BlogE-mail marketingWhat To Include In Email Signature

What To Include In Email Signature

Have you ever noticed that some people have a little blurb at the end of their emails? That’s called an email signature, and today we’re going to talk about what they are and why you might want one. An email signature can put your name, contact information, and even a little personality into your emails.

They can be as simple or complex as you want, but they’re a great way to ensure that your recipients always have your latest info. Plus, they can be entertaining to create! So whether you’re looking for a professional way to sign off on your emails or want to add a little flair, read on for everything you need to know about email signatures.

What Is An Email Signature?

An email signature is a block of text automatically added to the end of an email message. The signature typically includes the sender’s name, contact details, and sometimes a company logo.

Email signatures can be created using HTML or simple text, and they can be set up to appear automatically on outgoing messages or inserted manually before sending.

Some email programs also allow users to create multiple signatures that can be used for different purposes. For example, a business user might have a signature for work-related messages that include their job title and company website.

In contrast, their signature might include their home address and favorite quote. Email signatures can be a helpful way to provide recipients with additional information about the sender, and they can also be used to promote businesses or websites.

Tips for designing an effective email signature

Your email signature is one of the first things people see when they receive an email from you. So, it’s essential to make sure your signature is designed effectively. Here are some tips to help you get started

Keep it short and sweet

While many elements go into designing an effective email signature, one of the most important is keeping it short and sweet.

A signature that is too long or overly complex can be intrusive and hard to read, which can reflect poorly on the sender.

On the other hand, a signature that is too brief can come across as impersonal or unprofessional.

The best email signatures strike a balance by including only the most essential information, such as the sender’s name, title, and contact information. By keeping it short and sweet, you can ensure that your email signature makes a positive impression.

Make it readable

An effective email signature should be easy to read. This means using a large enough font size and avoiding cluttered designs. The signature should also be brief, including only essential information such as your name, title, and contact information. By keeping the design simple and readable, you can ensure that your email signature makes a good impression on recipients.

Use your logo

An email signature is a critical component of your brand identity. It should be consistent with the rest of your branding, including your logo, colors, and fonts.

Including your logo in your professional signature is a great way to reinforce your brand and make it more recognizable. If you don’t have a logo, consider using a simple graphic representing your business.

For example, if you’re a florist, you might use a flower graphic. Whatever you choose, ensure it’s easy to read and not overly busy. Remember, your personal email signature is an extension of your brand, so take the time to make it look its best.

Add a call-to-action

A call-to-action (CTA) is an essential element of any email signature. Including a CTA in your signature can encourage recipients to take action after reading your email.

For example, you might include a CTA to visit your website, subscribe to your newsletter, or download a white paper. The key is to make sure that your CTA is clear and concise.

Including too much text in your email signature can make reading difficult, so keep your CTA short and sweet. When used effectively, a CTA can be a powerful tool for driving conversions and growing your business.

Use social media icons

One of the most important things to consider when designing an email signature is how you will use social media icons. With so many platforms available, including links to your profiles can be tempting.

However, this can quickly become overwhelming and cluttered. Instead, focus on including only the most relevant platforms to your audience. For example, emailing a potential client might include links to your LinkedIn profile and website.

On the other hand, if you’re sending an email to a friend, you might only have a link to your Facebook page. By carefully selecting which social media icons to have, you can create an email signature that is both effective and visually appealing.

Keep it updated

Another essential thing to keep in mind when designing an email signature is updating it. This may seem like a small detail, but it can make a big difference in your impression of others.

An outdated email signature can give the impression that you are not keeping up with current trends or are not interested in making a good impression.

On the other hand, an updated signature shows that you are keeping up with the times and that you care about making a good impression. Furthermore, it only takes a few minutes to update your signature, so there is no excuse for having an outdated one.

Use HTML code

HTML code can be used to create an email signature that is both informative and visually appealing. By including links to your website, social media profiles, and contact information, recipients can easily find more information about you and your business.

HTML code can also add images and logos to your signature, providing a more professional appearance. HTML code can help you create an email signature that makes a lasting impression when used correctly.

Test it before you use it

Like most people, you probably spend a lot of time crafting the perfect email signature. But before you hit “send” on that text message, test your signature to ensure it’s effective.

One way to do this is to send a test message and see how your business email signature appears. If it comes across as too busy or cluttered, try simplifying it. You should also ensure all the links in your signature are working correctly.

