How to Write a Great Email Signature [+ Professional Examples]

The typical workplace employee sends 40 emails per day. That is 40 alternatives to market your self and your enterprise in these particular person emails you ship, each single day.

Lots of people deal with their e mail signatures like an afterthought, which makes for an actual missed alternative. These signatures are an opportunity so that you can make it clear who you’re, make it simple for folks to achieve you, and provides folks a spot to go to search out out extra — both about you, about your enterprise, or about one thing you are engaged on.

So, in the event you’re simply placing your title and a degree or two of contact info in your signature, you are not taking full benefit of the chance to attach and interact with the folks you are emailing. (Though you do not need to go overboard, both. Jamming your signature filled with hyperlinks and data is simply plain spammy and self-promotional.)

So what ought to go in your signature? A lot of this may rely on private desire, your group’s model and tradition, and even the trade you are in. Nonetheless, listed here are some ideas as you create your personal: 

Create a new, on-brand email signature in just a few clicks. Get started here.  (It's free.)

1. First and Final Identify

Identical to with snail mail correspondence, your title ought to at all times be included in order that the recipient of your message is aware of who it was from. This manifests within the e mail signature, usually as the primary line of textual content.

2. Affiliation Data (Comparable to Job Title and Division)

Carefully following your title must be your affiliation info. Your affiliations may embrace your job title, your organization or group, and/and even your division. Your title ought to ultimately be its personal draw, after all, as you construct a relationship with the recipient, however offering this info supplies extra context in regards to the dialog and your position in it. As well as, affiliating your self with a bigger group lends you extra credibility, particularly if it is a recognizable group. This helps you get the eye of your readers in order that they take your message severely.

3. Secondary Contact Info

Secondary contact info is essential, too, in order that the recipient is aware of how else to contact you. Secondary info may embrace cellphone, fax, or every other methodology of communication you need to emphasize. In conditions the place you do not need to cough up your direct line, you could possibly take this chance to advertise your private web site — a passive solution to open the strains of communication with out flooding your self with outreach if you don’t need.

4. Social Profile Icons

Your social media presence is a serious a part of your private model as a result of it helps you achieve a following in your house and reveals folks what you care about. You’ll be able to inform loads about an individual by what they publish and the way they painting themselves.

That is why it is an excellent thought to incorporate hyperlinks to your social media pages in your e mail signature. It not solely reinforces your private model, nevertheless it additionally helps folks discover new methods to contact and comply with you.

Even higher? It will possibly assist drive visitors to your on-line content material in the event you’re posting hyperlinks to that content material on social. So in the event you do embrace social icons in your signature, ensure you’re retaining your social profiles up-to-date and chock filled with attention-grabbing, related content material. (In different phrases, if you have not tweeted in six months, you could need to go away Twitter out.)

Why use social media icons as an alternative of merely textual content hyperlinks? As a result of icons are extra simply recognizable for folk skimming your signature — they usually’ll stand out from the remainder of the textual content in there. Based on analysis from NeoMam Studios, visuals proven in coloration improve an individual’s willingness to learn the remainder of the content material by 80%. That is an enormous benefit. Plus, icons are massive space-savers in a spot the place you could be packing a variety of info.

Even in case you have a presence on a variety of social media websites, although, attempt to cap the variety of icons to 5 – 6. Concentrate on the accounts that matter most to rising your enterprise or constructing your private model.

In case you do embrace a variety of social media icons, not less than attempt to in the reduction of on the opposite content material if potential so your design is not too busy. Take a look at the instance under, made utilizing HubSpot’s Email Signature Generator.

modern email signature generated by HubSpot's email signature generator

5. Name to Motion

One of many smartest issues you are able to do in your e mail signature is embrace a call-to-action. One of the best e mail signature CTAs are easy, up-to-date, non-pushy, and consistent with your e mail type, making them seem extra like post-script, and fewer like a gross sales pitch. Select a CTA that aligns with one among your present enterprise targets, and replace it when these targets change.


Here is an excellent instance from HubSpot’s former Social Media Supervisor, Chelsea Hunersen. She modifies her textual content CTA relying on her present social media targets. Just a few months in the past, she used it to drive folks to HubSpot’s Twitter account.

