How to write professional email signatures (with 20+ examples)

Contents of article

Discover the significance of professional email signatures in this comprehensive guide. Learn expert tips to elevate your email signature's impact in an inbox. By mastering these essential components, you can enhance your brand's professionalism, extend your marketing reach, and boost feedback effectiveness.

What is an email signature? 

An email signature is a formatted feature that automatically appears at the end of email messages as a sign-off from the sender. It is used to provide the recipient with the sender’s personal and contact information, business details, and a range of additional media or marketing material. 

Email signatures are potent tools for professionals to convey crucial information succinctly and unobtrusively. These signatures for email not only include essential personal details but also offer promotional space and marketing benefits without activating spam filters or inundating recipients.

Why’s an email signature necessary? 

Email signatures are important as they provide authority to email messages by qualifying the sender’s credentials and communicating valuable contact information. A professional email signature template acts as an electronic, 21st-century business card. 

For those willing to invest time and resources to transform their email signatures, they can act as more than just a way to convey basic contact information. Effective signatures for email can also promote your brand’s identity, provide important marketing content, and maintain compliance with legal regulations. 

But how exactly can businesses achieve these benefits? 

What to include in a professional email signature block

A professional email signature block should be eye-catching yet simple. It should contain key personal and business information, including contact details, website links, and other valuable materials. 

Businesses should also consider the visual elements of their signatures for email – including logos and banners – and signals of trust such as certifications, awards, and a legal disclaimer. 

The best email signature examples are made up of many vital components. These all work together to offer businesses of any size multiple marketing and feedback opportunities. 

Let’s now look at each part individually to see how they should be used in a professional email signature. 

Ensure your professional email signature is up-to-date 

Contact details are the foundation of any professional email signature. All business emails must include a minimum of standard contact details that are easy to read.

What contact details should be included? 

• The employee’s first (given) name and surname. You’d be surprised how many people think using a nickname is acceptable. Over 30% of business email signatures don’t even include a name. 

• Job title. This lets recipients know what type of person they’re dealing with. They may rely upon your job titles to understand the structure of your organization and the way it runs. 

• Company name. Having your company name in your corporate email signature is a no-brainer. This can be done using plain text, but we advocate using your corporate logo instead. 

• Telephone number. This should be the main number that the employee can be reached on, be it a landline or business mobile. 

• Email address. Some email clients like Outlook and Gmail use display names rather than email addresses. So, when forwarding an email, the recipient might only see “John Smith” or “Sarah Green” rather than the actual address. We recommend you include your email address in your signature and link it with a “mailto:” link. A recipient can click the link to send an email. 

• Web URL. Adding a link to your company’s website is a great way to get additional online traffic, especially considering how many emails your organization sends daily. 

Use photo images to humanize email conversations 

Creating a signature for email with a photo image can help build extra professionalism and trust with recipients. 

The popularity of personal photos on social media sites suggests there’s value in putting a face to written communication. 

You can include a photo in your internal email signature, an external one, or both – it’s up to you. 

How to use images in email signatures 

Personal images can be a powerful tool for connecting with the recipient. Here’s how to use them effectively and professionally in signatures for email: 

• High quality refers to the image quality – which should be high-resolution – and the image itself. Professional email signatures aren’t the place for party pictures or social snaps – instead, include professional headshots. 

• Consistent in design – professional signatures for email should be minimal, sharp, and consistent in their design, including personal images. This means formatting the image in a shape that blends with the broader design – this is often a 1×1 square headshot. 

• Friendly and approachable – email signature images should invite the recipient to continue the conversation. A headshot that includes a warm smile encourages engagement compared to a frown or a cheesy grin. 

Incorporate appropriate email signature quotes 

Including a favorite inspirational quote in your email signature can effectively add personality, spark conversation, and even convey information. 

Quotes are popular additions to personal email signatures. Just remember to keep the quote professional – think of an industry leader, expert or respected figure. 

These can be placed in white space below the sender’s contact information and social media links. 

