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Let’s be real—most email signatures are either boring, broken, or completely blank. But they don’t have to be.
In fact, according to a 2023 survey by Newoldstamp, 82% of professionals say a well-designed email signature helps build trust with clients and prospects.
That’s no small deal. If you’re sending emails without a strong closing, you’re basically showing up to a networking event without a business card.
This guide gives you 12 high-performing email signature examples that not only look good—but actually help you connect, convert, and communicate like a pro. Ready to make your sign-off matter?
What is a Professional Email Signature?
A professional email signature is a block of text at the end of an email that provides essential information about the sender in a concise and visually appealing format. It's akin to a digital business card, designed to leave a lasting impression and foster easy communication.
It's not just about displaying your name and job title; it's an opportunity to incorporate elements like your professional email signature templates, social media icons, and even your company logo. Essentially, it serves as your business email signature.
Adding a call-to-action (CTA) in your email signature can encourage recipients to perform specific actions, such as booking a meeting or visiting a website.
For more insights on email signatures and what to avoid including in them, read our blog- Top 15 Things You Should Not Include in Your Email Signature
12 Best Email Signature Examples With Templates
These professional email signature examples can serve as references or inspiration for crafting your own signature. Each example caters to different professional needs and styles.
1. Business Email Signature
A business email signature includes key details like your name, job title, contact information, and company logo to establish professionalism and brand identity. It facilitates efficient communication and reinforces your role within the organization.
A simple email signature can include your name, title, company, phone number, and website. Additionally, professional email signatures can include your phone number, address, and website link to provide comprehensive contact information.
Example Template:
Best Regards,
[Your Name]
[Your Job Title] | [Department]
[Company Name]
[Phone Number] | [Email Address]
2. Vertical Email Signature
Create a signature like this using HubSpot’s free tool. Ideal for those seeking a low-effort, high-impact design with a focus on a call-to-action (CTA). Its vertical layout, inclusive of social links, directs attention effectively to the CTA, particularly suitable for mobile device viewing.
Example Template:
3. Professional Email Signature
An image-based design, noteworthy for its aesthetic appeal. Available as a Canva template, it stands out with its attractive layout and colors. It ensures consistent font display, enhancing your branding story.
Example Template:
4. Minimalist Email Signature
Crafted by mysignature.io, this signature employs shorthand for contact details, allowing you to include your own information while offering a trendy, distinct look. It's particularly fitting for less formal industries. However, be cautious with light font and icon colors for accessibility reasons.
Example Template:
5. Professor Email Signature
A modern email signature sample design featuring a CTA, social media buttons, and GDPR language, crucial for industries handling private data. This signature excels in design, professionalism, and utility, especially for academic professionals.
Example Template:
6. Instagram Influencer Email Signature
Essential for influencers seeking corporate partnerships. It smartly prompts recipients to download a media kit and encourages Instagram engagement, vital for performance metrics.
Example Template:
[Your Name]
[Instagram Handle]
[Phone Number]
Download my media kit: Click Here
Follow me on Instagram:
7. Simple Email Signature
Sometimes, simplicity reigns. This template includes all necessary information, offering space for additional elements like a photo or CTA. It also provides social links for further engagement.
Example Template:
8. Formal Academia Email Signature
A prime example from the University of Illinois, showcasing effectiveness and simplicity. Ideal for traditional industries, it includes a privacy disclosure, a critical component in formal communication.
Example Template:
9. Real Estate Email Signature
A visually appealing signature with a modern profile photo effect and prominent social buttons, perfect for drawing attention to social platforms. However, consider spacing out the CTA from other elements for better focus.
Example Template:
Best,
[Your Name]
Real Estate Agent
[Company Name]
[Phone Number] | [Email Address]
LinkedIn | Facebook | Instagram
[Call-to-Action (CTA)]
10. Animated Email Signature
An animated email signature adds movement, like a GIF or subtle effects, to make your signature more eye-catching and memorable. It’s a fun way to stand out while still looking professional.
