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.
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 “email@example.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.
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.