Professional email signature example by Chelsea Hunersen that has a call to action for Twitter

As soon as she created a singular Slack channel for inbound entrepreneurs, she switched up her e mail signature CTA to level folks there, as an alternative.

Professional email signature example by Chelsea Hunersen where the call to action is changed to checking out HubSpot on Slack

Hyperlinks to movies could be particularly noticeable as a result of in some e mail shoppers like Gmail, a video’s thumbnail will present up beneath your signature. Here is an instance of what that appears like from our personal Emily MacIntyre:

Professional email signature example by Emily MacIntyre with the HubSpot Culture video thumbnail in it

6. Reserving Hyperlinks

If you end up emailing forwards and backwards with colleagues and shoppers who need to guide conferences with you, make it simple for them by together with a hyperlink to guide your calendar proper in your e mail signature. Here is an instance from our personal Bryan Lowry, under.


There are lots of instruments on the market that’ll assist folks guide appointments. Bryan from the instance above makes use of HubSpot’s shareable customized reserving hyperlink. In case you’re a HubSpot Gross sales buyer, you possibly can share your personalized meeting link with anybody who you need to guide a gathering with and allow them to select out of your obtainable instances. If you’d like, you can also make it so the HubSpot CRM routinely creates a brand new contact file for anybody who books a gathering if one does not exist already.

Professional email signature example by Bryan Lowry with meeting link

In case you aren’t a HubSpot buyer, one nice assembly software is Calendly, which is free for Primary and allows you to combine your Google or Workplace 365 calendar. In case you’re searching for a Calendly is one other reserving software that goes for $7 per calendar per thirty days.

7. Business Disclaimer or Authorized Necessities

Some industries similar to authorized, monetary, and insurance coverage have particular pointers on e mail utilization and etiquette to guard personal info from being transmitted. For that reason, you could need to look into what rules your trade has in place and embrace a disclaimer in your signature about e mail transmissions. Mail-Signatures gives quite a lot of e mail disclaimer examples, together with this one:

The content material of this e mail is confidential and supposed for the recipient laid out in message solely. It’s strictly forbidden to share any a part of this message with any third occasion, with no written consent of the sender. In case you acquired this message by mistake, please reply to this message and comply with with its deletion, in order that we are able to guarantee such a mistake doesn’t happen sooner or later.

8. Photograph or Brand

A picture is a superb selection to boost your e mail signature. If you’d like a private contact in order that recipients you’ve got by no means met can affiliate your title together with your face, think about using an expert picture in your signature. Alternatively, you should utilize the corporate’s brand so as to add extra model consciousness to the e-mail.

9. Pronouns

Whereas not as widespread in e mail signatures and definitely not required, including your most well-liked pronouns to your signature is useful, particularly when emailing people you’ve got by no means met. It additionally takes ambiguity away in case you have a reputation perceived as gender-neutral.

Now that the weather it’s best to embrace, what does an excellent e mail signature appear like? Listed here are some suggestions for creating signatures which are useful {and professional}, together with just a few nice examples. You may as well use HubSpot’s free Email Signature Generator to make your personal skilled e mail signature template and simply add it to your e mail shopper.

1. Emphasize your title, affiliation, and secondary contact info.

As you may guess, your title comes first. Carefully following your title, nonetheless, must be your affiliation and the place else folks can attain you.

Your affiliation may imply your job title, your organization, your faculty, or an analogous group that you just deem essential to your recipients. Your title ought to ultimately be its personal draw, after all, however utilizing a extra well-liked model title — and even its brand — ensures you get the eye of your readers they usually take your message severely.

Secondary contact info is essential, too. You won’t need to endorse your private cellphone quantity, however you could possibly take this chance to advertise your private web site — a passive solution to open the strains of communication with out flooding your self with outreach you don’t need.


Here is a pattern e mail signature that hits on all three issues described above properly. Kevin’s first and final title are accompanied by his affiliation with the College of Connecticut. He additionally promotes his private web site so his recipients have one other outlet to see his work and call him for extra info.

Need to create a signature just like the one under? Use HubSpot’s Email Signature Generator.

email signature for Kevin McLievie of University of Connecticut generated with HubSpot's Email Signature Generator

2. Maintain the colours easy and constant.

Branding is best when it’s constant — and that features your e mail signature. Including coloration to your e mail signature is a pleasant contact that’ll assist it stand out from the remainder of your e mail. However in the event you do select to make use of coloration, make sure to stick to 1 or two along with darkish textual content.


