How to Create and Add Email Signatures (with Examples) (2023)

Want to create the best email signatures?

An email signature is a block of text or an image added to the end of your emails. It usually contains your name and contact info to give your recipient a better idea of who you are and how they could reach you.

In this article, I’ll cover what an email signature is, its key elements, and the different ways to create email signatures. I’ll also highlight three of the best email signature examples and how to create an email signature easily inside Gmail.

This Article Contains:

(Click on links to jump to a specific section.)

  • What Is an Email Signature?
  • The 7 Elements of an Email Signature
  • 3 Fantastic Email Signature Examples
  • 4 Ways to Create Excellent Email Signatures
  • 7 Tips to Create Incredible Email Signatures
  • How to Create an Email Signature Easily in Gmail

Let’s get rolling.

What Is an Email Signature?

An email signature is a combination of text, images, and links added to the end of your emails. Think of it as your business card in the email world!

It usually contains :

  • Your full name
  • Any necessary contact info
  • Your company logo and name
  • Your website URL
  • Your social media handles

Here’s an example of a good email signature:

How to Create and Add Email Signatures (with Examples) (1)

Why Should You Use Email Signatures?

Email signatures matter because they:

  • Provide essential contact details that a recipient or potential customer can use to reach you
  • Establish a sense of legitimacy and professionalism
  • Convey who you are and how you may be of assistance to your email recipient
  • Generate brand recognition — especially if you add your company logo to your email campaigns
  • Include exclusive promotions and sales offers that captivate your audience
  • Function as a scheduling tool where the recipient can schedule and start a meeting with you directly from their inbox

The 7 Elements of an Email Signature

The key elements in a great email signature are:
(Click on the links to jump to an element.)

  1. Name
  2. Job title
  3. Company logo and name
  4. Contact info
  5. Social media links
  6. Call to action
  7. Disclaimer

Here’s how all the elements come together:

How to Create and Add Email Signatures (with Examples) (2)

Let’s break each element down.

A. Name

This element is usually the first line of text within your email signature.

Including your full name lets your recipients know who the email is from and can help them trust your emails as there’s a genuine person behind them. Although some companies send emails in the name of a fictitious employee, that is not recommended.

B. Job title

Always include your affiliation info or job title and department in the signature.

This gives your recipients an idea about your expertise and helps them know more about the role of the person emailing them.

C. Company logo and name

Add your company name and logo to the email signature if you work as an employee. If you’re a freelancer, you could include your blog’s name/logo and attach a link to it.

Doing this shows that you’re reaching out professionally, which can establish credibility and can even improve brand awareness in the long run.

D. Contact info

Always include your company website within the contact info. This allows the receiver to verify your company details directly from their inbox.

You can also include the physical address of your company within the signature — especially for businesses where the location is important.

(Video) How to Add Signature in Gmail

It’s wise to add at least one mobile phone number (with country code) and sometimes a secondary email address to your business contact details so that the recipient has multiple ways to reach you.

E. Social media links

You can include links to your company’s relevant social media profiles on LinkedIn, Twitter, Facebook, or Instagram. Alternatively, you can add your personal social media profiles to the email signatures.

Doing this can add credibility, which can be reassuring to your recipients.

F. Call to action

Adding a call to action (CTA) inside your email signature isn’t necessary for all email senders. However, if you’re a business owner or salesperson, you should consider adding one.

It’s an excellent opportunity to nudge your recipients to take action on an email — whether that’s asking for a callback, suggesting a Calendly link to schedule a demo, or signing up for an ebook.

Just remember to choose CTAs that work best with your business goals and brand voice.

G. Disclaimer

A disclaimer within your email signature is a confidentiality statement informing your recipients what they can and can’t do with emails sent from a company. This is often a legal requirement for any corporate email signature.

3 Fantastic Email Signature Examples

Looking for some references to see what makes great email signatures?

