Your email signature can feel like an afterthought when it comes to cold outreach emails. It’s just an easy sign-off at the end of your message, right? Wrong! It’s much more than that, actually.
Your email signature is one of the fundamental factors that helps determine your deliverability—whether your email ends up in the recipient’s inbox or spam folder. The truth is, if you have a solid email signature, your deliverability can go through the roof, your credibility goes up, and you might even get a few more responses.
In the cold outreach universe, every little thing counts. Having your name and contact information are not enough. You also need to make sure that your signature aligns with the standards of Email Service Providers (ESPs) that determine whether you end up in a user’s inbox or not.
The anatomy of an outreach email signature that works
A well-designed email signature is simple, professional, and believable. The correct elements will not only boost the credibility of your email, but will also help your email dodge the spam filters of your target inboxes.
Essential elements:
- Contact email: This is an email address through which your recipient can contact you. Having this in your signature reassures email service providers (ESPs) that you are a legitimate sender, not a spammer.
- Phone number: Providing a contact number (business or mobile) adds some legitimacy to your email. It provides recipients with another means of confirming your legitimacy and reaching out.
- Company name: Providing your company name in the signature tells the recipient that you are a genuine and professional business with nothing to hide.
- Website link: A clickable website link tells the recipient that you are a real business and makes it easy for the recipient to learn more about you
What not to include in your email signature
As important as it is to add certain components in your signature, there are also things to avoid in order to ensure deliverability.
- Trying to overdo your signature or cram it with too much information can turn your email unprofessional, or land you in the spam folder.
- Don’t give more than one phone number or email address; do not go overboard with details about your company. An excess of contact points can overload your recipients, and potentially appear suspicious to ESPs.
- Your email signature should be business-focused. Adding personal touches, such as quotes, random facts or lots of branding, can get your main message lost and detract from your overall message.
- Avoid overlinking. Including multiple links to social media, affiliate programs, or personal websites can signal to ESPs that you’re engaging in promotional behavior.
- Avoid using overly sales-driven language in your signature, such as “Call now!” or “Special offer.” These types of phrases can trigger spam filters and lower your deliverability. (Read more: Words That Trigger Spam Filters (And How to Fix Them with a Template Checker)
- Too many images, icons, or colored fonts can make your signature appear unprofessional and increase the risk of your email being marked as spam. Keep your formatting clean and straightforward.
How to use Warmy’s Signature Builder to create a signature that works
There’s more to creating an email signature that works than simply throwing in some contact details at the bottom of your email.
Fortunately, Warmy’s Signature Builder makes the process of crafting the perfect email signature easier than ever. With an easy to use and deliverability focused design, you can create a signature that supports your cold outreach.
Step 1: Choose a template
The first step is choosing a template. The Signature Builder offers several pre-designed templates that you can start with, all tailored for maximum deliverability.
Step 2: Add the essentials
- Name, role, and department: Clearly state your name and role within your company. This makes your signature more personal and professional.
- Company name: Your company name builds credibility.
Step 3: Add the contact details
This step is all about including a phone number, website URL, email address, and business address.
Step 4: Incorporate optional images (without overloading)
While it’s essential to keep your signature simple, you can still add either a photo or a company logo to enhance your email’s professional appearance.
For social media links, only include a couple—LinkedIn and X, for example. Warmy’s tool allows you to add these links without overcrowding your signature.
Other ways Warmy helps make your emails work
Having an awesome email signature is just a part of a much bigger picture in making the most out of your cold outreach. To ensure your emails reliably land where you want them to, Warmy provides you with a range of tools to improve the deliverability and engagement of your emails.
AI-powered warmup
This is Warmy’s core feature and primary goal—to improve your email deliverability by gradually warming up new or dormant inboxes. Warmy ensures your sending volume increases at a natural pace, which prevents sudden spikes that could be flagged by spam filters. This tool mimics natural email interactions, slowly increasing email sending volume over time to help improve your sender reputation and avoid being flagged as spam in the long run.
Additionally, the new Warmup Preferences feature allows senders to tailor the warmup distribution across providers.
Advanced Seed Lists
Warmy’s Advanced Seed Lists feature is designed to further optimize your email deliverability by simulating inboxes in real-world environments. This tool lets you send test emails to a list of actual email addresses that also provide actual engagement. This helps senders monitor how their emails perform across various email providers.
By reviewing the performance of your seed lists, you can make informed decisions about how to improve your email content, signature, and overall deliverability strategy.
Template Checker
An efficient email signature is only one part of the equation — what you write in the body of your email affects deliverability as well. Warmy’s Template Checker helps ensure your email content is optimized to avoid common spam triggers and improve overall deliverability.
The Template Checker scans your email for spammy words, excessive links, or any other elements that might negatively impact deliverability. It also offers actionable suggestions for improving your email copy to ensure it is engagement-friendly and deliverability-optimized.
Bonus tip: Don’t forget to install the Chrome Extension of the Template Checker!
It’s time to make every email count
A well-crafted signature not only boosts your deliverability and professionalism, but it also ensures that your emails have the best chance of landing in the inbox,
Ready to optimize your email signature and your entire email outreach? Try Warmy for free today and take your outreach to the next level.
