How To Create a Business Email Signature with 10 Examples

By Indeed Editorial Team

Updated August 24, 2021 | Published February 4, 2020

Updated August 24, 2021

Published February 4, 2020

An email signature is a vital element of professional communication, as it helps to properly identify you and your company.

In this article, we explain how to create business email signatures, why they’re important and we provide examples to help you write your own.

Professional Email Format

Image description

Professional Email Format

  1. Subject line

  2. Salutation

  3. Body

  4. Closing

  5. Signature

Best practices:
Identify your goal, consider your audience, keep it concise, proofread your email, use proper etiquette and remember to follow up.

What is a business email signature?

A business email signature is a block of text that you set to appear at the bottom of every email. Signatures also appear at the end of articles or forum posts. The purpose of an email signature is to identify the sender's contact information and title to clients, customers or colleagues.

Email signatures benefit the sender and the recipient in the following ways

  • Sales and promotion

  • Creates consistency in branding

  • Establishes clarity and consistency in communication

  • Provides quick and easy access to contact information

Related: Creating a Successful Social Media Marketing Strategy

How to create a business email signature

A business email signature helps establish credibility with the recipient. A sense of credibility builds trust among customers and colleagues which may lead to repeat customers and a more efficient work environment. Many email providers allow you to create email signatures that automatically display at the end of each email. Some allow you to create multiple versions where you can choose which signature displays online. To create an effective email signature, include these elements:

  1. Start with your contact information.

  2. Link your social media and websites.

  3. Consider optional visual elements.

  4. Add privacy information.

1. Start with your contact information

Your email signature is a presentable way of displaying your contact information. It establishes your identity at your company with the email recipient and acts as an indicator of your duties. Further, it lets the recipient know if they are communicating with the correct individual.

A standard professional email signature typically includes:

  • Your full name

  • Job title

  • Company name and address

  • Your company phone, fax or mobile number

2. Link your social media and websites

Social media is the newest way of connecting with professionals at every level of an organization. Consider adding social icon badges to your email signature. They are small, clickable elements that navigate to your social pages. Also, consider adding your website. This gives email recipients an easy way to answer questions they may have about your services. Adding a website or portfolio is essential for entrepreneurs because it brings more awareness to your brand and what you have to offer.

3. Add optional visual elements

While business emails are simply black text, email signatures commonly use colorful text, photos or logos. Photos with people in them are generally more effective. A headshot is a great choice for an email signature. Other elements include animation, videos or sales and promotional links. These elements make your signature memorable. In some cases, they increase traffic to your website and improve sales.

Related: How to Build Your Work Portfolio

4. Add privacy information

Some industries like banking and insurance are highly regulated. Emails communicating personal information will need to include a disclaimer. The disclaimer usually mentions that the information contained within the email is intended solely for a certain recipient. Consult with your supervisor or a legal professional about the requirements of any email disclaimers or privacy notices.

Related: 4 Steps to Building a Brand

Examples

There are many different methods of formatting an email signature. Experiment with different styles to find the format that fits your business model. For organization-wide email signatures, ensure that they are all consistent with one another by creating guidelines for employees to follow. Try using a generator service or hiring a graphic designer to make an email signature that is consistent with your brand.

Here are 10 examples of email signatures you can try:

  1. Standard

  2. Logo

  3. Photo

  4. Photo and logo

  5. Call to action

  6. Standard with linked social media

  7. Photo, logo, social media website

  8. Most recent blog post

  9. Sent from a mobile device

  10. Company information

1. Standard

The standard email signature can use color to highlight important areas such as name, title and website.

Janet Daniels
Graphic Designer
Janet Designs, LLC
p: (717)-777-7777
w: janetdesigns.com

2. Logo

Your logo can be placed anywhere on the signature depending on its shape and size. Wider, more rectangular logos may be placed underneath the contact information while more square or round logos fit neatly to the right or left.

[logo]Janet Daniels
Graphic Designer
Janet Designs, LLC
p: (717)-777-7777
w: janetdesigns.com

3. Photo

Standard placement for your photo is typically to the left of your contact info. You may also choose to place it above or in the center beneath your name and job title.

[photo]Janet Daniels
Graphic Designer
Janet Designs, LLC
p: (717)-777-7777
w: janetdesigns.com

4. Photo and logo

[photo]Janet Daniels
Graphic Designer
Janet Designs, LLC
[logo]
p: (717)-777-7777
w: janetdesigns.com

5. Call to action

Your call to action may be a single line of text with a clickable link or a graphic element below your contact information.

[photo]Janet Daniels
Graphic Designer
Janet Designs, LLC
p: (717)-777-7777
w: janetdesigns.com
50% off business card designs click here

6. Standard with linked social media

The social media icons can appear in any location. Some choose the end of the contact information, others choose to place them under their name and job title.

Janet Daniels
Graphic Designer
Janet Designs, LLC
p: (717)-777-7777
w: janetdesigns.com
[social icon] [social icon] [social icon]

7. Photo, logo, social media website

[photo]Janet Daniels
Graphic Designer
Janet Designs, LLC
p: (717)-777-7777
w: janetdesigns.com
[social icon] [social icon] [social icon][logo]

8. Most recent blog post

[photo]Janet Daniels
Graphic Designer
Janet Designs, LLC
p: (717)-777-7777
w: janetdesigns.com
[social icon] [social icon] [social icon]Blog: How to Make Your Email Signature Standout

9. Sent from a mobile device

While you're away from your desk, answering emails on your phone may become necessary. Emails sent on mobile devices usually contain more brevity and typos. Sending an email signature is possible but using an auto-generated 'sent from my mobile phone' helps maintain your professional credibility.

Mobile phone signature example:

Sent from my mobile device

M: (212) 222-3232

10. Company information

[photo]Janet Daniels
Graphic Designer
Janet Designs, LLC
p: (717)-777-7777
w: janetdesigns.com[company achievement badges or logo]

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