5 micro-moments where your email signature counts

Amandine Fernandez

Head of Acquisition

In the context that our emails are even more present than ever in our daily communication, it is necessary to optimize each outgoing email of your company. Discover our 5 “email moments” where it is fundamental that the sender is correctly associated with the legitimacy of your company!

‍The kick-off email to introduce the parties involved in a project

With the goal of introducing all the protagonists of your project, this email should not be overlooked. More than just making sure that everyone is in line with the objectives and the means of deployment, the kick-off email is also intended to create a positive dynamic around the project and to give credibility to your team and structure.

Your brand identity has all the interest to be valorized and immediately identifiable in your email signatures.

The follow-up email to a prospect about to sign

You are about to sign a contract and you wish to follow-up with a prospect on the quote you had sent them. It is important that at the first sight of your email, the prospect knows exactly where it comes from and the content within it.

It is also necessary that this email has your brand identity as it is a perfect occasion to diffuse pre-sales content tailored to your recipient. For example, you can add a banner to your email signature relaying a success story from one of your clients to reassure your prospect of your different competencies.

The project progress email sent to a client

Sent in a timely manner, progress emails are essential to the success of any project. While they keep all parties informed of your progress, they are also proof that the project is continuing well and that your company is serious. At this moment, your email signature still has all its importance. It connects your report to your company and allows your client to quickly contact you if they need more information about your feedback.

Invitation to a VIP 1-to-1 event

You wish to send a personalized invitation to your VIP contacts. If you choose to send out a mass email, you run the risk of losing authenticity in your message and approach. For an important message like this, you should add extra care to your message and make it as personal as possible.

The presence of a complete and uniform email signature will reinforce your 1-to-1 initiative. Your recipient will feel special and will welcome your invitation in the best way. Also, your brand visual identity will be valued and immediately recognizable.

The email to convince a candidate to join your company

A true graphic translation of your brand identity, your visual identity gives key information to a future candidate. If it is inconsistent in your exchanges, your company will lose credibility and seriousness.

‍If, on the contrary, it is neat and uniform across all your channels, the candidate will perceive the essence of your entity. Through this consistency, they will detect the strong corporate culture that you wish to convey and will be more likely to respond favorably to your offer. At the scale of an organization, outgoing emails can be counted by the thousands per month. ‍

The opportunities to enhance your brand identity are endless.

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About the author

Amandine is the Head of Acquisition at Letsignit! Initially a content specialist, she now actively contributes to the profitability of acquisition channels: SEO, SEA, SMA, SMO... Amandine is also one of the pillars of Marketing at Letsignit! For more than 5 years, she has been participating in and initiating marketing projects and campaigns that systematically reflect her vision, writing style, and creativity (which can also be seen in all of her colorful outfits that brighten up the day of everyone she meets).

About Letsignit

With Letsignit email signature manager, connect with your audience in a way that's on-brand and personal, while driving quality lead generation.

Frequently
asked questions

Is it possible to track the number of clicks on email signatures?

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.

Can we add links to social networks, our website, and appointment-setting applications such as Calendly?

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.

Can employees update their signature information themselves (number, function, etc.)?

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.

Why it is important to standardize our email signatures on a large scale to ensure our identity and brand image?

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?

If you opt for the Letsignit Add-in for Outlook, they will have a dedicated space in their Outlook account where they will be able to view the signatures and campaigns assigned to them.
If you opt for the Letsignit Desktop APP, they will be able to preview all their signatures and campaigns in this space. If they want to change their default signature to another one when sending an email, this will be done in their signature library in Outlook.

In both cases:

They preview their signature before sending an email and choose from signatures assigned to them.
Based on the permissions granted, they will also be able to modify their personal information such as their name, position, or address in these spaces.

In short, they have autonomy in their email signature, but you keep control on the field, signatures, and banners they can edit or use.

Can my employees have multiple signatures available to them?

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:

An English, Spanish, etc. version to adapt it to your audience
A signature template with timely promotional banners.
Use different formats of your logo according to your subsidiaries.
A signature for each of your branches.
Signature banners created especially for internal exchanges.
A simplified version for reply/forward of emails.

Everything has been thought of to go further in the personalization process based on the recipient of your emails.

Regarding “Green IT,” have you implemented measures to limit the digital footprint of email signatures?

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:

Optimization of the weight of signatures and campaigns in emails.
Green features: lightening of signatures during response/transfer emails, possibility of not embedding images, implementation of lighter signatures for internal exchanges.
Integration of a 'Switch to Teams' widget to encourage your employees to continue their exchanges via chat, rather than email.

As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.