Use calls-to-action 

Calls-to-action (CTAs) may be incorporated as part of a professional email signature, such as social media and website links, feedback surveys, or marketing assets like videos or commercial links. 

The key to a compelling email signature call-to-action is to make what the user needs to do clear and encourage them with eye-catching images or incentivizing copy. 

This may include a recognizable Instagram logo – that the recipient knows will take them to a gallery of images – or sales copy such as ‘Exclusive Email Offer: Get 25% off your order’. 

Include your company logo and branding 

Images play an essential role in any organization’s reputation. Consistency and familiarity are critical to a company’s identity; always remember that signatures for email must conform to your brand guidelines. 

Most companies spend a long time developing their brand and taking it to market. Professional email signature blocks reflect your brand just as much as any other branded material. 

The best professional email signature examples will use corporate brand guidelines to convey the professionalism of a company’s brand. Email signature branding can then build and promote your organization’s brand awareness, mainly through the use of your corporate logo.

Let recipients easily schedule meetings with an appointment calendar link

Adding dedicated calendar links to your professional email signature offers recipients an easy way to schedule meetings and demos with you. 

All they need to do is click on the scheduling link and choose a time that works best for them. This avoids lengthy email conversations and makes scheduling your time much more straightforward. 

Also, by linking to your calendar, you can let people know your working hours. This can be used to make sure your business email signature always gives correct and helpful information to your business contacts. 

Use promotional banners to turn your email signature into a marketing channel

Professional email signatures represent a valuable opportunity to promote marketing material without the risk of getting caught by spam filters. This is done through eye-catching email signature banners that combine an attractive visual design with enticing sales copy. 

The middle section of your professional email signature template is the perfect location to display a graphical marketing banner. Here, you can provide a clear call-to-action to access new content like white papers, highlight special offers, access exclusive discounts, and more. 

Even better, all clicks free, unlike with many other marketing channels. 

How to use an email signature banner 

• Always go for simplicity with the design. A banner typically goes below the contact details, so it naturally carries weight and credibility. There will be no other distractions for an engaged reader. You can tone down the intensity of the design, so your message lands more effectively. 

• Consider altering the banner messaging for different teams. For example, potential buyers could see a special introductory offer, while a regional office could promote a local event. You could also bring up potential upsell or cross-sell opportunities. The sales message will be suggested rather than imposed or forced. 

• Use display banners to keep employees updated with the latest internal communications. Examples include internal job opportunities, company-sponsored training, corporate events, and general office reminders. Employees will then passively read and process the message without feeling the pressure to take immediate action. 

• Make sure your banners don’t go stale. The best signatures for emails form part of integrated marketing campaigns, so don’t continue promoting expired promotions or using banners that no longer conform to your brand guidelines. Keep on top of these just as much as you would any other of your marketing assets. 

• Track their performance. Add tracking code or UTM parameters to the URL you embed in the email banner. This will help you understand customer engagement and conversions via an analytics platform. You can then quantify your contacts’ interest in your professional email signature content and how likely they will convert to the individual level. This information can then be used to promote successful designs and calls to action over less-effective alternatives. 

Maintain legal compliance with an email disclaimer

Email disclaimers are the legal copy included at the bottom of signatures on emails to protect the sender against any legal consequences associated with how the recipient uses the content of the email. 

This is often also where businesses include their legal details, such as company name, registered office address, and company registration details. 

Even though they are a holdover from the early days of email, disclaimers are still a matter of lawful and safe operation for many organizations. 

Using an email disclaimer usually means: 

• The specific content of any disclaimer text will vary according to where your emails are going and when. 

• Sections of each email disclaimer may require a level of personalization, such as the actual sender’s name, to fully follow specific rules. 

Email signature disclaimer best practice 

• Place the disclaimer apart from the rest of the signature on your email, ideally after the logo and display banner. 

• Make sure the disclaimer font is small. No one wants their email taken over with a massive text block. 

Gain customer insight by using one-click feedback buttons 

Turning a professional email signature into a customer feedback channel and a marketing one is easy. 

You can gain valuable customer insight by adding simple one-click feedback buttons to your professional email signature template. 

