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When it comes to your business emails, you want to make them look as professional as possible. You are probably used to the basics: addressing the client’s name, personalizing the content, and signing off by thanking them (see our full list of email sign-offs). You may even have a classy signature with tons of contact information added on to the end. However, if you’re not utilizing email footers, then you’re missing out on maximizing each email opportunity.
Email footers often get overlooked by the recipient. They’re perceived as “the fine print” that nobody reads or considers when reading an email. However, more often than not, email footers are crucial to growing and they can also protect your business.
There are many different types of email footers you can implement. Some of them will help you market your company, promote your brand, and some of them are helpful to have in order to make your emails legally compliant.
In this article, we’ll look at why email footers are important for your small business, and what types of email footers you should consider using along with some examples.
Why Are Email Footers so Valuable?
Like any piece of content you add to your emails, a footer only helps cement the professionalism of your brand. There’s certain information it seems obvious to include when you sign-off on an email, such as your name, contact details, and company address or website. Email footers generally go beyond that point and add more specific information that is helpful to both the recipient and your business.
When it comes to email footers, a little goes a long way in terms of value-added for your client. These short disclaimers or additional bits of information can protect your business as well as your client, so adding them to each and every email you send is a no-brainer.
What Kinds of Email Footers Should You Include in Your Emails?
Well, that depends. Your email footers should still make sense with your business and your brand. While there are a few that can (and should) be included for all types of businesses, some of them can be more tailored to different industries.
Let’s take a closer look at some of the most common types of email footers, why they’re used, and how to craft them.
- Legal and Confidentiality footers
- GDPR Compliant Footers
- Security or Virus Disclaimer
- Green Email Footers
- Social Media Buttons
- Unsubscribe Links
- Marketing Email Footers
Legal and Confidentiality Footers
Legal and confidentiality disclaimers are an important piece of information to add to your emails, and are typically used to protect the confidentiality of the details in the email as well as the identity of the intended recipient. Imagine you accidentally send an email including billing information to the wrong client. This can land you in legal trouble, however, by adding a confidentiality disclaimer to your email, you’ve added an extra layer of protection to your business.
It might be in your best interest to consult with a lawyer to discuss the exact legal verbiage and information you should include that makes sense for your business.
According to a law firm, this is a good example of a legal disclaimer that can work for your business:
The information transmitted by this email is intended only for the person or entity to which it is addressed. This email may contain proprietary, business-confidential and/or privileged material. If you are not the intended recipient of this message, be aware that any use, review, retransmission, distribution, reproduction or any action taken in reliance upon this message is strictly prohibited. If you received this in error, please contact the sender and delete the material from all computers.
GDPR Compliant Footers
This is an important one that is relevant to all types of businesses. Just in case you weren’t aware, the General Data Protection Regulation is a regulation established to protect user data and privacy in the European Union and in the European Economic Area. Even if you’re business is based outside of the EU, you can still be affected by GDPR regulations if your emails land in the inboxes of EU clients.
Since the GDPR laws passed, adding a disclaimer to your email is definitely a necessity. These disclaimers have three functions: they protect your business, they create an extra layer of trust between you and your client, and they help you conform to industry standards.
The GDPR disclaimer should be used in the event that you collect any type of customer data that can be interpreted as personal or confidential and that can potentially identify an individual person. Therefore, if your clients ever fill out a web form with details such as their name, address, or email address, this data is considered personal and needs to be protected.
Security or Virus Disclaimer
If you usually send a lot of links or attachments in your email, this is an important email footer to include. You don’t want to hold your company liable for any unknown viruses or malware that might be lurking in any of your emails.
Consider adding a brief email footer that warns the recipient of the (small) but potential threat of viruses being transmitted via email. Consider phrasing it like this:
This email may contain viruses that could infect your computer. We strongly recommend using a malware scanner to check the contents of this email and its attachments, if there are any. Since emails can be lost, intercepted, or corrupted, [name of your company] accepts no liability for damages caused by viruses transmitted via this email.
Green Email Footers
There was a time when people would print out email messages to serve as reminders or to use in meetings. However, nowadays we tend to print a lot less and it’s not as common for people to print out their emails.
