Email signature design: A complete guide

Introduction 

Email signature design goes beyond including a name and title at the bottom of an email. A thoughtfully designed email signature enhances your brand identity while communicating professionalism and trust. 

This guide walks you through everything you need to know about email signature design, from its importance to key elements and best practices, including the benefits of using email signature management software. By the end, you’ll know how to create professional, impactful email signatures that leave a lasting impression. 

Why email signature design is important

An email signature design is a structured block of text and imagery placed at the end of an email. It features key contact information such as your name, job title, company logo, and website link.

When designed effectively, an email signature becomes a powerful marketing tool. It can promote events, highlight services, or share content with eye-catching banners or calls-to-action (CTAs). Additionally, a well-designed email signature ensures legal compliance by embedding disclaimers related to privacy laws, liability, or industry regulations.

A poorly designed email signature can give off an unprofessional vibe and damage your credibility. It can also expose your company to email signature security risks, like phishing scams. On the other hand, a visually appealing email signature conveys competence and professionalism.

By perfecting your company email signature, you create opportunities for stronger communication, increased engagement, and a more cohesive brand presence.

Key elements of a well-designed email signature

An email signature is made up of key elements that work together to create a clean, professional look. Each element you choose should be purposeful, simple, and aligned with both your brand and audience.

Here are some key elements to consider when creating a professional email signature: 

1. Contact information 

The foundation of any email signature design is the contact information. This typically includes your full name, job title, phone number, email address, and company website. Striking the right balance is essential—too much information can be overwhelming, while too little may leave recipients unsure of how to connect. Keep it concise, clear, and easy to read. 

2. Company logo 

Your company logo is a key part of your email signature template. A well-placed, hyperlinked logo boosts brand recognition and can drive traffic to your website. For the best results, keep the logo size within 200px x 200px. 

3. Social media icons  

Adding social media icons to your email signature design allows recipients to easily connect with your social platforms. By directly linking to accounts like LinkedIn and X (formerly Twitter), you can bridge the gap between email communication and social media presence, expanding your reach.

4. Email banners  

Including email banners in your signature design is an effective way to showcase promotions, upcoming events, webinars, or blog content. However, they should be used strategically—align them with your brand, keep them visually appealing, and ensure they don’t clutter your signature.

5. User photo 

You can really make signatures come alive by adding photo images. A high-quality, professional headshot adds a personal touch to email communication, making interactions feel more human and engaging. Stick to clean, well-lit images, and keep the size between 50px-100px for the best visual impact. 

6. Email disclaimer 

For businesses operating in regulated industries, email disclaimers are critical for legal compliance and protecting sensitive information. A well-crafted disclaimer can help meet requirements for GDPR, HIPAA, and other industry regulations. Keep it brief, compliant, and relevant to your audience.

7. Meeting booking links 

Adding a meeting booking link to your email signature simplifies the process of setting up meetings. This saves time and eliminates the need for back-and-forth emails, making it easier for recipients to book time with you.

8. One-click surveys 

Embedding a one-click survey in your email signature provides an easy way to gather feedback and insights from customers. Whether measuring customer satisfaction or gathering insights, these surveys encourage instant responses and valuable input.

Choosing the right email signature design format

There are several different design formats you can use for email signatures, each catering to different business needs and preferences. The best option for you depends on the size of your business and its objectives.

Here are some popular types of email signature design formats:

1. Plain text signatures

Plain text signatures are simple and quick to create. They consist of simple, unformatted text, typically including essential contact details and a legal disclaimer. This means they're compatible with all email clients and devices.

However, plain text signatures lack visual appeal and branding elements. Because they don’t support images, logos, colors, or advanced formatting, they may appear outdated and fail to leave a lasting impression.

2. Image-only signatures

An image-only email signature contains only images, such as a logo or social media icons. While they might make signatures more interactive, there are several drawbacks.

Many email clients block images by default, meaning recipients may see a blank space, a red ‘X,’ or nothing at all. Additionally, spam filters often flag image-heavy emails, increasing the risk of deliverability issues. Another limitation is that the entire signature is treated as one clickable link, reducing interactivity and engagement opportunities. As email clients tend to favor text-heavy messages, HTML signatures are generally more reliable.

3. HTML email signatures (recommended)

HTML email signatures provide the most flexibility and customization. They support a combination of text, images, logos, clickable links, and even promotional banners, allowing for a professional and visually appealing design.

