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An important part of email signatures is how well you know the person and what type of interaction you’re having. In some industries, a mailing address may not be that relevant, but in others it could be very important. I wouldn’t consider any of the signatures posted perfect. Some of them are fine, but others are pretty much unacceptable.

• If a CEO was writing a letter to the board and signed it as J, it’d be unacceptable.
• If you were writing a note to your spouse asking where to go to dinner that night, there is no need to include the full signature with every contact type imaginable.

My general rule of thumb is I include my phone number for more formal message to people I know would be likely to call me. If the person doesn’t usually call me, I leave my phone number out. If I know they use Skype, I include my Skype address. I almost always include my blog URL, because I think almost everyone could benefit from it (I’m so humble!).

Glenn Ross pointed out that signatures attached to emails that go out to other people shouldn’t include just an inward dial number, but a regular number (as well or instead of). If you are sending an email to someone who you don’t work with, an inward dial number doesn’t do much good. Glenn also suggested that the signature block should include the company’s main number and the voicemail message should let you reach an operator. All good suggestions. An example of a good phone number section would probably be:

800-123-4567 ext. 202

That way, the caller obviously knows the main number, but also has the person’s extension. Internal callers can just put in extension 202. It works great for everyone.

So the best email signatures:

• are customized. One email signature does not fit all.
• have ways for people inside and outside the company to contact you.
• are flexible (phone and Skype listed)
• have a nice closing (best regards, sincerely, etc.)
• meet the needs of the people you communicate with

With that in mind, let’s continue looking for the (near) perfect email signature. If you find it, post it in the comments.

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