Use delicate highlights to match your brand or branding, like Brittany Hodak does in her e mail signature, under. Discover how her social media icons are the identical blue hue because the ZinePak brand.

Professional email signature example by Brittany Hodak with multiple colors

3. Use design hierarchy.

Good design is all about presenting your info in an simply digestible method. As a result of your e mail signature is probably going extra a listing of data than it’s a compelling story, you may need to use hierarchy to direct readers’ eyes to what they need to be studying first.


Scale your title as much as a bigger font in order that it attracts essentially the most consideration, such as you would on a resume. Then, choose and select info to daring and coloration primarily based on significance so you possibly can assist information folks’s eyes logically via the design, as within the instance under.

Professional email signature example by Robert Long with large font for emphasis

Picture Credit score: Envato

4. Make hyperlinks trackable.

So you set just a few hyperlinks in your e mail signature, together with your CTA and your social media icons. However is anybody truly clicking on them?

To determine whether or not the hyperlinks in your signature are literally attracting clicks and making an influence, you may need to make these hyperlinks trackable — similar to you’d every other hyperlink in your emails.

Comply with these directions to simply make a monitoring hyperlink that helps you attribute visitors to your web site to your e mail signature. Every now and then, you may change up the format of your signature or the wording inside your signature to see what drives essentially the most clicks.

5. Use house dividers.

Though you by no means need to jam-pack your e mail signature for an excessive amount of info, there are methods to suit a variety of textual content right into a compact space like this one with out compromising design.

That is useful for breaking apart several types of info, like your title and call info, your brand, any calls-to-action you’ve got, or perhaps a disclaimer.


Utilizing house dividers inside your design, as within the instance under, is one smart way to do that. You may as well use glyph dividers, which is the vertical bar image (i.e., |.)

email signature for Evelyn Castiger with a space divider between photo on the left and text on the right

Picture Credit score:Venngage

6. Embrace a world prefix in your contact quantity.

In case you work with folks all over the world, don’t overlook the prefix in your nation’s code if you record your contact cellphone quantity. Many individuals overlook this if they are not used to dialing worldwide prefixes themselves, nevertheless it’s actually useful in your worldwide colleagues and shoppers to have it proper on there. Here’s a list of country codes if you do not know yours.


Here is an instance from Kit Smith, previously of Brandwatch, an organization that has places of work in each the US and Europe and works with worldwide shoppers. Having the U.S.’s nation code on their helps make it simpler for folk in different international locations to achieve him by cellphone.

email signature for kit smith with international country code

7. Make your design mobile-friendly.

Based on Litmus, Apple’s iMobile accounted for 46% of all email opens in June 2018. Not solely that, however cell customers test their e mail 3 times extra usually than non-mobile customers.

The extra individuals who learn e mail on cell units, the extra you may need to hold cell customers top-of-mind if you’re writing emails — together with your e mail signature.

One main solution to make your e mail signature mobile-friendly is to make your signature’s design simple to learn and clickable for cell customers. That is the place scale turns into actually essential. Ensure your textual content is massive sufficient to learn on small cell screens, and that your hyperlinks and buttons are massive sufficient — and spaced out sufficient — for folk to faucet on with their fingers.


Take a look at the instance under, and notice how a lot house there may be between completely different clickable components just like the social media icons. These are nice for tapping together with your finger on a cell display in order that customers do not unintentionally faucet on the Fb icon once they meant to go to Twitter.

email signature for tyler adams with padded space between social icons

Picture Credit score: Canva

Lastly, as with all a part of an e mail, make sure that your signature seems to be nearly as good as you assume it does by testing it with numerous e mail shoppers. Microsoft Outlook does not acknowledge background photos, for instance, so keep away from utilizing these. Different e mail shoppers do not load photos by default in any respect. 

Armed with these e mail signature greatest practices, you possibly can create your personal signature that aligns together with your model and brings your emails an additional contact of professionalism.

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Editor’s notice: This publish was initially revealed in June 2019 and has been up to date for comprehensiveness.

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