These signatures can enhance engagement by directing recipients to your website, social media profiles, or booking pages. However, creating a well-structured HTML signature requires coding skills or the use of an email signature generator. When done correctly, an HTML signature presents a polished, interactive, and brand-consistent look.

Do more with your email signature designs 

Best practices for email signature design

Designing the perfect email signature block is all about balancing style, functionality, and readability.   

Follow these best practices to ensure your signature looks professional and works seamlessly across devices and email clients:

1. Images 

• Use properly sized images: Ensure images are sized appropriately. Keep logos at 200x200px and banners between 320px and 600px (ideal size 450px) to ensure clarity without excessive file sizes. Always use images in their native dimensions for the best quality. 

• Choose the right file format: PNG, JPEG, and GIF are popular and versatile file formats. Use PNGs for high-quality images with transparency, JPEGs for smaller photo files, and GIFs for animations. Avoid SVGs, as they pose security risks and may not display properly in all email clients.

• Host, don't embed: While embedding images in email signatures might seem convenient, it can lead to legal and security risks. It’s better to host images externally on a web server and link to them in your signature design. 

• Include alt text for all images: Use concise, descriptive alt text to improve accessibility and ensure recipients understand the image’s purpose, even if it doesn’t load.

2. Color 

• Use brand colors for consistency: Stick to your brand’s official colors for a professional look. Use precise hexadecimal codes (e.g., Navy Blue #000080) to ensure accuracy across devices.

• Highlight key information with color: Use color strategically to emphasize important elements, such as names, prefixes, or social media icons. A subtle border color can also enhance structure and visual appeal.

• Avoid background colors: Background colors may reduce readability on different devices. Stick to white or light-colored backgrounds for the best results.

3. Fonts 

• Stick to web-safe fonts: Choose fonts that are widely supported to ensure a consistent display across all email clients. You can use a brand font, but include a font stack for fallback options. Popular email signature fonts include: 

• Limit font styles to one or two: Using more than two fonts can make the signature look cluttered and unprofessional. Stick to a clean, minimal design.

• Use appropriate font sizes: Keep font sizes between 11pt and 13pt for optimal readability. Smaller fonts can be hard to read, while larger fonts may appear unprofessional.

4. Layout and format 

• Design using tables: Tables create a grid-like layout that keeps all signature elements aligned, evenly spaced, and ensures your email signature template maintains the right width. Make the borders transparent if you prefer a clean look, and you’ll avoid issues like squashed contact details or misplaced logos. 

• Keep it simple: Avoid excessive elements or overly complex designs. A streamlined layout ensures your email signature looks professional and easy to read. If you experiment with bold designs, test them across different devices first.

• Make use of whitespace: Spacing between elements prevents clutter and enhances readability. A well-spaced signature improves visual appeal and scannability.

• Think about design hierarchy: Arrange signature elements logically, prioritizing key details such as name, job title, and contact information for quick readability.

• Don’t use bullets: Avoid using bullet points, as they can display incorrectly in different email clients. Instead, use separate rows in a table to create a similar list format. 

  
  

Examples of the best email signature designs 

By profession

By design

By seasonality 

How to design the best email signature in 9 steps

Designing the perfect email signature doesn’t have to be complicated. Follow these steps to create a professional, branded signature that enhances communication, reinforces brand identity, and functions seamlessly across devices.

1. Define your purpose and audience 

Before designing your email signature, think about the role it will play. Do you want it to only provide contact details, or will it also serve as a marketing tool? A clear purpose ensures your signature is structured effectively and serves its intended function. Tailor the design based on: 

• Who will use it: Will it be used company-wide or only by specific teams? 

• Who the recipients are: Will it be seen by prospects, customers, or other stakeholders? 

  
  

2. List essential information 

Decide what details the main signature section should include. Stick to these essentials to avoid clutter: 

• Full name

• Job title 

• Company name 

• Phone number

• Email address 

• Company website (hyperlinked) 

3. Incorporate branding elements 

Your email signature should align with your company’s visual identity. Key branding elements include: 

• Logo: A high-quality, clickable logo reinforces brand recognition. 

• Brand fonts and colors: Use official brand fonts and colors to ensure consistency. 

• Taglines or CTAs: Add a short, engaging tagline or call-to-action, such as “Book a Demo” or “Explore Our Services.” 

4. Choose the layout 

The structure of your email signature block design should prioritize readability and balance. Group related items together, such as: 

• Name and job title at the top 

• Contact details in the middle 

• Branding elements (logo, tagline, or CTA) toward the bottom 

Best practice: A vertical layout is often better than a horizontal one, as it scales more effectively across different devices and screen sizes.

