The best way to Write a Great Email Signature [+ Professional Examples]

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The average office worker sends 40 emails per day. That’s 40 opportunities to market yourself and your company in those individual email messages you send, every single day.

Many people treat their email signatures like an afterthought, which makes for any real missed opportunity. These signatures are a chance that you can make it clear who you are, make it easy for people to reach you, and give individuals a place to go to find out more — either about you, about your business, or about some thing you’re working on.

So , when you are just putting your name and a point or two of contact information within your signature, you’re not taking complete advantage of the opportunity to connect and engage with the people you’re emailing. (Although you don’t want to go overboard, either. Jamming your trademark full of links and details is just plain spammy plus self-promotional. )

So what is going in your signature? Much of this can depend on personal preference, your organization’s brand and tradition, and even the industry you’re within. However , here are some suggestions as you create your own:  

1 . First and Last Name

Just like with snail email correspondence, your name must always be included so that the recipient of your message knows who also it was from. This manifests in the email signature, often as the first line of text.

second . Affiliation Info (Such because Job Title and Department)

Closely following your title should be your affiliation information. Your affiliations could the job title, your company or organization, and/or even your own department. Your name need to eventually be its own draw, of course , as you build a partnership with the recipient, but giving this information provides more framework about the conversation and your part in it. In addition , affiliating yourself with a larger organization lends you more credibility, particularly if it’s a recognizable organization. This can help you get the attention of your visitors so they take your message seriously.

3. Secondary Contact Details

Secondary contact information is essential, too, so that the recipient understands how else to contact a person. Secondary information might include phone, fax, or any some other method of communication you want to emphasize. In situations where you don’t want to cough up your immediate line, you could take this opportunity to promote your personal website — a passive way to open the lines of communication without flooding yourself with outreach if you don’t want.

four. Social Profile Icons

Your own social media presence is a major part of your personal brand because it can help you gain a following inside your space and shows individuals what you care about. You can tell a lot about a person by what they post and how they portray themselves.

That’s why it’s a great idea to include links to your social media pages in your e-mail signature. It not only reinforces your personal brand, but it also helps people find new methods to contact and follow a person.

Even better? It can help drive visitors your online content if you’re posting links to that content on social. So if you do consist of social icons in your signature, make sure you’re keeping your social profiles up-to-date plus chock full of interesting, relevant content. (In other phrases, if you haven’t tweeted within six months, you may want to leave Tweets out. )

Why make use of social media symbols instead of just text links? Because icons are more easily recognizable designed for folks skimming your trademark — and they’ll stand out from the rest of the text in there. According to analysis from NeoMam Studios, pictures shown in color enhance a person’s willingness to read the rest of the content by 80%. This is a huge advantage. Plus, icons are big space-savers in the place where you might be packing a lot of information.

Even if you have a existence on a lot of social media websites, though, try to cap the amount of icons to five or even six. Focus on the balances that matter most in order to growing your business or developing your personal brand.

If you do incorporate a lot of social media icons, at least try to cut back on the other content if possible so your design actually too busy. Check out the instance below, made using HubSpot’s Email Signature Generator.

modern email signature generated by HubSpot's email signature generator

5. Call to Action

One of the smartest things you can do within your email signature is include a call-to-action. The best email personal CTAs are simple, up-to-date, non-pushy, and in line with your email style, making them appear a lot more like post-script, and less just like a sales pitch. Choose a CTA that aligns with one of your current business goals, and upgrade it when those targets change.

Example

Here’s a great example from HubSpot’s former Social Media Manager, Chelsea Hunersen. She changes her textual content CTA depending on her current social media goals. A few months ago, the lady used it to drive people to HubSpot’s Twitter account.

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

Once she developed unique Slack channel to get inbound marketers, she changed up her email signature bank CTA to point people there, instead.

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

Links to video clips can be especially noticeable due to the fact in some email clients such as Gmail, a video’s thumbnail will show up underneath your signature. Here’s an example of exactly what that looks like from our own Emily MacIntyre:

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

6. Booking Hyperlinks

If you find yourself emailing back and forth along with colleagues and clients who want to book meetings with you, make it easy for them by including a hyperlink to book your calendar right in your email signature bank. Here’s an example from our very own Bryan Lowry, below.

Example

There are many tools out there that can help people book appointments. Bryan from the example above uses HubSpot’s shareable personalized reservation link. If you’re a HubSpot Sales customer, you can share your personalized meeting link with anyone who you want to guide a meeting with and let them choose from your available occasions. If you want, you can make it so the HubSpot CRM automatically makes a new contact record for anyone who books a meeting in the event that one doesn’t already can be found.

Professional email signature example by Bryan Lowry with meeting link

If you aren’t a HubSpot consumer, one great meeting device is Calendly, which is totally free for Basic and enables you to integrate your Google or Office 365 calendar. Should you be looking for a Calendly alternative,   YouCanBook. me is another booking tool that goes for $7 per calendar per month.

seven. Industry Disclaimer or Lawful Requirements

Some industries like legal, financial, and insurance coverage have specific guidelines on email usage and etiquette to protect private information from being transmitted. For this reason, you may want to consider what regulations your sector has in place and include a disclaimer in your signature about email transmissions. Mail-Signatures provides a number of email disclaimer examples, including this one:

The content of this email will be confidential and intended for the particular recipient specified in information only. It is strictly unacceptable to share any part of this particular message with any third party, without a written consent from the sender. If you received this message by mistake, please reply to this message and follow with its deletion, so that we are able to ensure such a mistake does not occur in the future.

