Professional email signatures: Top tips & 25+ examples

Introduction

Professional email signatures play an important role in business communications. A well-designed email signature reinforces your brand identity, provides valuable contact information, promotes marketing assets, and builds trust.

This guide outlines everything you need to know about creating professional email signatures, including optimized layouts, formatting tips, and real-world examples across job roles and industries.

What is a professional email signature?

A professional email signature is a standardized block of content that appears at the bottom of an email. It typically includes the sender’s name, job title, company, and contact details.

Beyond contact information, professional email signatures can also include:

Why are professional email signatures important?

A properly formatted email signature improves communication, enhances professionalism, and supports branding efforts.

They are designed to:

• Establish credibility and trust

• Deliver consistent branding

• Act as digital business cards

• Promote campaigns and company news

• Improve legal compliance

• Offer convenient ways to engage with your company

They’re especially important in industries with high customer interaction, legal requirements, or a strong focus on brand consistency.

What should a professional email signature include?

To create an effective email signature format, include:

Use the correct email signature format 

Professional email signatures typically include key features such as contact details, social media icons, images, and marketing materials. However, the email signature format—how these elements are formatted and designed—allows employees to appeal to various contexts and audiences.

A corporate email signature can be customized to match your formality, audience, and industry. Here are some key tips to optimize your email signature:

• Highlight important details: Place key information like contact details or meeting links where they stand out to catch attention.

• Keep it clean and responsive – A clutter-free email signature design makes your template professional and readable on all devices. Use responsive layouts for seamless adaptation to different screen sizes.

• Stick to brand fonts and colors – Follow company brand guidelines to reinforce your visual identity in every email.

• Optimize logos and icons – Use compressed, high-quality formats like PNG or SVG to prevent slow load times or blurry images. Include alt text for accessibility.

• Limit to seven lines – Keep it brief to highlight key information at a glance.

• Avoid relying on images – Some email clients block images. Ensure all contact details are in text format.

• Test across devices – Check how your signature appears in different email clients like Gmail, Outlook, and Apple Mail to maintain consistency.

Must-have contact info for a professional email signature

Your professional email signature is only effective if the contact details are accurate and easy to read. Surprisingly, over 30% of business email signatures don’t even include a name.

Here's a breakdown of the essential contact information every email signature block should include:

• The employee’s full name: Include your first and last name (no nicknames). This helps maintain professionalism and ensures the recipient knows who the message is coming from.

• Job title: Your job title provides context. It helps recipients understand your role and how you fit into your organization’s structure.

• Company name: Always include your company name. While plain text works, using your official company logo reinforces your brand identity and looks more polished.

• Direct phone number: List the best number to reach you—whether it's a direct line or business mobile. Avoid generic or switchboard numbers unless necessary:

• Email address: Even though your email address may be visible in the header, it's smart to include it again in the signature. Add a mailto: link so contacts can easily respond or forward it.

• Website URL: Drive traffic to your business by linking to your company’s website. With the high volume of emails sent daily, this small addition can make a big impact.

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. 

Personal photos are popular on social media, showing that adding a face can make written communication more effective.

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

How to use them professionally in signatures for email: 

• Use professional, high-resolution headshots: Professional email signatures aren’t the place for party pictures or social snaps – instead, include professional headshots. 

• Keep image dimensions consistent: 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. 

• Choose friendly and approachable expressions: Email signature images should invite the recipient to continue the conversation. A user photo that includes a warm smile encourages engagement compared to a frown or a cheesy grin. 

Add email signature quotes (when appropriate) 

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

Email signature quotes are popular additions to include. However, remember to keep the quote professional – think of an industry leader, expert or respected figure. 

Place these in the white space below the sender’s contact information and social media links.

Include clear calls-to-action (CTAs)

Calls-to-action (CTAs) can be included as part of a professional email signature. These can include 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. Encourage them with eye-catching images or incentivizing copy.

Examples can include:

• “Book a Meeting”

• “Download Our Whitepaper”

• “Leave a Review”

Include your company logo and branding 

Images are essential to a company's reputation, as consistency and familiarity are key to maintaining a strong brand identity. This includes email signatures, which must always align with your brand guidelines.