5. Use the right tools for design

Select the best tool based on your skills and design needs: 

• HTML coding: Code your HTML email signature using tags such as <head> and <footer>. 

• Email signature generators: Tools like Canva and HubSpot make it simple to create professional designs for individual users. 

• Professional design tools: Create custom designs using tools like Photoshop, Illustrator, or Figma. 

• Email signature software: Platforms like Exclaimer ensure centralized management while offering automation, analytics, integrations, and additional marketing features. 

6. Optimize for mobile and email clients 

Ensure your email signature is mobile-responsive and displays correctly across different devices and platforms like iOS for iPhone. Key considerations include: 

• Using scalable fonts – Choose readable fonts that adapt to different screen sizes.

• Compressing images – Reduce file sizes to prevent slow load times.

• Avoiding heavy graphics – Some email clients block large images, affecting display quality.

7. Test the links and functionality 

Before deployment, conduct a full functionality check to ensure: 

• Hyperlinks work properly: No broken or incorrect URLs.

• Images display correctly: No missing or blocked visuals.

• Formatting is consistent: The layout appears properly across different devices and clients.

8. Add legal disclaimers 

If you operate in a regulated industry (e.g., law, finance, healthcare), you may need to include a disclaimer for compliance with regulations like GDPR or HIPAA.

• Keep the disclaimer short and professional to avoid overwhelming the signature.

• Place it below the main signature in a smaller font size.

• Ensure it complies with GDPR, HIPAA, or other industry regulations where applicable. 

9: Monitor and update regularly 

An outdated email signature can negatively impact professionalism. Set a schedule to periodically review and update your signature to ensure:

• Links remain active and direct to the correct pages.

• Branding elements reflect current company logos, colors, and taglines.

• Contact information is accurate for all employees.

11 email signature design examples and tips 

Visually, technically, and professionally – the best email signature​ designs​ should work in every sense of the word.

To inspire you, we’ve put together 11 email signature design examples and tips with practical examples. Use these ideas to create a signature that helps your company stand out.  

1. Include essential contact information 

A great email signature presents all contact details in a clean, easy-to-read format. Using a simple grid layout ensures the information is clear and organized.

Stick to professional details only—avoid including personal information when representing a company. 

The example above demonstrates an effective email signature, featuring essential contact information, a corporate URL, and a user photo. Including a photo adds a personal touch and helps make communication feel more engaging.
 

2. Enhance engagement with social media icons

To keep it visually appealing, use social media icons instead of plain text URLs. Long URLs don't just look messy but are also harder to read. Limit icons to a maximum of four to maintain a professional appearance, and always use the latest versions.

This email signature design includes four social media icons, striking the perfect balance. It saves screen space, enhances visual appeal, and keeps the focus on the main company logo.
 

3. Ensure mobile optimization 

Having email signatures that look great on both mobile devices and desktops is essential. However, mobile email clients can vary significantly. For instance, some only support plain-text signatures, stripping out any HTML formatting. This is a common issue with iOS devices. 

To maintain a consistent and professional appearance across all platforms, the best solution is to use email signature software. 

Here’s an example of an email signature designed for mobile optimization. The template includes all the key information while keeping the focus on the main email message.
 

4. Use different signatures for different contexts 

Use your best email signature design for external contacts, especially those unfamiliar with your brand. Including clear contact information, email banners, and social media icons gives recipients multiple ways to engage with your company. 

After a conversation starts, use a different reply email signature. This signature supports the same branding as your primary one but features less content. 

The first signature design showcases a sophisticated and striking layout to create a strong initial impression.Subsequently, a second signature is used for any follow-up replies to streamline communication.
 

5. Using colors effectively 

Bold colors can be overwhelming on backlit screens, so it's important to use them thoughtfully. Instead, leverage color to highlight CTAs or important details while maintaining balance.

This sleek email signature template looks great on a white background. It highlights the brand's creativity while remaining subtle and professional.
 

6. Choosing the right image format 

When adding images to your email signature, you can either host them online or embed the files directly. With more people viewing emails on mobile devices, hosted images are typically the better choice for your signature template. 

If you're considering using animated GIFs, proceed with caution. While they are easier to embed, not all email clients support them. In cases where the GIF isn’t supported, only the first frame of the animation will display. This can disrupt the intended design. 

This email signature incorporates multiple images, including a corporate logo, awards, and feedback icons. Each image is placed precisely using HTML, ensuring the signature looks polished and professional. 
 