However, animated elements like GIFs should be used judiciously to avoid distractions and maintain a professional tone. High-quality images are important in email signatures to avoid associations with spammy content.
Example Template:
[Your Name]
[Job Title]
[Company Name]
[Phone Number] | [Email Address]
[Website] | LinkedIn | Twitter
11. School Teacher Professional Email Signature
A winning design with or without an image. It uses bold and regular text for structure and includes important confidentiality language. The lighter font for legal text keeps it unobtrusive, ideal for signatures without a CTA.
Example Template:
12. Horizontal Email Signature
Spacious and customizable, this template allows for ample information while keeping the CTA prominent. Available on HubSpot’s generator, it also accommodates social links and can be screenshot for image use, ensuring visual control.
Example Template:
[Your Name] | [Your Job Title]
[Company Name]
[Phone Number] | [Email Address]
LinkedIn | Twitter | Company Site
[Call-to-Action (CTA)]
How to Make an Email Signature: Step-by-Step Guide
To create an email signature, follow the steps below:
Step 1: Highlight Key Information
- Start by prominently displaying your name, job title, and company affiliation. This trio forms the core of your signature, instantly informing recipients of your professional identity.
- Adding secondary contact information, such as a mobile phone number or alternative email address, ensures easy communication.
Step 2: Design for Clarity and Brand Consistency
- Selecting an appropriate email signature template is a critical step. Choose a color scheme that aligns with your brand or company logo. The use of color should be minimal but effective, aiding in the readability and professional appearance of your signature.
- Ensure that the design reflects a sense of brand consistency. Consistency across all your professional email signatures reinforces a strong brand identity. Using bold fonts and color can help attract the reader's attention in an email signature.
Step 3: Incorporate Visual Elements
- Visual elements such as a company logo or your professional photo can make your signature stand out.
- If you’re using a personal email signature, consider adding a photo to make your emails more personable. For corporate emails, including the company logo is essential for brand consistency.
Step 4: Add Social Media Icons
- Social media icons serve as gateways to your professional online presence.
- Including icons linked to platforms like LinkedIn or Twitter not only enhances your networking potential but also increases your digital footprint. When you include these links, make them traceable.
Step 5: Insert Additional Features
- If your profession requires it, include additional features like a call to action, booking links for meetings, or legal disclaimers.
- This can be particularly effective for sales professionals or legal advisors where direct engagement or compliance is key. Reducing the amount of text in an email signature generally improves its effectiveness.
Step 6: Format and Test Your Signature
- Once you’ve assembled all elements, format your signature to ensure it’s visually appealing and functional.
- Test it across various email clients (like Microsoft Outlook or Apple Mail) to ensure compatibility and readability. Also, consider mobile device responsiveness since many emails are read on mobile devices.
- Standard dimensions for an email signature are up to 650 pixels wide and between 80 to 150 pixels high.
Step 7: Implement and Update Regularly
- After finalizing your signature, implement it across your email platform.
- Remember to update your signature regularly, especially if your job title changes or if new contact details need to be added.
Step 8: Monitor and Optimize
- Finally, monitor the effectiveness of your email signature.
- If you’ve included a call to action or links, track their performance. This will help you understand if your email signature is engaging effectively with your recipients.
Free Email Signature Generator Tools
Some of the top free tools that can help you create an impressive email signature
1. HubSpot's Email Signature Generator
- HubSpot offers a free email signature generator that is renowned for its simplicity and effectiveness. With an intuitive interface, it allows you to input your basic contact information, job title, and company details.
- It also provides options to add social media links and a photo or company logo, making your signature more personal and branded. LeadFuze has a free email signature generator that allows users to create matching signatures for their team members.
2. MySignature
- MySignature is an online tool that enables you to create a professional-looking email signature. This tool stands out for its ability to create signatures that are compatible with major email clients like Microsoft Outlook and Gmail.
- It also offers options to include social media icons, making your signature a powerful networking tool.
3. WiseStamp
- WiseStamp is another excellent tool for creating dynamic email signatures. It provides various templates, including options for adding a call to action, promotional banners, or even legal disclaimers.