Here are three great examples of different types of signatures:

A. Minimal

You could create a minimal email signature that simply highlights your full name, designation, contact info, and social links.

This is a great default signature structure for anyone as it highlights your contact information succinctly and can be added to any kind of email easily.

How to Create and Add Email Signatures (with Examples) (3)

B. Company-Centric

You could choose to make your signature more company-centric rather than individual-centric.

In addition to highlighting your contact information, it mentions your designation and even has an image dedicated to your company to establish brand recognition.

How to Create and Add Email Signatures (with Examples) (4)

C. Detailed

While this email signature is more detailed than those I highlighted earlier, it’s still very clear — without any unnecessary information.

Even the disclaimer is neatly placed at the bottom, preventing it from drawing attention away from your contact information.

How to Create and Add Email Signatures (with Examples) (5)

4 Ways to Create Terrific Email Signatures

Here are the four most widely used methods for creating email signatures, along with their pros and cons.

1. Text editor

This email signature solution is the easiest to use.

Type all the info you need, like your name, company name, and external links, and then add an image or logo into a text editor such as Microsoft Word or Google Docs.

Then, tweak it with custom fonts, white space, and dividers until you’re happy with it.

(Video) 📧 How to Add Signature in Outlook

Pros

  • Easy to use
  • Affordable

Cons

  • The formatting might change based on the email client or email app you use, like Outlook or Gmail.
  • Text-editor signatures may not be mobile-friendly.

2. Graphics editor

If you’re familiar with a design tool like Photoshop, you could create a unique and customized email signature banner that perfectly matches your brand guidelines and personal signature style.

You can choose from a wide range of fonts and graphic elements or look for a selection of templates to create an attractive email signature banner.

Pros

  • You have complete control over the signature design process.
  • You can easily add visually-appealing custom branding.

Cons

  • Most tools won’t allow the links inside your signature banner to be clickable.
  • You need to purchase an editing tool and know how to use graphic elements.

3. HTML code

You could also create your entire signature using HTML code.

HTML signatures allow you to create a responsive design that displays text in a specific font size or family. You can also apply different image sizes, add social media icons, include an animated GIF, and feature your profile picture or product photo within your promotional banner.

Pros

  • Plenty of customization options allow you to create a distinctive email signature.
  • You can create a signature template that works across multiple platforms.

Cons

  • You might have to hire a developer if you aren’t familiar with coding in HTML.
  • Email signature management can be time-consuming, as you have to test how the signature looks across various devices.

4. Email signature generator

If you’re not comfortable with a graphic editing tool or HTML but still want a professional email signature, you can opt for third-party signature generators.

You can use an email signature generator’s drop editor and builder to create an appealing and professional email signature for your business emails.

Pros

  • You can select an email signature template from tons of options.
  • It’s easy to edit and manage content for different signatures.

Cons

  • Most email signature software isn’t free, and some may require subscription fees.
  • There are limited customization options as you’ll be choosing from preset templates.

7 Tips to Create Excellent Email Signatures

Here are some email signature tips you might want to consider:

1. Keep it simple

Try to use a simple design for signatures on both business emails and personal emails.

Remember, the goal is to balance clarity and professionalism.

Don’t add too much information to your signature block, use a readable font, and adopt a color palette that is neither too bland nor too bright.

2. Make it mobile-friendly

Most people use a mobile device to access their emails quickly, and your signatures may not look the same across their various devices. That’s why it’s essential to check the mobile device compatibility of your multiple signatures.

Most email signature generators help with this by giving you a template that works across the board.

3. Maintain consistency

Different colleagues or team members in your organization might use widely different business email signature designs. This can compromise your signature’s legitimacy and its capacity to generate brand awareness.

Remember that email signatures reflect your brand personality, so it’s best if all teams throughout your entire company stick to a template or two for their official signatures. This helps convey a cohesive brand voice.

