How to Make an Email Signature

computer and notepad on a desk

Your email signature should be a one-stop shop for anyone looking to get in touch with you. Your goal, whether you’re actively searching for a job or just looking to expand your network, should be to make it as easy as possible for others to reach you. Keep reading for our complete guide on how to make an email signature!

Your professional signature should (ideally) contain two ways to contact you. Most often, people opt to include their phone number and email address. Including your email address is a little redundant, but feel free to link to your personal website, LinkedIn page, online portfolio, or any professional social media profiles you have.

Pro Tip: LinkedIn has badges that you can add to your Gmail, Yahoo, or Outlook signature.

When creating your personalized email signature, keep a few things in mind:

Do This

  • Keep your signature short (3-4 lines is ideal)
  • Include a photo or icon to grab attention
  • Make your name larger than the rest of the text

What to Avoid

  • Leave out your email address
  • Don’t use inspirational quotes
  • Avoid decorative fonts

Try This

  • Don’t overthink it – simple is best
  • Use a pop of color
  • Have an “away” signature

All you really need is your name and phone number. If you’re currently working, then you’ll also want to include your title and company. A basic email signature looks like this:

Your Name
Title | Company
Phone Number

Below is an example of what a simple signature looks like. Note that the name is large and bold, and the company name is linked to the website.

Personalize It

After creating your basic template, personalize it by using one or two of the following options.

Social Media Icons

Are you an avid LinkedIn user? Link to your profile using one of LinkedIn’s handy badges! We have a step-by-step guide on how to do that HERE. If the badge is too much for you, try hyperlinking to the icon below.

If you use Twitter, YouTube, Facebook, Instagram, or any other social media platform in a professional capacity, feel free to include an icon that’s been hyperlinked to your profile.

You can simply copy and paste one of the official brand icons below.

If you have a social media profile that you don’t actively keep updated, don’t include it in your email signature.

Link to Your Content

If you have something published that showcases your expertise on a subject, link to it! Self-promotion is 100% acceptable in an email signature. Don’t just pop the link at the bottom of your sign-off, hyperlink the article or book title so people know what they’re clicking on.

If you have a blog, regularly updating your email signature with a link to your latest article is a great way to bring traffic to your site. Always remember to keep your content to four lines, maximum.

Color and Pictures

A surefire way to grab attention with your signature is to include a photo, icons, or a pop of color. If you want to add a photo, opt fora headshot and put a face to the name!

If you’re not comfortable including your photo, upload your company’s logo instead.

Using an Away Signature

Let’s face it, a lot of emails are sent from our mobile phones. And, although autocorrect is a helpful tool, it can also be a bit of a pain. Having a separate signature on your phone’s email is an easy way of saying, “Please excuse any mistakes, I’m sending this while I’m on the go!”

Try something simple for your away signature. Apple has a standard, “Sent from my iPhone.” that works well. If you want something different, stay in the neighborhood of the “Sent from” template.

Note that one of these signatures includes Jessica’s email address. Sometimes forwarded messages will only display your name in the To: or CC: line, so feel free to include your email address in your mobile signature.

Your email signature is the last thing people see in your message, so make sure it’s a good one! Remember not to overload with ways to contact you, stick to the basics: phone, website, and social profiles. Jazz things up with some icons or a photo, and your professional email signature is ready to go!

How to Update Your Gmail Signature

How to Update Your Yahoo! Mail Signature

How to Update Your Outlook Signature

Infographic with tips on creating an email signature. Including one thing to do, two things to try, and one thing to avoid.

Man on phone with leaving a voicemail

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