Elevate Your Emails: The Ultimate Guide to Creating a Professional Email Signature

Did you know that your email signature is one of the most visible parts of your email? It's a great way to give your recipient a final impression of you or your business before they delete your email or hit reply. This is why it is important to create a professional email signature that includes all the necessary information to promote yourself or your business.

What to Include in an Email Signature

Before we dive into the design elements of a great email signature, let's first discuss the information that should be included:

1. First and Last Name

Make sure your email signature includes your first and last name so that recipients know who you are.

2. Affiliation Info (Such as Job Title and Department)

Include your job title and department so people know where you work and what you do. This information will be especially useful for people who want to learn more about your company.

3. Secondary Contact Information

You should include any secondary contact information that is relevant, such as office phone numbers, mobile numbers, and fax numbers.

4. Social Profile Icons

Add social profile icons linking to your social media profiles so that your contacts can connect with you beyond email.

5. Call to Action

Include a call to action in your email signature such as ‘schedule a call’ or ‘book a meeting’. That way, recipients have a clear next step if they’re interested in your products or services.

6. Booking Links

If you're providing consultations or services, be sure to include booking links in your email signature. This will let recipients easily schedule a meeting or consultation with you.

7. Industry Disclaimer or Legal Requirements

If you're in a regulated industry, include a disclaimer or legal requirement to comply with industry standards or laws.

8. Photo or Logo

Including a photo or logo can help personalize your email signature and make it more memorable.

9. Pronouns

If you use a gender-neutral pronoun, consider including it in your email signature so that people know how to address you.

How to Make an Email Signature

Now that you know what to include in your email signature, let’s talk about how to design it:

1. Emphasize your name, affiliation, and secondary contact information.

Make sure your name, job title/department, and secondary contact information are emphasized in your email signature.

2. Keep the colors simple and consistent.

Don't go overboard with colors or designs. Instead, keep it simple and let your information speak for itself.

3. Use design hierarchy.

Use design hierarchy by adjusting the font size and emphasis of different pieces of information in your signature. For example, your name should be the largest text on the signature.

4. Make links trackable.

Use trackable links in your signature so you can see how often people click on them.

5. Use space dividers.

Use space dividers like lines or icons to create clear sections in your email signature.

6. Include an international prefix in your contact number.

Include an international prefix in your contact number if you work with international clients.

7. Make your design mobile-friendly.

Make sure your email signature looks good on mobile devices by keeping the design simple and easy to read.

8. Use an email signature generator.

Use an email signature generator like WiseStamp or Hubspot to make creating your email signature easier and faster.

9. Check your new email signature for quality.

Before sending out any emails with your new email signature, make sure to check for spelling errors or design inconsistencies.

Best Professional Email Signature

Here are some examples of great professional email signatures to inspire you:

Now that you know how to create a professional email signature, it's time to get started!