4. Get social

Try to include social icons linked to your company’s profile on LinkedIn, Facebook, or Twitter. You could also add links to your personal social media channels.

Adding a social icon is a nice touch because it gives your audience more information to work with and an additional way to reach you or your company.

5. Always double-check before sending

Before you send an email, always ensure that your email signature links are working and that the contact information is accurate.

If there’s a broken link or some contact info is incorrect, your recipients won’t be able to contact you easily.

6. Use design hierarchy

Since your email signature block contains relevant content like your name, contact info, and so on, it’s best to design your email signature layout in the right hierarchy.

Use different font types, colors, and weights to direct your reader’s attention to the essential selection of elements in your signature content.

For example, you’ll probably want the company name and website to stand out. So, use a bold and crisp font there. As for the disclaimer, minimize its font size, use a lighter text color, and position it at the end.

This way, your company’s name and website stay in the spotlight, helping you convert more leads.

(Video) Create A Professional E-Mail Signature FOR FREE!

7. Keep it updated

Just as your company or personal brand evolves, so should your signatures. Redesign your email signature design template to create a new version from time to time.

This gives a strong brand impression and shows that your brand grows with time.

However, when you make changes to your email signature, remind everyone in your company to follow suit, and ensure that everyone adopts the updated template.

How to Create an Email Signature Easily in Gmail

Configuring your Gmail settings to add signatures is easy.

Here are the steps to create, add, and edit your Gmail signature:

  1. Go to gmail.com and sign in with your credentials.

How to Create and Add Email Signatures (with Examples) (6)

  1. From the new window that opens, click the Settings icon on the top right and then click on See all settings.

How to Create and Add Email Signatures (with Examples) (7)

  1. In the General tab, scroll down till you find the Signature section.
  2. Click on Create new, type in your Signature name, and click Create.

How to Create and Add Email Signatures (with Examples) (8)

  1. Add your signature elements to the textbox on your right. This includes your text, social links, images, and so on.

You can also copy-paste signature elements from your text editor, graphics editing tool, HTML template, or email signature generator.

How to Create and Add Email Signatures (with Examples) (9)

  1. Once done, scroll down, and then click Save changes.

Now, to insert your signature block to an email, click the Insert Signature button (while composing an email) to add your email Gmail signature.

How to Create and Add Email Signatures (with Examples) (10)

Here’s what your message could look like with an email signature example.

How to Create and Add Email Signatures (with Examples) (11)

Bonus Tip: How to Add Signatures Quickly to Bulk Emails

If you’re an email marketer, you probably send emails to hundreds of recipients every day.
However, you can’t waste time adding your signature to each email manually, right?

Don’t worry.

If you want to include signatures in your bulk email marketing campaigns, just use GMass.

Wait, what’s GMass?

How to Create and Add Email Signatures (with Examples) (12)

GMass is powerful marketing and outreach software that works within Gmail. Its superior mail-merge features and straightforward user interface make it a popular tool used by employees in large companies like Google and Uber and social media giants like Twitter and LinkedIn.

It’s also a perfect marketing channel for casual Gmail users, solopreneurs, digital marketing professionals, small businesses, and institutions like churches, too.

To get started with GMass, just download the Chrome extension, and sign up with your Gmail or Google Workspace account.

(Video) How to Add Signature in Outlook

Here’s how you can add a signature block to your marketing or bulk emails with GMass:

  1. Click Compose to launch a new message window.

How to Create and Add Email Signatures (with Examples) (13)

  1. Enter “[emailprotected]” in the To field.
  2. Type and format your signature content in the single email message body, and hit the GMass button to send.

When you do this, GMass will save your signature so that it can be used in the future.

How to Create and Add Email Signatures (with Examples) (14)

Once your signature is added, it will automatically appear in all emails you send out. You don’t need to add them manually anymore!

The process is as easy as that!

Final Thoughts

An email signature is vital as it’s an easy way to give your recipient some important information.