- This tool is particularly beneficial for those looking to create a more sophisticated or detailed signature. Additionally, WiseStamp is a free email signature generator that integrates seamlessly with your email client.
4. Designhill Email Signature Generator
- Designhill’s generator is perfect for those who want a bit more creative control over their signature.
- While it covers all the basic necessities like name, email address, and phone number, it also allows for a high degree of customization with its design elements. Using an email signature generator can help you create an email signature without design knowledge.
- Designhill’s generator is perfect for those who want a bit more creative control over their signature.
- While it covers all the basic necessities like name, email address, and phone number, it also allows for a high degree of customization with its design elements.
5. Email Signature Rescue
- Email Signature Rescue offers a range of templates to create a professional and visually appealing email signature.
- It's particularly useful for those who want to include elements like a profile photo, business logo, or even animated GIFs.
6. Signature Maker
- Signature Maker is a straightforward tool that focuses on creating simple email signatures.
- While it may not offer as many features as others, it's ideal for someone who needs a basic email signature that includes essential details like name, job title, and contact information.
7. NEWOLDSTAMP
- NEWOLDSTAMP is a versatile email signature generator suitable for both personal and business use.
- It allows for detailed customization, including the addition of a photo, social media icons, and even a banner for the latest offers or announcements. Newoldstamp offers a variety of professional email signature templates that allow users to preview and make changes before creating their signature.
- NEWOLDSTAMP is a versatile email signature generator suitable for both personal and business use.
- It allows for detailed customization, including the addition of a photo, social media icons, and even a banner for the latest offers or announcements.
Types of Email Signatures by Professional Goals
How to Make an HTML Email Signature Without Email Generator Tool
Creating an HTML email signature without using an email generator tool involves writing simple HTML code. Below is an example HTML code for a basic yet professional email signature. You can customize this template with your own details and styling preferences.
Alternatively, Htmlsig.com provides a basic email signature with necessary information and allows users to manage signatures in a dashboard.
HTML Email Signature Example Code
<!DOCTYPE html>
<html>
<head>
<style>
.email-signature {
font-family: Arial, sans-serif;
font-size: 14px;
color: #333333;
}
.email-signature a {
color: #1a0dab;
text-decoration: none;
}
.email-signature img {
width: 100px;
height: auto;
}
</style>
</head>
<body>
<div class="email-signature">
<img src="path_to_your_photo_or_logo" alt="Your Name" />
<p><strong>Your Name</strong><br />
Job Title<br />
Company Name</p>
<p>Phone: Your Phone Number<br />
Email: <a href="mailto:your.email@example.com">your.email@example.com</a><br />
Website: <a href="http://www.yourwebsite.com">www.yourwebsite.com</a></p>
<p>Connect with me:
<a href="your LinkedIn profile URL"><img src="path_to_linkedIn_icon" alt="LinkedIn" /></a>
<a href="your Twitter profile URL"><img src="path_to_twitter_icon" alt="Twitter" /></a>, and make sure to select signature when setting your preferences.
</p>
</div>
</body>
</html>
Customization Instructions
1. Photo or Logo: Replace "path_to_your_photo_or_logo" with the URL of your photo or company logo.
2. Personal and Company Details: Edit the placeholders (Your Name, Job Title, Company Name, etc.) with your information.
3. Contact Information: Update the phone number and email address with your own. The mailto: link allows people to email you directly by clicking on your email address.
4. Website and Social Media Links: Replace "http://www.yourwebsite.com" with your website URL. For social media icons, link to your LinkedIn, Twitter, or other social media profiles by replacing "your LinkedIn profile URL" and "your Twitter profile URL" with your actual profile URLs. Ensure you have the icons hosted somewhere and replace "path_to_linkedIn_icon" and "path_to_twitter_icon" with the URLs to these icons.
5. Styling: The <style> section allows you to customize fonts, colors, and sizes. You can adjust these styles according to your preference.
Adding to Email Clients
Gmail: Go to Settings > See all settings > General, then scroll down to the ‘Signature’ section. Click on ‘Create new’ and paste the HTML code in the signature text box.
