Many comprehensive e-mail programs and even web-based e-mail (Hotmail, etc.) offer a signature file option.  A signature file is a grouping of text that is added to the bottom of an e-mail message.  This signature file is automatically added to each e-mail you send out, or in some cases may alternatively be added to outgoing e-mail at the click of a button.  Microsoft Outlook and some other advanced mail programs allow for multiple signatures, providing you the opportunity to use different ones depending on the e-mail (clubs, clients, family, etc.)

In e-mailing clients, the use of a signature file can be one of your most effective tools.  Signature files should not be long and drawn out, but rather should offer quick information that will help your clients contact you.  The following list includes items you may want to consider:

?         Name

?         Company Name

?         Position

?         Phone and Fax

?         Website Address

?         E-mail Address

?         Tagline (or link to a promotion or offer)

It is not a coincidence that this may appear like a business card.  This is the best use of a signature file, and will offer the recipient valuable information.  Some people even like to include quotes and phrases.  I would suggest staying away from this and keeping to the professional outline above as it will do more to convey the value of the information.  Signature files for friends and clubs may be more personal and less business-oriented, and may include quotes or appropriate information to your recipients (success quotes, quotes from the founder of the club, etc.)

Using your e-mail as a tool, just as you would a phone call or letter, will give you the advantage when working with a client or prospective customer.