You can include your designation, company name and logo, secondary contact information, and social media icons to give them all the reference points they need to take things forward. Mail signatures also allow you to add a personal touch to your emails and nurture brand awareness.

To create the best email signatures, remember to keep your signature content simple, informative, social, hierarchical, balanced, and up to date.

And with GMass, you can power-up your Gmail outreach capabilities and add mail signatures to all your emails automatically.

So why not try GMass today and amp up your email game?

Ready to send better emails and save a ton of time?

GMass is the only tool for marketing emails, cold emails, and mail merge — all inside Gmail. Tons of power but easy to learn and use.

TRY GMASS FOR FREE

Download Chrome extension - 30 second intall!
No credit card required

How to Create and Add Email Signatures (with Examples) (15)

Ajay is the founder of GMass and has been developing email sending software for 20 years.

(Video) Email Signatures - Student Emails

FAQs

How do I add a signature to my email? ›

Creating a signature in Outlook for Android

Tap on your account and then tap Signature. Enter the text and links you want to use as your signature and tap Done. Your signature will now appear at the bottom of all outgoing emails from Outlook on your Android device!

How do you write a signature for beginners? ›

How to write a signature
  1. Decide what you want your signature to convey. ...
  2. Analyze the letters in your name. ...
  3. Determine what parts of your name you want to include. ...
  4. Experiment with different styles. ...
  5. Think outside of the box. ...
  6. Choose your favorite signature.

What is a proper email signature? ›

Professional email signatures are like digital business cards placed at the bottom of emails. They usually include your full name, company details, and contact information. Email senders can also add more interactive elements, such as photos, logos, or even links for marketing and other business purposes.

How do I make an email template? ›

Create an email message template
  1. On the Home menu, click New E-mail. ...
  2. In the message body, enter the content that you want.
  3. In the message window, click File > Save As.
  4. In the Save As dialog box, in the Save as type list, click Outlook Template.
  5. In the File name box, type a name for your template, and then click Save.

How do I create a Signature in Outlook 2022? ›

Create an email signature in Outlook
  1. Open a new email message.
  2. On the Message tab, click Signature, and then click Signatures.
  3. In the E-mail account list, pick the email you want.
  4. Under Select signature to edit, select New, and type a name for the signature.
  5. Type the signature you want in the Edit Signature box.

What program can I use to make a signature? ›

  1. DocuSign (Web, iOS, Android, Windows)
  2. HelloSign (Web, iOS, Android)
  3. Preview (macOS)
  4. Adobe Acrobat Reader DC (Windows)
  5. eSignatures.io (Web)
  6. SignWell (Web)
  7. PandaDoc (Web, iOS, Android)
  8. signNow (Web, iOS, Android)
9 Mar 2022

How do I create a professional email signature for free? ›

The top free email signature generators are Gimmio, Mysignature, Wisestamp, HubSpot, and Designhill. Make sure you've also prepared your team member's contact information, your business logos, and your brand image.

How do I create an HTML email signature? ›

Select the General tab, then scroll down to the Signature area. If you don't have a Gmail signature set up, choose Create new, and then name the signature. Then, paste your HTML email signature into the Signature field, and edit as desired. Scroll down to the bottom of the screen and select Save Changes.

How do I create a professional email signature link? ›

Clickable email signatures can be built in 4 different ways: you can create a signature with HTML, Design it in image format in Photoshop, Create a (very) simple text signature, or use an email signature generator.

What are the three types of signature? ›

Recognize 3 Types of Digital Signatures
  • Simple. A simple digital signature is a digital signature in its simplest form because it is not protected by any encryption method. ...
  • Basic. Digital basic signatures don't have much difference compared to simple digital signatures. ...
  • Advanced & Qualified.

Should my signature Be My full name? ›

Because your signature identifies you, it should be consistent. It doesn't have to be your full name — unless you're specifically trying to match a previous authorized signature. You can choose to use just your initials instead, as one example.