That being said, adding an environmentally conscious email disclaimer is still a good move. These email footers show your client that your committed to being a more environmentally friendly business, and also serve as a small reminder to help reduce paper consumption for those few people who might still consider printing out an email.
These types of email disclaimers can be short, sweet, and to the point. Here are some examples of green email footers you might want to consider using:
- Stop! If you care about the environment like we do, then please reconsider printing out this email.
- Thank you for not printing this email!
- Save a tree. Don’t print.
If you don’t want to mention printing emails, there are other ways you can be eco-friendly as well. You can choose to include an environmentally-themed quote in your email footer or share a short eco-friendly tip.
Social Media Buttons
Add some buttons that link to your social channels to your email footer in order to encourage your clients to engage with you on social media.
Depending on your business, you can tailor these buttons according to your brand needs. Do you want more clients to like your Facebook Page? Or do you want more people to see your Instagram posts? Maybe you want to connect with potential clients on LinkedIn. When it comes to social media, the possibilities are endless.
You want to choose wisely, though. Adding too many social links to your signature or email footer can be overwhelming. The result is that the recipient won’t click on anything. Instead, focus on a few social channels, I recommend selecting one to four and adding icons for those.
If your business uses a lot of visual elements, you can also add the latest posts from your Instagram feed to your email footer. This can help clients see new products you’ve posted about and get a better sense of your brand.
Here are some tips on how to add social media buttons to your email footer:
- Use clickable icons instead of longer links.
- Don’t link to accounts that aren’t regularly maintained.
- Use this as an opportunity to connect with your clients outside of an email or strictly professional setting.
- Add social media icons either to your email signature or to your email footer just below the signature.
As a business, it’s always a little bit of a heartbreak to see a customer unsubscribe from your mailing list. However, do you know what’s even more frustrating? Searching high and low for an unsubscribe button.
Though you might not like it, adding an unsubscribe form to your emails is crucial. Not only is it helpful for clients who no longer wish to receive your emails, but it is also considered to be important for GDPR compliance.
If you’re sad to see a client go, look at it this way: the recipient who unsubscribed likely already wasn’t interacting much with your emails. Now, you may have one less client on your mailing list, but your mailing list has become more streamlined in that you know that the clients who are receiving your emails truly want to be receiving them.
An unsubscribe link in your email footer is especially important if you’re sending our newsletters. They’re not always relevant to personal interactions between you and a client. Here are some examples of unsubscribe footers you can add to your email newsletters:
- We’re sad to see you go! If you no longer wish to receive our emails, please unsubscribe here.
- You have received this email by subscribing to our newsletter. If you no longer want to receive these types of emails, you can always unsubscribe from our mailing list.
- Thank you for subscribing to [Your Company’s Name]’s newsletter. We strive to deliver quality information to all of our recipients. If you decide that you no longer want to receive emails from us, please click here to unsubscribe.
Marketing Email Footers
There are so many other types of email footers that you can implement. Footers are also a great place to sneak in some email marketing in personal emails.
You can use your email footers to promote things like sales, new product launches, a new blog post, an event, or simply visit your website. You can do this by adding things like banners with CTAs that pique curiosity and encourage them to get more information about whatever it is you are trying to promote.
For example, if you’re contacting a potential client to answer a question about your business’s services, it would be a good idea to add a banner with a CTA that promotes signing up for your service.
Don’t Know Where to Begin? Don’t Worry, WiseStamp Can Help.
We know it can be overwhelming to create an email footer that encompasses all your needs. That’s why we’ve created a digital email signature service where you can easily include all the elements you want in your email footer in just a few simple clicks.
Once you’ve created your new personalized signature, you can take the customization options even further by including specific email footers.
WiseStamp goes a step further by offering you customized email footers based on your industry’s needs. There are plenty of predesigned banners for different businesses, such as real estate, photography, accounting, law offices, and more.
Just take a look at all the options that WiseStamp offers for email footers:
Email Footers Shouldn’t Have to Be Confusing
There’s no reason to be afraid of using email footers and disclaimers. When used correctly, email disclaimers can only enhance every email you send and strengthen the relationship between you and your client.
While you can research and write all your own disclaimers, figure out how to add social media buttons, and design your own graphic banners, why go the complicated route?
WiseStamp makes it easy to add all these customizable elements in just a few minutes, saving you time, money, and putting your mind at ease.