8. Photo or Logo design

An image is a great choice in order to spice up your email signature bank. If you want a personal touch so that recipients you’ve never fulfilled can associate your title with your face, consider using a professional photo in your signature. Alternatively, you can use the company’s logo to include more brand awareness to the email.

9. Pronouns

While not as common in e-mail signatures and certainly not required, adding your preferred pronouns to your signature is helpful, especially when contacting individuals you’ve never fulfilled. It also takes ambiguity away if you have a name perceived as gender-neutral.

Now that you know the elements you should include, what does a great email signature look like? Follow this advice for creating signatures that are useful and professional, including a few great examples. You can also use HubSpot’s free of charge Email Signature Generator to generate your own professional email signature template plus easily add it for your email client.

1 . Emphasize your name, affiliation, and secondary contact information.

As you might guess, your name arrives first. Closely following your own name, however , should be your own affiliation and where else people can reach you.

Your affiliation could mean your job title, your company, your own school, or a similar firm that you deem important to your own recipients. Your name need to eventually be its own draw, of course , but using a popular brand name — and even its logo — ensures you get the attention of your readers plus they take your message seriously.

Secondary contact information is important, as well. You might not want to endorse your own personal phone number, but you could make use of this opportunity to promote your personal web site — a passive method to open the lines of communication without flooding yourself with outreach you don’t would like.

Example

Here’s a sample email signature that hits on all three things explained above nicely. Kevin’s initial and last name are accompanied by his affiliation with the College of Connecticut. He also promotes his personal internet site so his recipients have got another outlet to see his work and contact him for more information.

Want to create a trademark like the one below? Use HubSpot’s Email Signature Electrical generator.

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

second . Keep the colors simple and constant.

Branding is most effective whenever it’s consistent — and that includes your email signature. Adding color to your email signature is a nice touch that’ll help it stand out from the rest of your email. But if you do choose to use colour, be sure to stick to one or two in addition to dark text.

Example

Make use of subtle highlights to match your logo or branding, like Brittany Hodak does in the girl email signature, below. Observe how her social media symbols are the same blue hue as the ZinePak logo.

Professional email signature example by Brittany Hodak with multiple colors

3. Use design hierarchy.

Good design is all about presenting your information in an simply digestible manner. Because your email signature is likely more a list of information than it is a compelling story, you’ll want to use structure to direct readers’ eyes to what they should be reading very first.

Example

Scale your name up to a larger font so that it attracts the most attention, like you would on a resume. After that, pick and choose information to strong and color based on significance so you can help guide people’s eye logically through the design, such as the example below.

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

Image Credit: Envato

4. Make hyperlinks trackable.

So you put some links in your email unique, including your CTA and your social media marketing icons. But is anyone actually clicking on them?

To figure out whether the links in your signature are actually attracting clicks plus making an impact, you’ll want to create those links trackable — just like you would any other hyperlink in your emails.

Follow these instructions to easily create a tracking link that helps you attribute traffic to your website for your email signature. From time to time, you might switch up the format of the signature or the wording within your signature to see what hard disks the most clicks.

5. Use space dividers.

Although you’ve got a want to jam-pack your e-mail signature for too much info, there are ways to fit a lot of textual content into a compact area like here without compromising design.

This is helpful for breaking up different types of details, like your name and contact information, your logo, any kind of calls-to-action you have, or even a please note.

Example

Using space partitioning within your design, as in the example below, is one great way to do this. You can also use glyph dividers, which is the vertical bar symbol (i. e., |. )

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

Image Credit: Venngage

6. Include an international prefix in your contact number.

If you work with people around the world, don’t forget the prefix for your country’s code when you list your contact phone number. Many people ignore this if they aren’t utilized to dialing international prefixes on their own, but it’s really helpful for your international colleagues and clients to have it right on presently there. Here’s a list of country codes if you don’t know yours.

Instance

Here’s an example from Package Smith, formerly of Brandwatch, a company that has offices in both the United States and Europe and works with international clients. Getting the U. S. ‘s nation code on their helps make it easier for folks far away to reach him by phone.

email signature for kit smith with international country code

7. Make your design mobile-friendly.

According to Litmus, Apple’s iMobile accounted for 46% of all email opens in June 2018. Not only that, but mobile customers check their email three times more often than non-mobile customers.

The more people who read email on mobile devices, the more you could keep mobile users top-of-mind when you’re writing emails — including your email signature.

One major way to make your email signature mobile-friendly is to make your signature’s design easy to read and clickable designed for mobile users. This is where range becomes really important. Make sure your textual content is large enough to read on small mobile displays, and that your links and buttons are large sufficient — and spaced away enough — for folks to tap on using their fingers.

Example

Check out the instance below, and note how much space there is between various clickable elements like the social media icons. These are great for tapping with your finger on a cellular screen so that users shouldn’t accidentally tap on the Facebook icon when they meant to visit Twitter.

email signature for tyler adams with padded space between social icons

Image Credit score: Canva

Lastly, as with any part of an email, make sure your signature looks as good as you think it does by testing this with various email clients. Microsoft Outlook doesn’t recognize background images, for example , so avoid using those. Other email clients don’t load images by default at all.  

Armed with these email signature best practices, you can create your own personal signature that aligns with your brand and brings your own emails an extra touch of professionalism.

Editor’s note: This post was originally released in June 2019 and has been updated for comprehensiveness.

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