7. Promote marketing activities with email banners

Email signature banners are an excellent way to highlight new content and promotions. Unlike other marketing channels, using email banners comes at no added cost. Every click is free and contributes to achieving your marketing goals. In fact, email signatures have an average click-through rate (CTR) of 4%!

Here’s an example of an email banner promoting an upcoming event. Positioned just below the contact details, it grabs attention and encourages engagement.

To maximize effectiveness, include UTM tracking codes in your banners. This means you can monitor performance and make updates or optimizations as needed. 
 

8. Consider internal email signatures  

Email signatures can also serve as a powerful internal communications tool for company announcements, seasonal events, or important updates.

For internal email signatures, a clean, minimalist design works best. Include only essential details like an internal extension number, job title, and corporate logo. This keeps it simple and professional. 

You can use internal email signatures to promote seasonal events or share important updates with employees. Adding a small, tailored message at the end of your email is an easy and effective way to reach all employees.  
 

9. Gather customer feedback efficiently

Customer satisfaction serves as a key predictor of loyalty and potential revenue. However, gauging customer satisfaction requires getting their feedback, which can be challenging.  

This is why the best email signatures include one-click surveys, letting customers give feedback with a single click. This approach delivers high response rates, and actionable insights with each email dispatched. Consequently, you’ll understand customer satisfaction levels in real-time. 

This template uses stars to collect customer feedback. Universal icons like these are easy to understand, no matter the language.  
 

10. Use a strong call-to-action  

As corporate email is constant, it's the perfect place to ask customers to engage with you. Beyond using email banners, the best email signature designs include a strong call-to-action (CTA). This helps improve lead generation and drive engagement naturally.

Adding a simple button to your template can turn a good email signature into a great one.  

This template includes a call-to-action button that lets recipients book a meeting with the sender. This button then links to the sender’s calendar.  
 

11. Maintain legal compliance  

Opinions on  email disclaimers are subjective. Some people will always believe they don’t need them for compliance purposes. However, the main reason a company uses Exclaimer is for compliance needs.  

The best email signature designs like the above example place the disclaimer apart from the signature. It doesn’t interfere with the rest of the design as a result. The font size is small and can be easily read against light backgrounds.   
 

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What should you use to design your email signature?

Companies have a wide range of tools and methods available to design professional email signatures. These can vary from simple email signature builders to advanced software that integrates with email platforms for centralized management. 

Here are some popular options: 

1. Email signature management software 

An email signature management solution offers a centralized platform for designing and updating signatures for all employees. This ensures consistency across all emails sent from the company.  

2. HTML coding 

If you’re familiar with HTML code, you can design your own email signature using basic coding techniques. However, this method requires regular maintenance and updates whenever changes need to be made.  

3. Graphic design software 

Using graphic design software like Adobe Photoshop or Illustrator gives you more creative control. This can help you design a more personalized email signature. However, it may require technical knowledge to use and can be time-consuming.  

4. Email signature generators 

Free email signature generators are a fast and simple way to make a professional email signature for individuals. Simply input your information, choose from pre-made templates, and customize as needed. However, these are not suitable for companywide email signature management. 

5. Professional designers 

If budget allows, hiring a professional designer can result in a unique and visually appealing email signature design. They can also provide ongoing support for updates and changes. The main challenge, however, will be ensuring the template works across all users' email clients.   

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Mastering email signature design for your brand 

Email signatures might appear minor, but their impact on communication and brand identity is significant.

From placing your logo in front of customers to adding a CTA, a great email signature design creates impact. It transforms static communication into an opportunity to connect. 

Investing time in a cohesive, professional email signature design will benefit your brand perception. It will also enhance your team's overall communication. Remember, every email you send is a chance to amplify your brand. 

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How Exclaimer makes email signature design easy 

Exclaimer simplifies email signature management by providing automated, professional, and brand-consistent signature solutions.

With pre-designed templates, easy customization, and seamless integration, businesses can guarantee every employee’s signature is professional, mobile-optimized, and legally compliant.  

Learn more about Exclaimer’s solutions and schedule a demo today. 

Dave Willis

Senior Content Manager

Dave is a marketing expert with 12 years experience in the tech and SaaS world. He specializes in educating IT and channel audiences, with a focus on security, privacy, compliance, and marketing technology. With a talent for storytelling and a deep understanding of the industry, Dave transforms complex IT topics into clear, engaging, and impactful narratives.