether you include an email address in your email signature, it’s quite obvious that the benefits far outweigh the drawbacks.

Do you agree or disagree? Tell us what you think in the comments below.

5 Replies to “Should you include an email address in your email signature?”

  1. Sorry, I just had to post my reaction to the “Going by that logic. . .” paragraph. An email signature on an email is more like handwriting your name on a business card that already has your name printed on it.

    It had to be said.

  2. Agreed. A business card is a false equivalency, because the point of a business card is a takeaway, so of course you want all info, name included, on there. You can’t rely on someone to remember your name post conversation. But an email chain is like a constant conversation, not a takeaway, so you have a method (email) to reconnect at every turn.

  3. I agree with these two comments. The comparison is not even close between a name on a business card and email address in your email signature.

    Ultimately, it can’t really hurt to have your email address in your signature. For me it seems redundant, because I support my own companies’ employees and they can find me in outlook or on our internal contact list if somehow my email address does not show up in the From or To lines. I used to be in sales and I’d find any way to get my contact out there. For that reason, I had my email address in my signature then.

  4. Email signatures are a way to present your contact information. They are like business cards. That is why they should include all means to contact you. Inserting an email address is a signal that email is a common or a default way to reach you. If you do not have the email address in your “e-business card,” some recipients might get the false impression that you prefer other forms of communication.

  5. The fact that a person is communicating via e-mail should be a sign that e-mail is an acceptable form of communication. An e-mail address in an e-mail signature block is redundant and ignorant. If a person doesn’t want to be communicated with via e-mail then they wouldn’t be using an e-mail account. If an individual is going through a “tiresome battle” trying to solve Hammurabi’s Code to obtain an e-mail address from an e-mail they already have in their inbox then that person has other issues to resolve and should probably stay away from tech as a whole.

Leave a Reply

Your email address will not be published. Required fields are marked *