How to make email signature mobile-friendly

Email penetration in the US currently stands at 90.3 percent. Roughly 42 percent of people view their emails using their mobile devices.

Why are these numbers important? Your email signature not only injects personality into your email but also provides all the contact information your clients need if they ever needed to reach you.

Plus, it makes you look professional, which is ultimately what you’re after, right? First impressions matter. There are no second chances in business. If you don’t optimize your signature for mobile screens, chances are, it’s not having the intended effect.

This article explores everything you need to know about how to make email signature mobile friendly.

What is the best email signature?

An email signature is more than just your name and title. It is also a major part of your personal branding.

The best signature needs to elicit some kind of emotion from your recipients. It needs to exude professionalism and allow them to build trust in your brand. It needs to be catchy and prompt them to take some kind of action. It needs to drive traffic to your company’s website. Ultimately, it boils down to how you reap the full marketing potential of your mobile signatures.

Now, on the one hand, you can use interactive software like PandaDoc to quickly drag and drop customized features and create a transparent signature online within minutes. You can even use it to add an electronic signature to infuse a touch of professionalism to all your client correspondence.

PandaDoc is UETA and ESIGN compliant, which means your clients can sign legally binding documents remotely on their devices. They don’t physically have to come to you to sign contracts and other related paperwork. Talk about closing deals rapidly!

PandaDoc also comes with insightful analytics to help take the guesswork out of the whole process. You’ll know the moment a client or prospect opens a document you emailed to them, reads through it, adds comments, or eSigns it. You’ll have your finger on the pulse every step of the way.

On the other hand, you could do it the old-fashioned way and figure out everything from the layout and image of your email signature to the loading times and size. It’s painful but necessary all the same.

How do I create a professional email signature that’s mobile-friendly

Creating a mobile-friendly email signature is one thing. Making it look professional is a whole other ballgame. Not only should it look great, but it should also be functional.

Consider using PandaDoc for Gmail, Outlook, or any other email client, to create electronic signatures that both you and clients can use without any of the paperwork that is synonymous with the process.

That being said, a professional email signature needs to have:

  • Your photo (it’s a great way to establish credibility and trust)
  • Your name, job title, and company
  • Your social handles (LinkedIn, Twitter, Facebook, and Instagram)
  • Your phone number, work address, and website URL
  • A memorable call-to-action
  • A disclaimer (optional)

Whatever you do, don’t use an inspirational quote in your signature to demonstrate your know-how. There simply isn’t enough room to integrate them into mobile email clients. Clean, simple, and clutter-free, is what you should be going for.

Pro tip: You could try experimenting with Exclaimer software to see what the final signature would look like on Mac, iOS, Android, or any other mobile operating system. Keep in mind that it is a premium service and may not offer the full suite of business solutions that apps like PandaDoc have.

You don’t just want to make your email signature mobile-friendly, you want an app that integrates a host of other useful solutions that might come in handy when creating proposals, quotes, contracts, or even eSigning documents remotely.

Now that that’s out of the way, here are a few tips you can use to create a professional mobile email signature to bump up conversions.

Layout

First, you’ll need to consider the width of the mobile screen, so that all the information on your email signature is visible. The best thing to do would be to split your contact information into multiple lines.

That way, every line of text fits on your recipient’s screen. It makes it less cumbersome for them to have to scroll to the side just to read your entire mobile signature.

Image

Next, you’ll need to ensure that any image you use in your signature is correctly sized for a mobile device.  There’s a good chance an image that was originally 500×500 pixels, sent from Microsoft Outlook, may remain the same size when viewed on a mobile email client like Gmail, Yahoo, or Apple Mail.

To prevent it from popping out beyond the screen size, the best thing to do would be to add the line style=“width:100%” to the img tag. Doing this ensures that it fits the width of any mobile device to a T.

You could also go a step further by adding “min-width:100%” to the img tag in addition to the line above. This effectively eliminates any errant signatures from overflowing beyond the page.

You could try using Exclaimer signature software as an alternative to actual coding, although upgrading to PandaDoc would be a better option if you prefer using interactive drag & drop features instead.

