How to Write a Professional Email Signature

An average marketer sends around 50 emails daily which is, 50 opportunities to market your business. Most marketers don’t pay attention to Email Signature. Those signatures are a way to express and showcase your business helping your receivers understand a bit about your company, and providing them with links to get to know more about your business in detail.

So, if you typically use your name or your company name along with one line or two of contact information then you are not taking full advantage of an opportunity to engage with the people you are dispatching your mails to. You would also not want to overdo your email signature by stuffing them with several email links and information that might look spammy and self-promotional.

So what is the professional way to craft your email signatures?

It depends on personal preference and your organization’s brand nature.

Let’s find out. Here we have crafted a step-by-step guide to help you create a Professional Email Signature.

How to Write a Professional Email Signature


8 Tips That Will Help You Create Perfect Email Signature

  • First & Last Name

Users tend to seek the information of their sender. After analyzing the email id, your name comes second. It is the best practice to include your first and last name in your email signature that makes it look more personal and professional.


  • Designation

Your job designation should go under your name. To highlight your current position in your company. Your affiliations can include your job title, your company, or your department.

By providing this information it provides more context about the conversation and your role in it. Also affiliating yourself with a huge organization contribute to your credibility especially if it’s a renowned organization, which helps your readers to gain more interest in your message taking it seriously.



  • Secondary Contact Info

Receivers can easily locate your email, but secondary contact information is a must. This provides them with more flexibility to reach out.

Your secondary contact can include your company’s phone numbers, fax, etc. You can use your website link as well to re-direct your readers to your website to gain a brief understanding of your organization.


  • Social Media Icons

Who doesn’t use social media nowadays? Every person has at least one social media account that they are on. It’s a best practice to include your social media icons with hyperlinks on your email signature that helps your readers to access your social media accounts.

Social media tells a lot about a person or firm by what kind of content they post, what is their brand’s nature and also what kind of services they are providing.

By including social icons you can provide your readers alternative ways to contact you as well.


  • Include Call to Action (CTA)

One of the clever things you can do is to embed your email signature with a call to action. CTA’s should look nonpromotional in line with your email style and should be just out there depending on the person to either click on them or not.

For example: Assume you run a Photography Studio, and at the end of your email signature, you can drop a text-based CTA, saying something like this. “Have you tried our new Magazine? You can find it here.”


  • Book a Meeting Link

There are times when the readers want to contact you back after gaining interest in your business. They might want to schedule a meeting with you. Instead of replying to them back and forth to set up a meeting, you can include a link to the calendar right in your email signature.

There are several tools out there that allow you to book appointments/meetings with your clients. Some of the popular ones are Calendly,, etc.


  • Disclaimer/Legal Requirements

Some of the emails are confidential and should be kept between you and the reader only. You can include your disclaimer beneath your email signatures.

For example:

“The content of this email is confidential and intended for the recipient specified in the message only.”


  • Photo and Logos

Including an image is a great option to spice up your email signatures. If you want to give it a personal touch you can include your image above your name or if you want to stick to your company you can include your company’s logo above the company’s name. That always helps to make it look more professional and helps to build a strong connection between you and the receiver.


Over to you

By adopting these tips, you can easily craft an appealing yet professional email signature that can profit you in the future eventually as you proceed in terms of gaining more leads and establishing strong connections with your target audience.