Your Ultimate Guide to Email Signatures

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Leaving impressions that matter is challenging. But having to do that at the end of an email is even more challenging.

Did you know that the average employee of a marketing or sales organization sends about 11 to 25 emails a day, while solopreneurs send up to 10 emails a day?

With email communications gaining momentum, do you think that ‘Regards’ and ‘Thank you’ sound boring and it’s time for a change? And are you on the look for ways to up the ante with your email signature while ensuring it stays professional?

Be it a promotion, job change or just branding yourself, chances are you’ve gone looking for professional email signature inspirations online. Or it may just be because of the nagging feeling that your signatures don’t stand out and you end up scouring the internet for attention-grabbing yet professional email signatures. But wait, there’s one more thing, these signatures should neither be too flashy nor boring. Does that sound exhaustive? Don’t worry, we’ve got it covered.

Keeping all these conditions in mind, we’ve rounded up some of the best examples of email signatures, so that you know what works best and what doesn’t. We’ll also share a free email signature tool that you can use to generate your professional and unique signature in seconds.


1. Keep the text to three or four lines

For your email signature, keep it simple. It must include-

  • Your name
  • Title and company (link to website)
  • Phone number
  • 1 or 2 customizations

Once you’ve covered the basic format, here are a few customizations that you can include.

  • Social media profiles that showcase your brand

A sales rep might want to include links to their LinkedIn profiles, while vloggers might want to include a link to their Youtube page. Depending on your niche and brand, choose the social media profile that suits you best.

  • Stellar content that highlights your expertise

Do you have a product/service that you want to tell the world about? Maybe a blog post that highlights what you have to offer, perhaps a product offer? Whatever is it, you can use your signature as a tool to highlight it.

  • A call-to-action

This is a line of text that prompts action from the recipient. The action you want them to take could be almost anything like scheduling a demo, attending an exhibition, downloading an ebook, or more.

  • Social proofs

Brag a little; it’s totally fine. If you have credentials, testimonials or awards that you’d like to highlight, then your signature is a great place to do this. This ensures that the recipient knows how accomplished and credible you are.

  • Limited information

It’s overkill to mention any possible phone number, email address, or social media network to which you belong. In reality, the more pages you connect to, the less likely your recipient is to visit all of them, a phenomenon commonly known as the Paradox of Choice.

Here’s an example of an overstuffed email signature:

That’s 16 lines of text right there. And imagine receiving this on your mobile phone. Would put you off, wouldn’t it? So, why do that to your recipient?

2. Include images and logos (and don’t steer away from color)

A picture speaks a thousand words and visuals always work better than text. So include pictures to make your email signature more memorable.

See the lovely mountainside below?

Chances are, you’d probably forget it.

It’s more likely you will recall this.

This is because research indicates email signatures with pictures of people are more memorable than those without, and color images work better than black and white ones.

So, if you want to stand out from the crowd, quite literally put a face to that email signature.

3. Incorporate your brand

Your business probably spends thousands on branding, so why leave this out in your email signature. From your logo to your motto, banner, and colors that define your brand try to incorporate all these elements in your email signature. As long as you don’t go crazy, this will boost the effectiveness of your email. And this is especially true if you have a well-recognized brand.

4. Make it mobile-friendly

Mobile phones account for over 46% of emails opened, and over 35% of business professionals check their emails on a mobile device. To prevent emails being missed merely because they don’t operate on the recipient’s phone, make sure your signature and email client are compatible with mobile devices.


1. Include your email address

Ever included your email address in your email signature? Then these analogies are for you.

Imagine placing two return stamps on an envelope. Or, at a gathering, after the host has already introduced you, reintroducing yourself. Sounds redundant, doesn’t this?

Similarly, in an email, your recipient can hover over and find your email address so don’t include it in your email signature. It’s a waste of prime email real estate that you can use to add something of value like social media profiles, blogs, portfolios, CTAs etc.

2. Go over the top

You’ve probably got a few of those long, unending signatures. They may run for ten lines or more and include unnecessary information. Such signatures are just crying for attention. So, in this case, less is more. Don’t overstuff your signatures.

And on the other hand, a little branding can go a long way. For instance, use either a photo or logo, don’t use both. Make sure you include colors, but you needn’t paint a whole picture. Just use a color or two.

Summing up

Now comes the best part. You don’t have to take all these tips and design a new email signature for yourself because there’s an app that will do it for you. With Sloovi’s email signature generator, you can create signatures that are free. No gimmicks. No strings attached.

The email signature seamlessly integrates with various email vendors and generates beautifully crafted, personalized email signatures that you can attach to all your emails.

Sloovi makes it easy to add a picture to your signature, a live RSS feed that pulls your new blog or social content, and much more. Here is a sample of an email signature.

Use this and sign off in style.