A good professional email signature serves as a digital business card, leaving a lasting impression on your recipients. When creating your email signature, it’s essential to include key information and maintain a visually appealing design.
First, make sure you have the essentials in your signature:
- Your full name
- Your job title or role
- The company you work for, with a link to the website
- Contact information (such as phone number, email, or social media links)
While these basics provide a foundation for your signature, don’t hesitate to personalize it with your brand colors, font choice, and logo. But keep in mind to keep the design clean and clutter-free to make it easy to read and professional.
Here’s an example of a simple, clean email signature:
John Smith | Marketing Manager
Company (…) | www.companywebsite.com
Phone: (555) 123-4567 | Email: john.doe@companywebsite.com
LinkedIn: linkedin.com/in/johnsmithexample | X: @JohnSmithExample
Why A Professional Email Signature Matters
A professional email signature can make a huge difference in how you present yourself to others:
- It’s a simple yet impactful way to show your professionalism, credibility, and attention to detail. Plus, it helps recipients easily find your contact information and even discover more about your work or personal brand.
- One key reason a polished email signature matters is that it builds brand consistency. When you use the same logo, font, and colors across all your online platforms, you create a cohesive image that reinforces your identity. It also fosters trust and familiarity among your clients and colleagues.
- Another benefit is that a well-crafted signature can convey important information – your name, title, company, phone number, and social media links – in a concise and visually appealing way. This makes it easier for others to reach out to you and learn more about your professional background. Providing multiple contact options can make you more accessible, showing that you value their time and are open to connecting.
- A professional email signature leaves a lasting impression. It serves as a great closing touch to your emails, showing that you’re serious about your work and career. A good signature demonstrates your professionalism, making people more inclined to engage with you and possibly refer you for opportunities.
Having a professional email signature is a smart investment in your personal brand and professional image. By taking the time to create a well-designed signature, you send a strong message about your commitment to excellence, leaving a positive impact on the people you communicate with.
Key Elements of an Email Signature
Contact Information
A great professional email signature should begin with your contact information. This includes your name, your email address, and your phone number. Be sure to use your full name, so it looks professional. Your email address should be the one you want recipients to use for correspondence, and your phone number should be the one at which you can most easily be reached. Separate each piece of information with a vertical line (|) or bullet point to make it clean and organized.
Example:
John Smith | johnsmith@example.com | +1 (123) 456-7890
Job Title
Your job title is an essential part of your email signature. Include your position within the company to provide context to the recipient. This helps them understand your role and responsibilities in potential business conversations.
Example:
John Smith | Marketing Manager
johnsmith@example.com | +1 (123) 456-7890
Social Media Links
Including links to your professional social media profiles is a great way to not only expand your networking opportunities but also to direct people to your online presence. Stick to professional platforms, such as LinkedIn, as opposed to personal social media profiles like Facebook or Instagram.
Example:
John Smith | Marketing Manager
johnsmith@example.com | +1 (123) 456-7890
LinkedIn: [John Smith](https://www.linkedin.com/in/johsmithexample)
Company Logo
Adding your company logo to your email signature not only adds a touch of branding but also showcases your pride in the organization you work for. Choose a smaller, high-resolution version of the logo that is legible but doesn’t overwhelm your signature.
Example:
[Company Logo]
John Smith | Marketing Manager
johnsmith@example.com | +1 (123) 456-7890
LinkedIn: [John Doe](https://www.linkedin.com/in/johnsmithexample)
Legal Disclaimers
Some companies require legal disclaimers in email signatures, such as confidentiality statements or disclaimers about electronic communication. These can be added as a separate line of text or included in a smaller font size. Check with your organization to see if they have specific requirements for legal disclaimers in employee email signatures.
Example:
[Company Logo]
John Smith | Marketing Manager
johnsmith@example.com | +1 (123) 456-7890
LinkedIn: [John Smith](https://www.linkedin.com/in/johnsmithexample)
Confidentiality Notice: This email and any attachments … (Continue with the required legal disclaimer)
Email Signature Templates
Template 1
[Full Name]
[Title] | [Company]
Phone: [Phone Number]
Email: [Email Address]
[Website]
Example:
Emma Thompson
Project Manager | Example Corp.
Phone: (123) 456-7890
Email: emma.thompson@examplecorp.com
Template 2
[Full Name]
[Title] | [Company]
Phone: [Phone Number] | Email: [Email Address]
[LinkedIn] | [X (Twitter)] | [Other Professional Social Media]
Example:
Benjamin Lee
Marketing Director | Example Agency
Phone: (123) 456-7890 | Email: benjamin.lee@exampleagency.com
[Company Logo]
Examples of Great Email Signatures
Let’s dive into some real-life examples of great email signatures that you can learn from and adapt to your needs.
