Email signatures have become an expected part of a professional email. It is a simple addition that creates a professional image and sets you apart from personal emails.
Why you need an email signature
1) It promotes your practice with every email
Having a clear email signature provides a quick and easy way to contact you, and lets clients know a bit about you and your background. This gives instant credibility and tells them how to get in touch – which is exactly what you want them to do!
2) It looks professional
Not having an email signature can make people question if you are legitimate, as signatures are now expected in the online world. It is the online equivalent of a business card. Without one, people wonder if you’re really a professional, or just saying you are.
3) It explains the limits to online confidentiality
Clients can then make their own choices around what they will and won’t share in their emails. It protects them, and it protects you.
4) It makes you easy to refer to
Having a proper email signature makes it simple for others to forward your information to their friends and colleagues, which makes it easier to refer to you. Win-win for everyone. This is why even though it’s a bit redundant, I still recommend having your email in your signature.
If you’re wondering what to include in your email signature, here are some things to consider:
Basic Email Signature Checklist
- Job Title (ex. Clinical Counsellor, Occupational Therapist, etc.)
- Link to your website
- Contact details
- Confidentiality Disclaimer
Your Name, Education, Designations, Job Title
www.YourSiteHere.com | xxx-xxx-xxxx | your email here
Confidentiality Disclaimer: This email and any files transmitted with it are intended solely for the use of the addressee, and any other use is strictly unauthorized. Due to the security risks of sending information over the Internet, (your name) cannot be held responsible for ensuring the confidentiality and integrity of this email message.
As far as the disclaimer I’ve shown here – IT IS JUST AN EXAMPLE. Use at your own discretion. I don’t promise it will cover your practice or your purposes. Everyone’s situation is different, but it will give you somewhere to start. If in doubt, check with your lawyer.
Other things you can add to your signature if applicable:
- If you use online scheduling software, you can provide a link so people can book directly
- If you write/blog a lot, you can provide a link to your recent articles
- If you use social media for your practice, you can add links to the platforms where you are most active.
Whatever you add, make sure it is relevant to your practice and your clients. It’s an email signature, not your life story. Make sure it doesn’t start to look cluttered.
Another question sometimes asked is “Should I spell out my designations or just leave the letters?”
I think using the letters vs. writing out your full degree/designations is a personal preference, and there are pros and cons to both.
If you spell out your designations, there is no confusion about your qualifications and it gives clarity to degrees/designations that aren’t as recognized by the general public.
The downside is it can take up a lot of space, and may be redundant depending on other things in your signature.
I don’t think there is a right or wrong way. Play around with it and see what looks best and feels right for you. Remember nothing is set in stone. You can always change it later.
No matter what you have in your email signature, just make sure you have one.
It’s a simple, easy, and important aspect of creating trust with clients.
What do you have in your email signature?