Professional email signature blocks reflect your brand just as much as any other branded material. Including your corporate logo not only reinforces brand identity but also enhances professionalism. To ensure quality and accessibility, use SVG or PNG formats for your logo and include alt text.

The best email signature layouts follow brand guidelines, showcasing your company’s professionalism while promoting brand awareness.

Add calendar booking links

Using calendar booking links in your email signature makes it easier for your recipients to schedule meetings 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 helpful information to your business contacts.

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

Professional email signatures are a powerful way to share marketing material without triggering spam filters. Add eye-catching banners with great design, compelling sales copy, and clickable links to promote campaigns, events, or product launches.

The middle section of your email signature template is ideal for displaying an email banner. Use this space for clear calls-to-action, such as promoting white papers, special offers, or discounts, and track performance with UTM parameters.

Clicks are free, unlike many other marketing channels. Update banners regularly to keep messaging relevant.

Tips for email signature banners:

• Keep the design simple: Place banners below contact details and use clean, focused visuals to enhance credibility and message clarity.

• Tailor messages by audience: Show buyers special offers, promote regional events locally, or highlight upsell opportunities.

• Use banners for internal communications: Share job openings, training, events, or reminders to keep employees informed without overwhelming them.

• Avoid outdated banners: Update banners as part of your marketing campaigns to ensure consistency and relevance.

• Track performance: Add tracking codes to monitor engagement and refine designs based on results.

Maintain legal compliance with email disclaimers

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

Businesses typically include their legal details, such as name, address, and registration info, in email disclaimers.

While they may seem outdated, organizations still use them for legal and safety reasons.

Email disclaimer best practices:

• Place the disclaimer below the logo and display banner, separate from the main email signature.

• Use a small font to avoid overwhelming the email with text.

The content of disclaimers may vary depending on the recipient and context, and parts may need to be tailored to specific rules.

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 gather valuable customer insights with email signature surveys using simple one-click feedback buttons.

How to add a survey to your email signature:

• Use intuitive, non-invasive surveys with satisfaction scales (e.g., emoticons or stars).

• Customers can click a button to provide feedback or be directed to a landing page for additional comments.

• Keep survey buttons discreet yet noticeable—avoid making them too large or distracting.

Showcase credibility with certifications and award logos 

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

Adding achievements to email signatures highlights employees' expertise and boosts their morale. 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.

Include social media icons in your email signature  

Use your company email signatures to promote social media profiles and share your latest content.

Adding social media icons to your email signature can grow your audience, boost marketing reach, and build customer loyalty.

Here’s how to do it effectively:

• Include small icons under your contact details for quick access to your social channels.

• Provide an additional connection point for recipients to engage with your company.

• Use situational relevance: Recipients already thinking about your company are more likely to explore your social media after reading your email.

• Keep content relevant and updated: Link only to active and current profiles to ensure a positive user experience.

Linking your social media profiles in your email signature can help nurture leads. It can also increase engagement—sometimes more effectively than ads or email campaigns.

Using animated GIFs in email signatures

Animated GIFs in email signatures can be eye-catching and effective when used strategically. They allow you to add movement and visual interest without overwhelming the reader.

Examples can include:

• A pulsing “Book a demo” CTA

• A looping logo animation that reinforces brand recognition

• A short animation showing a product in action

• A holiday greeting animation to add a personal touch

Used sparingly, animated GIFs can communicate energy and creativity while drawing attention to key brand messages. They work best when they align with your brand’s tone and don’t distract from core contact information.Best practices:

• Keep animations short and subtle (under 5 seconds)

• Avoid large file sizes to prevent slow email load times

• Test GIF compatibility across major email clients (e.g., Outlook, Gmail, Apple Mail)

• Ensure essential info is still readable with or without the GIF

Professional email signature examples

Explore these real-world professional email signature examples tailored to different roles. Each one demonstrates best practices in layout, branding, and user experience.

