You’ve got a huge advertising budget and you’re spending a ton on marketing, but have you given much thought to your email signature lately?

For many of us, our email signature is an afterthought – a single line of information, or worse, nothing at all. But an eye-catching professional signature can deliver real results, and it takes only minutes to put together.

Elements of a Professional Email Signature

A professional email signature is especially important if you’re communicating with people you haven’t met (and may never meet) in person.

Without a face to put with a name, building rapport via email is crucial.

We’ll guide you through creating a better email signature in just a few steps.

  1. Include the Essentials

  • Your name and position in the company or your professional job title
  • Company/organization name
  • Phone number (with area code)
  • Hyperlinked website
  • Office address (if you have a brick-and-mortar location)
  • No need to include your email address (it’s redundant and a waste of space)

Make sure to use a standard font. Custom fonts are fun, but your recipients may not have them installed on their devices, so it’s better to avoid them altogether.

You can find a list of web safe fonts here. 

  1. Brand It

Once you’ve nailed the essentials, consider incorporating your company’s branding into your signature. This could include your logo, company tagline or company colors.

To keep it simple, choose just one or two colors from your company’s brand palette to incorporate.


If you do decide to incorporate an image, use a professional headshot (not a picture of your cat). Make sure it’s clear, but not too large. Consider compressing large images using a tool like

Here’s a great example from Hubspot.

  1. Add in the Extras

Consider adding social media icons that link to your LinkedIn profile and/or business profiles on Facebook, Instagram and Twitter. Don’t include these icons if you only have a personal presence on social media.

If you have special qualifications or certifications, you may want to add those as well, but only if they are really important to your clients.

Inspirational quotes are typically not advised unless they directly pertain to your line of work. They take up space, can come across as cheesy, and your values may not align with those of the recipient.

The ultimate goal is to create a simple, professional email signature. If you include the essentials, keep it at 3-4 lines and ensure the visuals align with your company’s brand standards, you’ll have a crowd-pleasing email signature!