Nothing is more frustrating than clicking on a link and getting an error message. Finally, pay attention to the overall design of your signature. Does it reflect your personal brand? Is it easy to read? By testing your email signature, you can be sure it’s making the right impression.

Consider using an email signature generator

A good email signature generator will allow you to easily create a signature that includes your name, title, company name, and contact information.

It will also allow you to choose from various fonts and colors, and you can even include your company logo. Best of all, an email signature generator is typically very user-friendly, so you don’t need to be a graphic designer to create a professional-looking signature.

Many email signature generators provide step-by-step instructions that make it easy to create a signature that looks great and includes all the information you want to have. Of course, there are other things to consider when creating an effective email signature, but using a free email signature generator is a great place to start.

Get inspired by other signatures

As anyone who spends a lot of time online knows, email signatures can be surprisingly helpful in conveying information about a person or business.

An effective signature includes essential contact information, such as a phone number and email address, but it can also have a tagline, logo, or even a short bio. With so many options available, looking at other signatures for inspiration can be helpful.

A quick search online will reveal various signatures, from the simple to the complex. By finding a signature that appeals to you, you can create an email signature that is stylish and informative.

Check the size of your image files

Images can be a great addition to your email signature, helping to add visual interest and branding. However, ensuring that your image files are the correct size is essential.

Large image files can slow down your email loading and may even be blocked by some email servers. On the other hand, small image files can appear pixelated and blurry. The best way to avoid this is to resize your images before adding them to your own signature.

That way, you can ensure that they will appear clear and sharp without causing any delays in loading time. Additionally, you should also consider the file format of your images. JPEG files are generally smaller and faster to load than PNG files, making them a good choice for email signatures.

Host images externally

A common mistake people make when designing professional email signatures is internally hosting images. This can cause several problems, including slow load times, broken images, and even security issues.

By hosting images externally, you can avoid these problems and ensure that your signature always looks its best. In addition, hosting images externally gives you more control over how they are displayed.

For example, you can choose to have them appear as links or thumbnails and specify the size and resolution of the images. By taking advantage of these options, you can create an email signature that is both effective and efficient.

Use branded colors and fonts

When designing an email signature, it is essential to use branded colors and fonts. This is because your signature is an extension of your brand and should be visually consistent with your other marketing materials.

Additionally, using branded colors and fonts helps to create a sense of cohesion and professionalism. It also makes it easier for recipients to recognize your signature and associate it with your brand.

There are a few other things to remember when designing an email signature, but using branded colors and fonts is a good place to start.

Keep it consistent across devices

An important aspect of email signature design is consistency across all devices. For example, a signature that looks great on a desktop computer may not format correctly on a mobile device or vice versa.

As a result, it’s crucial to design your signature using a responsive email template that can adjust to any screen size. In addition, try to keep the number of images and links to a minimum.

Too much clutter can make your signature difficult to read, and it can also slow down the loading time of your email. By following these simple tips, you can ensure that your email signature will be effective no matter what device it’s viewed on.

How to add a logo or image to your email signature

Your email signature is a great way to add a personal touch to your messages and promote your brand. To add a logo or image to your signature, click the Insert Image button (the icon may vary depending on your email service) and select the file you’d like to use.

You can also add hyperlinks to your signature, which can be helpful if you want people to visit your website or social media pages. To do this, highlight the text you want to link and click the Insert Hyperlink button (the icon may vary depending on your email service).

When adding images or hyperlinks to your signature, use a URL accessible to all recipients. If you’re unsure how to do this, ask your IT department for help.

Examples of good and bad email signatures

A professional email signature is a valuable tool that can help you build relationships, promote your brand, and even close deals.

However, there is a right and wrong way to go about it. A sound email signature should be clear, concise, and professional. It should include your name, title, company name, website, and contact information.

You may also include a short tagline or slogan. On the other hand, a bad email signature is overly long, includes too much personal information, or is simply unprofessional.

Avoid using flashy fonts or colors, and resist adding jokes or other non-essential information. Remember that your email signature is an extension of your professional brand, so make sure it reflects the image you want to project.


Email signatures are a great way to show off your brand and add personality to your email communications. They can also include important contact information or links to your latest blog post or product launch. So what do you include in your email signature? Let us know in the comments!

A data-driven professional with more than 10 years of experience in digital marketing, SEO, PPC, automation, and so on. Privately tea lover, gamer, tech nerd, and traveler. I love writing about marketing!

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