Professional Email Signatures: A Complete Guide (2019 Updated)


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.

The importance of a memorable email sign-off

Professional Email Signatures for Apple Mail and Gmail by Mailbutler

The simple answer to this: email signatures grasp attention. With the average worker receiving 121 emails a day, what makes yours stand out from your prospect’s inbox is a memorable sign-off.

Your signature helps you communicate your best business offerings and keeps your clients in the loop of company updates. But most importantly – it wraps up each conversation with professionalism.

✍️ 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.

Just like the physical cards we hand out with the goal of making a great impression, keep your email signature: informative, easy to read and absolutely uncluttered.

Do: Include essential information such as name, organisation, your position and 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.

✍️ Social links in your email signature

If your business is also active on social media, take advantage of your signature and include your social pages 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).

✍️ Match your brand identity

Chances are you’re creating a signature not just for yourself but to also represent a business or organization. If the signature is for a business or organization, 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:

Email Signature in Consistent Colors
(Logo source: Dribbble)

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

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 organization. Try to avoid using too many flashy or bright colors (like this example below):

Email Signature in Flashy Colors

✍️ 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 flexible templates with beautiful designs to let you easily customize 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.

Mailbutler for Apple Mail and Gmail

Mailbutler is a powerful productivity extension for Apple Mail, Outlook and Gmail that helps professionals and teams email smarter to get more meaningful work done. Get started today for free.

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