Example 1
Example 1: Professional with a touch of personality
Jane Smith
Graphic Designer | Example Designs Inc.
Phone: (123) 456-7890 | Email: janesmith@exampleawesomedesigns.com
“Design is thinking made visual.” – Saul Bass
In this example, Jane keeps it simple and professional but adds a personal touch with her favorite design-related quote. It’s a great way to show off a bit of her personality without being too distracting.
Example 2
Example 2: Social media links and a call-to-action
John Smith
Digital Marketing Specialist | Example Marketing
Phone: (123) 456-7890 | Email: johnsmith@examplemarketing.com
Connect with me on LinkedIn: [linkedin.com/in/johnsmithexample]
Check out our latest blog post: [examplelink.com/exampleblogpost]
For John’s signature, he includes social media links and a call-to-action directing recipients to his company’s blog post. This is a perfect example of using your email signature to promote something or encourage engagement beyond the email conversation.
Example 3
Example 3: Company logo and contact information
Alice Brown
Project Manager | TechCorp
[Company Logo]
Phone: (123) 456-7890 | Email: alice.brown@exampletechcorp.com
Address: 1234 Main St, City, State 12345
In Alice’s signature, she incorporates her company’s logo and address, creating a consistent branding experience for the recipients of her emails. It conveys professionalism and shows that she represents her company.
Feel free to mix and match elements from these examples when creating your own email signature. The key is to keep it concise, informative, and visually appealing without overwhelming the reader.
Email Sign-Offs to Use
Selecting an appropriate email sign-off depends on the relationship with the recipient and the purpose of the email. Some common email sign-offs include:
- Best regards
- Kind regards
- Sincerely
- Thank you
- Best wishes
- Warm regards
Choose a sign-off that suits the tone of your email and maintain consistency in your professional communications.
Things to Avoid in Your Email Signature
Too Much Information
Keep your email signature concise and to the point. Avoid including too many details, as it can make your signature look cluttered and overwhelming. Stick to the necessary information like your name, job title, company, and contact information. Use only 1-2 lines for any additional links, such as your professional website or social media handles. Make sure everything is neatly arranged and easy to read.
Unprofessional Elements
Your email signature should maintain a professional tone. Refrain from using emojis, colorful fonts, or informal language in your signature. Use a standard font and color scheme that aligns with your company’s brand. This way, your signature reinforces your professional image and portrays you as a trustworthy contact.
Long Quotes
While including a quote or motto may seem like a nice personal touch, avoid using lengthy quotes. They tend to distract the reader and take up valuable space. Instead, consider using a short, meaningful phrase that aligns with your personal or company values. This can provide a little inspiration without overwhelming your signature.
Frequently Asked Questions
What are the key elements of a professional email signature?
A professional email signature should include your full name, job title, company name, phone number, and email address. Including a company logo or your photo can also enhance your signature. Finally, consider adding your social media profiles or website links if they’re relevant to your profession.
What are some examples of effective personal email signatures?
Example 1:
John Smith
Graphic Designer | Example Design Studio
Phone: +1 (555) 123-4567
Email: john.smith@exampledesignstudio.com
Website: www.exampledesignstudio.com
LinkedIn: linkedin.com/in/johnsmithexample
Example 2:
Jane Smith
Marketing Manager | Example Corporation
Office: (555) 234-5678 | Mobile: (555) 765-4321
Email: jane.smith@examplecorp.com
Twitter: @janesmithexample
How can I create an email signature using Outlook?
To create an email signature in Outlook:
- Open Outlook and click on File > Options.
- In the Options window, select Mail from the left panel, then click on the Signatures button.
- In the Signatures and Stationery window, click on New to create a new signature, then enter a name for it.
- In the Edit Signature box, input your desired signature information and format it as needed.
- Click on OK to save your signature, and you can now choose when to use it in your emails.
What steps should I follow to add a signature in Gmail?
To add a signature in Gmail:
- Open Gmail and click on the Settings (gear) icon in the upper-right corner.
- Scroll down to the Signature section.
- Click on Create new, then give your signature a name and click on Create.
- In the signature box, type your desired email signature information and format it as needed.
- Scroll down and click on Save Changes to save your signature.
How can I design a visually appealing email signature?
To design a visually appealing email signature, stick to a minimalistic approach. Limit the number of fonts and colors used to maintain consistency. Align elements and use white space strategically. Prioritize readability and make sure your links are functional.