How to use a survey in an email signature 

Adding an intuitive and non-invasive customer survey to professional email signatures is easy. These typically feature happiness or satisfaction scales, with buttons represented as universal icons like emoticons or stars. 

With just the click of a button, customers can offer essential feedback. These buttons can direct customers to different landing pages to add further comments. 

As with all other elements on signatures for email, ensure these survey buttons aren’t too large and distracting. They should be discreet yet noticeable enough that people want to click on them. 

Showcase credibility with certifications and award logos 

Corporate certifications and company awards in professional email signatures often provide value, but they need to be managed and used correctly. 

Putting individual achievements on email signatures allows employees to make a strong statement about their expertise and provides them with a positive morale boost. 

The same is also true if you win an industry award. It tells recipients that you are the best at what you do and that your industry has recognized you. 

Crafting signatures for email that actively showcase award achievements ensures they reach thousands of recipients, boosting their visibility significantly.

After the sender’s name and contact information, add logos or icons within a banner that highlight their achievements – adding authority to email communications in a subtle and unobtrusive way. 

Include social media icons in your email signature  

Finally, use company email signatures to promote your social media profiles and your latest content to those with the highest chance of connecting with it – those who read your corporate emails. 

Combining social media accounts with email signatures is a great way to get loads of new fans for free, improve the reach of your marketing campaigns, and increase your customers’ loyalty. 

Social media links are free marketing tools. Include small, recognizable social media icons in your signature – under the contact details – to take users to their preferred channel at the click of a button. 

How professional email signatures and social media profiles work together

Signatures for email have a strong situational element. A recipient is already thinking about your company when reading your email. This means they can probably spare a few minutes to look at your social media profiles once they’re done. 

Social media is a powerful tool and often provides the most up-to-date information about your company. Linking your profiles to your email signatures means you’re easily keeping your most important clients in the know. 

To enhance engagement with your brand on social media, provide recipients an additional channel to connect with your company. Embedding links in your professional email signature can serve as a discreet lead-nurturing approach, potentially outperforming traditional ad and email campaigns.

However, you must ensure that the social content you link to is relevant and up-to-date. Don’t add links to accounts you don’t use anymore. Recipients only want to read relevant and up-to-date content, so adding links to inactive social media profiles wastes their time. 

Use the correct email signature format 

While professional email signatures typically include the same features – from contact details to social media icons, images, and marketing materials – how they are formatted and designed allows employees to appeal to various contexts and audiences. 

Each aspect of a corporate email signature can be tailored to suit a chosen formality, audience, and industry. Simply adjusting the placement of features to prioritize key messaging – such as contact details or links to book a meeting – or the size and placement of images and icons can engage different recipients. 

Using professional email signature templates in your company 

Signatures for email can also play a valuable role in helping employees meet unique industry-specific expectations or legal requirements. 

For example, those handling sensitive or confidential data can use email signatures to include regional legal disclaimers. These are used to cover the business against the implications of not following data regulations such as HIPAA, GDPR, or CCPA. 

Similarly, signatures on emails can be used to promote a company’s green efforts. Green email signature footers are lines of text that convey the sender’s eco-credentials and urge the recipient not to print out the email or any documents enclosed. These are especially valuable to those in ethical or environmental roles, such as SHEQ Managers. 

Regulations aside, email signatures are valuable real estate for roles in sales, marketing, and more. Including high-quality images and videos within email signatures allows Sales and Marketing Managers to demonstrate products and provide promotional material in an easily accessible and unobtrusive format to an engaged audience. 

Now that you’ve seen what goes into a professional email signature, you can start making your own.

Here are some email signature examples to inspire you: 

Email signatures examples

Marketing Manager email signature example 

This professional email signature example not only highlights the organization the Marketing Manager is affiliated with but also presents her as an individual. It features a clear headshot photo and includes an appointment link for scheduling meetings.

Marketing Executive email signature example 

For marketing professionals, crafting a standout email signature is key. Ensure it reflects strong branding, with links to various marketing channels. This example features social media icons to boost your company's follower count.

