An email signature appears at the bottom of your messages and tells recipients who you are and how to contact you. A clean, professional signature builds credibility, promotes your brand and makes it easy for people to reach you.
What to Include
| — | — | — |
|---|---|---|
| Company name | Recommended | 123 SEO Tools |
| Phone number | Optional | +91 XXXXX XXXXX |
| Website | Recommended | example.com |
What to Avoid
- Long quotes or inspirational messages
- Many social icons
- Large images that slow loading
- Multiple fonts and colours
- Personal information you do not want widely shared
Set Up in Gmail (Desktop)
- Click the gear icon → See all settings
- Under General, scroll to Signature
- Click “Create new” and name it
- Enter your signature text and format it
- Choose defaults for new emails and replies
- Click Save Changes
Set Up in Gmail (Mobile)
Open the Gmail app → Settings → choose your account → Mobile signature. Mobile signatures are plain text.
Set Up in Outlook
- Go to Settings → Mail → Compose and reply (or Signatures)
- Create a new signature
- Format text and add images or links
- Set defaults for new messages and replies
- Save
Design Tips
- Use a simple layout with your name prominent
- Keep to four or five lines
- Use one brand colour for accents
- Make links clear and clickable
- Test on desktop and mobile
Example Signature Structure
| — | — | |
|---|---|---|
| 1 | Name | |
| 2 | Title, Company | |
| 3 | Phone | Website |
| 4 | Optional link to booking page or latest resource |
Team Consistency
Businesses benefit from consistent signatures across employees. Create a template with the same fonts, logo and layout, and update it centrally when details change.
Images and Logos
Host images reliably so they display correctly. Keep logos small and include alt text. Some email clients block images by default, so ensure the signature still makes sense in text.
Frequently Asked Questions
Should I include my phone number?
Include it if you want people to call; omit it for privacy.
Can I add a booking link?
Yes, it can encourage meetings.
Why does my logo not appear?
Some clients block images or the image hosting may be broken.
Should replies include a signature?
A shorter signature for replies keeps threads tidy.
Conclusion
A professional email signature is a simple branding and communication tool. Include essential contact details, keep it concise and consistent, and set it up in your email client so every message looks polished.