1. Marketing Manager email signature example 

What's included:

• Headshot photo

• Company logo

• Job title and contact details

• Social media icons

• Website link

• Calendar booking link

Why it works: This signature highlights the Marketing Manager’s professional identity while personalizing the communication with a headshot. It reinforces the brand through the logo and offers an easy scheduling option with a calendar link. Social icons extend engagement across platforms, creating a well-rounded and approachable digital presence.

2. Marketing Executive email signature example 

What's included:

• Full name and title

• Logo and brand colors

• Contact details

• Social media icons linked to active accounts

Why it works: Strong branding elements combined with multiple links to marketing channels help boost visibility and engagement. The presence of social icons encourages interaction and positions the sender as a digital-savvy professional.

3. Sales Manager email signature example 

What's included:

• Contact details with direct phone line

• Promotional banner or CTA

• Booking link for demos or consultations

Why it works: Designed for conversion, this signature ensures customers have multiple paths to connect. The use of a promotional banner helps drive campaign visibility while facilitating quick action.

4. Head of Sales email signature example 

What's included:

• Professional headshot

• Name, title, and department

• Company branding

• Social media icons

Why it works: Adds a personal element that fosters trust. The visual identity helps recipients connect the message with a real person in leadership, enhancing credibility.

5. CEO email signature example 

What's included:

• Name and executive title

• Company logo and official domain

• Awards or recognitions

• Optional quote or CTA

Why it works: When the CEO communicates, it carries weight. A clean, polished CEO email signature maintains authority while promoting brand value. Including recognitions enhances corporate prestige.

6. Founder email signature example 

What's included:

• Personal headshot

• Simple layout with strong branding

• Direct contact link or social handle

Why it works: Offers authenticity while promoting the personal brand of the founder. Minimalist design keeps the message clear and human-focused.

7. Author email signature example

What's included:

• Book link or latest publication

• Headshot and brief credentials

• Website or Amazon author page

Why it works: Authors can promote their work without being intrusive. Links to published materials support conversions and provide direct access to products or portfolios.

8. Software Developer professional email signature example 

What's included:

• Job title and contact email

• GitHub or portfolio link

• Newsletter signup CTA

Why it works: A simple, text-friendly design ensures fast loading while still directing recipients to learn more through external links. A newsletter CTA builds audience retention.

9. Product Manager professional email signature example 

What's included:

• Green email signature footer

• Full contact block

• Company logo and role

Why it works: Reinforces corporate responsibility by encouraging eco-conscious behavior. A clear email signature block ensures all key info is accessible.

10. Event Specialist professional email signature example 

What's included:

• Award or event banner with hyperlink

• Contact details

• Brand styling

Why it works: Promotes upcoming or past successes, drawing attention to achievements. Hyperlinked banners provide more detail, increasing visibility and engagement.

Summary: Why professional email signatures matter

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

Here’s a recap of the key features and benefits a professional email signature should include:

• Accurate contact information – Provide essential details clearly and concisely.

• User photos – Humanize email communication with centrally managed headshots.

• Company logo and branding – Reinforce brand identity consistently across all departments.

• Promotional banners – Highlight campaigns, testimonials, or offers to increase visibility.

• Social media links – Encourage recipients to connect with your brand on multiple platforms.

• Calendar booking links – Make it easy for prospects to schedule meetings or demos.

• Legal disclaimers – Ensure your emails meet global compliance standards.

• Awards and certifications – Build credibility and reinforce industry recognition.

• Feedback buttons – Collect real-time insights from customers quickly and effortlessly.

Each element contributes to a signature block that not only informs but also converts, engages, and protects.

Use Exclaimer to centrally manage your email signature blocks

Managing email signatures at scale doesn’t need to be complicated. Without a centralized solution, you risk inconsistent branding, outdated contact details, and manual errors across your organization.

With Exclaimer, you can:

• Centrally manage signatures for all users

• Apply brand and legal consistency automatically

• Schedule and rotate marketing banners

• Track engagement and campaign performance

Try Exclaimer free and discover how easy it is to take full control of your professional email signatures.