Loading Times

Emails load on all sorts of devices, connected to all sorts of networks, with all sorts of performance issues. Any time visitors check in to a website via Chrome or any other browser, they expect it to load within seconds. If not, they bounce and go to a competitor’s site.

Now, if that’s the level of patience they have with a website, how long do you think they’ll wait for your brand’s email to open?

A huge part of optimizing your email signature to be mobile-friendly involves getting rid of image “junk” – and we’re not just talking about size, either. This mainly refers to removing the unnecessary meta-information about images that could be holding things up.

Things like their creator information and color profiles are completely unnecessary and could be costing you valuable business if your recipients never actually get to the point of loading your email.

What is the best size for an email signature?

As a rule of thumb, the size of your mobile signature should never exceed 50 kB. If it does, there’s a good chance the masterfully-crafted sales pitch you sent out in a new email might end up in your recipient’s spam folder.

While it might be difficult to compress it to such a small size, your best bet would be to use a service provider to generate one for you.

Keep in mind that smaller images are optimized for cellular networks. This means they’ll upload to the mobile device even with poor connectivity.

How to fix email signatures that aren’t adaptive/responsive to screen sizes

Email signatures need to look like they’re specially done on a phone. Otherwise, it makes you look sloppy to your intended email recipients. What happens then, if your email signature isn’t responsive to screen sizes? How do you fix it?

The reality is – not all email clients are created equal. Very few include headers in the HTML once they’re sent. This is a problem since that’s where the code that determines screen size lies. This effectively makes it impossible to create responsive mobile signatures.

Aside from using well-known third-party solutions like CodeTwo, here are a couple of things you can do to change that and make them adaptive.

Make the Email Signature Design Smaller

Bigger isn’t always better. The size of the image you send out in your signature is precisely what your client will see. Overly large logos or graphics may not pan out the way you expect them to when viewed on mobile devices.

It doesn’t matter whether you create them using a premium platform like Photoshop, or through a free email signature design tool like Canva. Less is more.

Use the Right Email Signature Template

Vertical signature templates tend to work better for mobile viewing, especially if your company logo is wide. You’ll see lots of iPhone email signature examples on Exclaimer that use vertical alignment.

These are great for emphasizing call-to-action buttons, as well as your photo.

Split Long Addresses Into Separate Lines

Remember, the idea is for your email receipts to avoid having to scroll just to see your whole signature. Splitting your contact information into three or four separate lines would be ideal.

Use Anchor Text in Place of Long Website URLs

If your email or website links are unusually long, you can use anchor text instead, to keep things short and tidy. For instance, rather than have something like:

johndoe@excessivelylongwebsiteaddress.com and https://excessivelylongwebsiteaddress.com

You could hyperlink:

Email Me and Visit Website

The same rule applies to your social media links.

What Format Should Email Signatures Be

Coding is a scary but necessary component to making email signatures mobile-friendly.

There are three main types of email coding formats, each with its unique set of pros and cons.

1. Mobile-First Format

This email signature look prioritizes mobile-friendliness over everything else. The email signature is custom-tailored to mobile users.

While this may not sound like a bad thing, the problem with a mobile-first formatting approach is that it sacrifices desktop design. The result? Awkward-looking signatures when viewed on larger screens.

Nonetheless, if the majority of your clients come from mobile traffic then you have nothing to worry about.

2. Flexible Format

If you’re not sure of the level of impact your email marketing efforts have on your brand then an email signature with a flexible layout might be what you need to turn things around. Not only are they easier to code, but they also look great on virtually all screen sizes.

On the flip side, they might water-down your brand’s creative potential, since flexible formats require a higher degree of simplicity to translate across different types of email clients.

3. Responsive Format

While this delivers remarkable results, it is often the most difficult to pull off. In this case, the code morphs itself to cater to a specific device and its respective email client.

For instance, a customer viewing your email on their iPhone may just see a simple CTA button. However, if they were to open it on their desktop client, they may view multiple CTAs, social media icons, more text, and larger images.

Upgrade With the Best Email Signature Generator

If you take away nothing else from this post, remember this: You’re always one bad-email-signature away from losing a deal of a lifetime. Optimize to convert.

Sign up for a free 14-day trial and find how PandaDoc can make your email signature mobile friendly.