Your email signature is an important part of your professional brand. It can say a lot about you and the company you work for, so it’s important to not just slap something together. This isn’t the place to try out new fonts or weird designs—you want your email signature to reflect the professionalism and credibility of your business.

In this post, we’ll be discussing top tips on how to create a truly stunning email signature that will help you stand out in all the right ways.

Know your audience

Email signatures should be tailored to each recipient. If you’re sending an email to someone who works at a different company, it’s perfectly OK to use the corporate branding and logo in your signature. But if you’re contacting someone within your company, you should use that company’s logo instead of the corporate one. The same goes for personal emails — if you’re using Gmail, then use your Gmail avatar and not your personal one.

Keep it consistent

Make sure it’s consistent:

If your name is John Smith but everyone calls you Jack at work, then use Jack as your email signature instead of John Smith. It’s important that your signature matches across all platforms so people can easily find out how to contact you without having to go through multiple different avenues just to get in touch with one person! This also helps with branding and keeps things consistent as well as easy for anyone reading it!

  • Keep your signature the same across all your emails. If you have a signature that is different on each email, people will be confused and may not trust you.
  • Update it regularly so that it reflects who you are as an employee, student, or volunteer at the moment (not from 5 years ago).
  • Make sure it looks good: The last thing you want to do is send out an email with a messy, unprofessional-looking signature that can hurt your brand image more than help it!

Add your name and job title

The name and job title are the most important elements of any professional email signature. The name should be bold and stand out; it’s what people will see first when they look at your email, so make sure it’s easy to read. Avoid using acronyms or abbreviations for your company or position, as this will make the text harder to read.

For example:

  • Instead of XYZ Inc., write “XYZ Corporation” instead
  • Write out CEO (Chief Executive Officer), Director (Director), Manager (Manager), etc.

Use a legible font size and typeface

  • Size it correctly.
  • Avoid italics.
  • Aim for a sans-serif font (like Helvetica).

The size of the text in your email signature should be between 12 and 14, but if you’re unsure of what would look best, start with 11-point font size and see how it looks on your computer screen before deciding to increase or decrease the size—it might not read as well when seen out of context as it does on your own screen. To keep things easy to read, avoid using italics in the body of your email signature; instead, use plain text that is easy to scan over quickly.

Include all of your contact information

  • Include your phone number, email address, and website link. If a potential employer needs to contact you for any reason, they’ll look for all of these things in your signature. Make sure the contact information is easy to find so that it’s not buried in some small font at the bottom of your email (which is where many people look first).
  • If you have a LinkedIn profile or Twitter handle, then definitely include those as well! It makes sense to list out everything that identifies who you are and what services can be provided.
  • Finally – if there’s one more thing we could emphasize here: don’t forget about Facebook! A lot of people get their news from Facebook nowadays; if someone clicks on “Show More” when reading an article on The Huffington Post or CNN because they’re interested in learning more about what other readers are saying about it—they’ll probably click over into your profile there too!

Add your location, phone number, and website link

  • Include your location and a contact form. You can have a map of your city, with your current address on it (or just the city name). Then, below that, include a contact form where people can fill in their details so you can get in touch with them easily.
  • Include a phone number and email address for each device type you use. The phone number should be an international number so non-US customers who are online shopping can call or text you directly from the web browser on their device.
  • Add social media links: Facebook page link; Instagram profile link; Twitter handle link; LinkedIn profile link; Pinterest profile link; YouTube channel link; Google+ page link – pick 3-5 networks to focus on but don’t overdo it!
  • Include a blog post title with the URL if applicable so readers know where they can find more information about what topics interest them most when visiting this signature section regularly throughout each day/week etc.

Add social media links

Once you have your email signature all set up, the next step is to add social media links. Social media can be a great way to stay in touch with people and build your brand, so it’s important that you put the right information out there. Here are some tips for adding social media links:

  • Add at least one Twitter profile to your signature
  • Make sure that all of your profiles are linked with each other (if they aren’t already) so that potential employers can see how well-connected you are.

Align text to the left and keep it simple

It is important to keep the text left-aligned and simple. The best fonts are those that are easy to read at a distance, on mobile devices, and on desktops. You can use one of these simple fonts:

  • Arial
  • Calibri
  • Consolas
  • Courier New

You don’t have to use Comic Sans or Papyrus; they just aren’t readable enough for an email signature. If you’re using a company logo, make sure it’s large enough so that it doesn’t get cut off by Gmail’s character limit (150px wide).

Use a professional headshot or image that fits in with your branding

Choose a headshot that is consistent with your branding. Your brand is the impression consumers have of you, and it’s based on a variety of things including the quality of your products or services, how people feel when they interact with you (and not just through email), and how well-known you are in your industry, etc.

The image should reflect what kind of business you do—whether it’s one person running an Etsy shop out of their home, or a large company with dozens of employees.

The photo should also represent who exactly will be receiving these emails—for example, if it’s someone in charge of hiring new employees for their company (or perhaps just one specific person), then it would be helpful for them to see an image that shows off their personality and work ethic. This way they’ll know if this particular applicant fits well within their culture before even reading any words from that person’s mouth!

Make sure it’s clickable and responsive

The biggest issue with email signatures is that they’re not designed to be clicked or scrolled though — they’re just there at the bottom of every email. So if someone wants to get in touch with you, they have to copy your email address, paste it into another window, and then send an email. That’s a lot of work!

If you provide an easy way for people to click on your signature and get in touch with you, they will use it. It might be as simple as offering a phone number, but whatever works best for your business is worth experimenting with until you find one that does work well for you!

Don’t include too much personal detail


Your email signature should not be long enough that it interrupts the flow of the email you are replying to or forwarding. It should only contain the most important information about you or your business.

Your email signature should be as professional and straightforward as possible, so it’s best to leave out any personal information that may distract from your professional brand. If you’re including a link to your website, don’t include anything else in the signature besides an email address; if you add more content like a picture or social media handle, then people won’t know who they’re actually writing to when they send an email through your business account.

Final words

All in all, remember to have fun with your email signature and make it your own. By adding a personal touch to every message you send out, you can improve the way people perceive you as an employee or business owner. It’s also a great opportunity for branding if used properly with colors and logos! Get your new email signature with designhill email signature today!