What is an e-mail "signature" and how do I go about getting one?

Think of an e-mail signature as a way of including a marketing billboard about you and your business, every time you send a message. The best part is, that once you set it up, it is automatic and free (my favorite two words!) In most cases this is an easy 3-step process:

STEP #1: Create a text file with your signature information.

I suggest using a simple text processor like Notepad. You can also use a word processor like Word(r), just be sure to save the file as a text file (i.e. with a .txt file extension). At the minimum, your signature should include your name, company name, office address, business phone and fax numbers, and the states or jurisdictions in which you are licensed to do business. For example…

You will notice I added a few extras. The asterisks (*) give it a sense of design. Hyperlinks to your e-mail address and Web site are created by the use of "mailto:" and "http://" (see "Mr. Internet’s Tip O’ The Month" August, 1998). And of course, a catchy slogan near the bottom that helps recipients remember you!

Finally, when designing your signature, keep it: a) simple; b) "clean" looking; and c) short —no more than 6 to 8 lines.

Once you have it the way you want it, simply save it to your hard disk as a text file. It’s a good idea to name it something recognizable (like "signature file.txt" —now that’s original!) and to save it in the same folder that contains your e-mail software or messages.

This can be the tricky part, because every software product has a different way of doing this. In most cases it involves selecting your saved signature file within some kind of "Options" menu or dialog box. Since most people find the thought of reading the manual about as exciting as a tooth extraction, I’ve taken the trouble to show exactly how this is done for MS Outlook Express and Netscape Mail http://home.netscape.com/webmail/index-f.html. Just click on the hyperlink of your choice.

Some older e-mail software (including AOL 3.0 or earlier), may not provide this signature feature. If that is the case, consider switching to software that does, for two important reasons:

1. Complete e-mail disclosure is now required by most real estate commissions
   
   
2. An e-mail signature is a tremendous marketing tool —which costs you nothing!

Remember, every chance you get leave your online "signature" so that people will not only know how to contact you, but pick you out from the crowd as well. Now that’s signature with style!