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Do you have a signature text file (also known as email signature) set up in your email software so that your name, company and website address automatically appear at the bottom of every outgoing e-mail you send? If you don't have one already, setting up a signature text file is an easy (and totally free) way to help correspondents keep in touch, identify your company, and most importantly … promote your website.

When you send out letters on company letterhead, those receiving your correspondence can see the complete contact information for your company, as well as the logo and corporate colors. Emails, however, are devoid of any identifying features, unless you have built them into your preferences. In your message settings you can define name, organization and the email address you want to have people reply to, but not much else. The signature text file gives you the opportunity to provide more information on your company at the bottom of every email, and becomes your "email letterhead"!

Your signature file could contain the following information: name, title, company, complete contact information (phone, fax, email, or preferred means of contacting you), marketing slogan, teasers about product or service specials or other information, links to social media platforms you're active on, and the URL for your website.

A signature text file is FREE promotion for your website, building traffic to the site without any charge. So, don't forget to include your website address! Don't just put www.mycompany.com, include the http:// … to make your link "click-able". Some email software have limitations which necessitate copying the URL and pasting it into a web browser if the http:// is missing. If you include the full web address, then all a recipient of your email has to do is click on the link and it takes them direct to your website.

The basic email signature should be standard throughout your company, and be included on all outgoing company emails. The way your employees sign their emails reflects on your company image. Ensure that email correspondence is "signed and branded" in a manner which reflects how you want to portray your company to those who receive email correspondence from your staff.

The steps for setting up the file differ, depending on which email software you use:

  1. Open your email software and locate your email preferences:
  • For example, in Gmail - Click on the "gear" at the far left and select "Settings". Under the "General" tab, scroll down to look for the "Signature" heading. Fill in the information you want to include.
  • Steps will vary depending on the email software you are using.
  1. Test the signature by sending an email to yourself. Make changes in it until you are happy with how it looks.
  2. Send instructions out to all your staff giving them the steps to set up their signature and the format that you want them to use.
  3. Ask all staff members to send you an email with their signature file, to make sure they are all in compliance with the desired format.

Remember, the point of using a signature file is: 1) to identify the sender, 2) provide contact information, and 3) to build traffic to your website and social media platforms!

Two of my signature text files:


Danielle Surkatty (Ms.)
Member of the Organizing Committee
Living in Indonesia, A Site for Expatriates

Living in Indonesia Expat Forum

Inline image 2
Providing practical information to assist the smooth transition of expatriates moving to Indonesia for 19+ years!



Danielle Surkatty
Yakindo Web Designs, Inc.
Tel.  (509) 966-1529

Web | Facebook
Skype  daniyakima
Yakindo - Yakima website developers and designers

Building websites that reach the world

I also have a different signature text files for organizations I volunteer for, so that I can promote their websites too:


Danielle Surkatty, Advocacy/Service Chair
Zonta Club of Yakima Valley
Tel.  (509) 966-1529
Skype  daniyakima

Advancing the Status of Women in the Yakima Valley and across the world


Danielle Surkatty, Board Member
Chinook Scenic Byway
Tel.  (509) 966-1529
Cell  (509) 833-5964

Washington's most scenic Byway ... Where natural beauty and adventure await




If you'd like help setting up signature text files with your email software, contact us!


Providing Website Services to Yakima and Washington State Companies, Government Entities and Non-Profits for 20+ years!


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