Microsoft Outlook: Go to File > Options > Mail > Signatures. In the email signature editor, paste the HTML code.
How to Add Your Signature to Gmail and Microsoft Outlook
Gmail and Microsoft Outlook rank among the most popular email clients today. They offer the capability to add your own personal email signature directly, ensuring it is automatically appended to every email you dispatch.
Here are concise steps to help you incorporate your signature into both Outlook and Gmail:
Adding Email Signature to Gmail
1. Accessing Settings: Open Gmail, and click on the gear icon in the top-right corner to access 'Settings.'
2. Navigate to Signature Settings: Under the 'General' tab in Settings, scroll down to the 'Signature' section.
3. Create Your Signature: Click on ‘Create new’ to start designing your signature. Here, you can incorporate your name, job title, company logo, contact number, and social media icons. Gmail allows rich text editing, so you can adjust fonts, colors, and alignment.
4. Inserting Additional Elements: For a more dynamic signature, consider adding a photo or company logo. You can also include clickable social media links, which are crucial for networking and marketing.
5. Setting Default Signatures: If you manage multiple email addresses, Gmail allows you to set different signatures for each. Select the email address from the drop-down menu in the signature settings and assign a unique signature.
6. Save Changes: Once you’ve created your signature, scroll to the bottom of the page and click 'Save Changes.'
Adding Email Signature to Microsoft Outlook
1. Access Outlook Options: In Microsoft Outlook, go to 'File' and then 'Options' to open the Outlook Options dialog box.
2. Mail Settings: In the Options menu, click on ‘Mail’ and then ‘Signatures’ under the 'Compose messages' section.
3. Design Your Signature: Use the email signature editor to create your signature. This is where you can add essential details like your name, position, and contact information. Outlook also supports rich text formatting, so you can customize the font and colors.
4. Enhancing Your Signature: Add a personal touch by including a professional profile photo or a branded email signature that aligns with your company's identity. You can also insert hyperlinks to your social media accounts or a personal website.
5. Assigning to Email Accounts: If you have multiple email accounts in Outlook, assign different signatures to each account from the 'E-mail account' drop-down menu in the signature settings.
6. Save and Apply: After finalizing your signature, click 'OK' to save. Your signature will automatically appear in new emails.
FAQs
1. What is a good email signature format?
A good email signature format includes your name, job title, contact details, and your company's logo. For example, in business emails, your professional email signature should have clear, basic contact information. Using a branded email signature helps email recipients easily recognize you. Keep it simple, so it looks neat on mobile devices too.
2. Is it necessary to include social media links in an email signature?
Including social media links isn't mandatory, but it helps you connect better. Professional email signatures often have social media icons because they guide readers to your online profiles. This can be great for networking and email signature marketing. Just remember to only link to profiles with relevant content.
3. What is a professional personal email signature?
A professional personal email signature is used by individuals like freelancers or content writers. It includes your name, basic email signature details like your contact number, and sometimes your photo or animated logo. Check out professional email signature examples online to see different styles you can use.
4. Should I include my photo in my email signature?
Adding your photo or company logo can make your signature memorable. Corporate email signature examples usually include logos, while personal or branded email signatures sometimes use profile photos. If you want people to remember your face, a photo can help!
5. Can I track clicks from my email signature links?
Yes, using tracking links in your email signature helps measure how many email recipients click your links. Many free email signature generators offer advanced features like adding tracking links. Tracking helps you know which links get attention, improving your overall email signature effectiveness.
Conclusion
The best professional email signature is not just about adhering to standards, but also about authenticity and personal branding, which can be enhanced using signature templates . Your email signature is more than a mere formal requirement; it's a reflection of who you are, both professionally and personally.
Equipped with the insights from the 12 email signature examples provided and understanding the best practices, you're now ready to craft a signature that's not only in harmony with your professional brand but also adds that extra zest to your emails. Remember, a well-designed email signature can be a powerful tool in your communication arsenal, enhancing the impact and memorability of every email you send.
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