Sales Manager email signature example 

When involved in sales, you aim to offer multiple channels for customers to transact with you. Utilize your email signature template to reach a broader audience when running promotional campaigns.

Head of Sales email signature example 

Putting a face to a name is beneficial, especially for department heads. This email signature example highlights the staff member with a professional headshot photo, enhancing personal connection and professionalism.

CEO email signature example 

As a CEO, you’re the face of the company you run. This is why you should use a professional email signature to showcase yourself. Any other marketing messages will also carry extra weight due to your position. 

Founder email signature example 

This email signature example features a compelling headshot to add a personal touch to interactions. It employs minimalistic and clear branding that enhances recipient engagement without being overpowering.

Author email signature example 

For authors seeking to promote their latest book release, a well-crafted signature on an email serves as an ideal platform to introduce it to new business connections. Including links to your work can enhance conversion rates with each email communication.

Software Developer professional email signature example 

This signature for email uses a simple design provides different contact information. It also includes a clear CTA directing people to subscribe to the company newsletter. 

Product Manager professional email signature example 

Enhance corporate governance with sustainability by leveraging your email signature for green messaging. This email signature example prompts recipients to consider the necessity of printing emails.

Event Specialist professional email signature example 

When your company receives an award, make sure to feature it in your email signature for increased visibility. Hyperlink the award image to provide recipients with additional details. This practice boosts recognition and engagement.

Animated GIF email signature examples

Using animated GIFs in email signatures can prove eye-catching and effective. However, many worry that animated images in signatures for emails may appear unprofessional in recipients’ inboxes. 

Though some inappropriate animated GIFs exist in corporate communications, they can still be used effectively.

Animated email signature dos and don’ts 

When enhancing signatures for emails with animated GIFs, it's crucial to avoid irrelevant or complex animations that can hinder the message delivery. Animated GIFs, while eye-catching, should be used judiciously to prevent issues with email loading speed and compatibility across various platforms.

For modern digital businesses, animated elements can convey professionalism and creativity. Short, brand-consistent GIFs can add marketing value by telling engaging stories. Including animations like brand logos or product demos can enhance the email's impact.

To ensure optimal performance, keep animations brief, on-brand, and aligned with the overall email signature design. Avoid off-brand animations like cartoons or personal videos in professional emails.

Summary 

Email signatures are an exciting opportunity to drive business conversations and engagement, promote marketing materials, drive traffic to key pages or social media channels, and more. 

With so many features to consider – and potential business benefits – we’ve summarized our key points into a helpful checklist below: 

• Email signature blocks have more value than just providing contact details. 

• Include important contact information only.

• Make professional email signatures come alive by adding centrally managed user photos. 

• Build and promote brand awareness by featuring your company logo. 

• Use promotional banners to showcase marketing campaigns, testimonials, events, or special offers. 

• Win new followers by promoting your social media channels. 

• Allow recipients to schedule meetings and demos via a dedicated calendar link. 

• Follow international email law by including a suitable legal disclaimer. 

• Boost credibility by highlighting recent company awards and certificates. 

• Gain valuable customer insight with one-click feedback buttons. 

Start creating your own professional email signature template 

So, you now understand what should go into your corporate email thanks to these professional email signature examples. It’s time to start building one. Follow our step-by-step guides below, and you’ll have a professionally branded business email signature design in no time. 

Each email provider requires a unique set-up process to add, edit and manage email signatures. Select your relevant guide below: 

• Office 365 (Microsoft 365) 

• Exchange 2019, 2016 & 2013 

• Outlook 2019 & 2016 

• Outlook.com 

• Google Workspace

• Gmail 

• iOS (iPhone & iPad) 

• Android 

• Macs 

Using Exclaimer to centrally manage your email signature blocks

You can’t create professional email signatures for all users if you can’t control them. From misspellings to out-of-date display banners, if one team doesn’t have overall control, email signature management can become very challenging. 

To make managing signatures on emails even easier, choose email signature software from Exclaimer.

Learn more and get yourself a free trial to see the power of email signature software for yourself.