Email Signatures for Professionals: A Complete Guide for 2018


Find out how to create an email signature with some of the do’s and don’ts of what to include

Email signature is a must-have, as it helps create a lasting impression for you and your business. A good sign-off can be a make or break for your email.If you’ve just started with planning a new signature or you’ve never created one before, this post is perfect for you. Read our complete guide on how to create an email signature with some of the dos and don’ts of what to include.

📇 Treat your email signature like a business card

Your email signature represents you just like a physical business card. The only difference is that it will be presented repeatedly in emails.

Make sure your signature is:

  1. Informative
  2. Easy to read
  3. Uncluttered.

Do: Include essential information such as name, organisation, your position and at least one contact information (phone with international prefix, fax, email). You can also include a closing sentence (e.g. Have a great day, Kind regards) before your signature.

Avoid: Unnecessary information such as personal quotes or additional pictures, or too many contact numbers that may confuse your recipients.

✍️ Your email signature should match your brand identity

If the signature is for a business or organisation, it’s also important that the style is aligned with your brand identity. Try using the same accent colours as your brand logo like in this example:

(Logo source: Dribbble)

The colour scheme of the text here matches with the brand logo. This will help you leave a lasting impression at the end of your message.

Do: Include one or two accent colours that highlight your information, whilst using an easy-to-read main colour.

Avoid: Unless you’re working in a creative field or it’s a personal brand, your email signature should look professional and subtle as it represents not only you but the organisation. Try to avoid using too many flashy or bright colours (like this example below):

✍️ Include your social links in your signature

If your business is also active on social media, take advantage of your signature and include them as favicons or links. In this example from Mailbutler, we have included some of our social media channels underneath the contact information:

Do: Include a few favicons or links to your social media channels that are relevant.

Avoid: Including any social media channels that aren’t up to date even though they are live. Depending on the position or the organisation, you might want to avoid including personal links (e.g. LinkedIn profile).

✍️ Mobile view and responsiveness

It’s important to consider how people will see your email signature across devices. Emails are often being read on smartphones and tablets, so make sure to check how your signature might appear on a smaller screen or in a portrait view:

This example is a portrait view of the signature that displays perfectly on a smartphone screen. A responsive email signature is crucial, as it’s easier for your recipient to scroll down and access your contact information.

✍️ Create an email signature with Mailbutler in less than 2 minutes!


The examples above are created with Mailbutler’s signature builder that offers 10+ templates with beautiful designs to let you easily customise your information, social links and formalities like closing and disclaimer. They’re also responsive across devices!

Whether a professional-looking signature for business emails or a friendly one for casual letters, we make sure you can create your own unique email signature in no time.

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