What is the best email signature format? ›

For the ideal email signature layout, we recommend using HTML tables where possible. HTML tables are the best way to build a professional email signature design. By using rows and columns, you will give the signature template a professional feel.

What is the best file format for email signatures? ›

What Format Should Your Email Signature Be? A best practice to keep in mind when creating your email signature is that you should only use common image formats like PNG or JPEG. Make sure that images are scaled down before you put them into your signature.

How do I make a beautiful email template? ›

  1. 40 examples of beautiful email design to inspire your own newsletter. ...
  2. Experiment with color gradients. ...
  3. Have fun with animation. ...
  4. Separate information with color blocking. ...
  5. Keep it simple. ...
  6. Let your content shine. ...
  7. Develop a strong color palette. ...
  8. Make it pop with color.

What are the types of email templates? ›

In Salesforce Classic, you can create four different types of email templates: text, HTML with Classic Letterhead, custom, and Visualforce. All of these email templates can include text, merge fields, and attached files.

How do I automatically add my signature in Outlook online? ›

Automatically add your signature to every message you send

> Options. Under Options, choose Settings > Mail. Under Email signature, do one of the following: To include your signature at the bottom of all outgoing messages, select the Automatically include my signature on messages I send check box.

What is an e signature example? ›

A few common electronic signature examples include: Agreeing to the terms of an online subscription. Signing your e-filed tax return. Including your typed name at the bottom of an email.

What is the easiest way to create a digital signature? ›

The simplest and most straightforward way to create a digital signature is to simply sign your name using a pen, take a photo of it, and upload it to a digital device.

Can I make digital signature myself? ›

Yes. An individual can hold a separate digital signature for personal and professional purposes.

What is the best email signature creator? ›

Some of the best email signature generators for use in 2022 are:
  • Designhill.
  • Email Signature Rescue.
  • Newoldstamp.
  • Woodpecker.
  • MySignature.
  • WiseStamp.
  • Free Logo Design.
  • Signature Maker.
25 Jul 2022

How do I create a simple signup form in HTML? ›

Creating an HTML registration form in 6 steps
  1. Choose an HTML editor. Just like you need a word processor to create a text document, you need a text editor to create HTML code. ...
  2. Create your HTML file. Time to get down to business. ...
  3. Add basic text fields. ...
  4. Add additional fields. ...
  5. Add placeholders. ...
  6. Customise your HTML form with CSS.
26 Oct 2022

How do I create an email signature template in Word? ›

Select Signature > Signatures from the Message menu. Choose New, and type a name for your signature. For example: Business, Official, Personal. In the Edit signature field, right-click and select Paste.

How do I make my signature look professional? ›

Signatures that include just your initials (with or without the middle initial) are usually considered more formal and businesslike than full-name signatures. If you're worried about forgery, consider making your signature longer and more legible. Include your entire first and last name. Be sure to write clearly.

What is a good signature line? ›

Email Signature FAQs:

Professional email signatures look best when they are kept simple and short. That's why you should try and limit your signature to 3 to 4 lines of text, mentioning only the essentials like full name, job title, and contact information.

How do I choose a professional signature? ›

A professional email signature includes the essential information about you and your business. It will include your name, job title, company, phone number, address, and website link.

What are 3 good closing lines to a professional email? ›

Here are a few of the most common ways to end a professional email:
  • Best.
  • Sincerely.
  • Regards.
  • Thank you.
  • Respectfully.
  • Please let me know if you have any questions.
  • Looking forward to our meeting.
  • Thank you for your consideration.

How do you start and end a professional email? ›

In most business correspondence, you can start with “Dear Mr / Dear Ms” + surname. You should end the letter with “Yours sincerely”.

Videos

1. Gmail Tutorial: Create and use Multiple Email Signatures (with Logo)
(saperis)
2. Easy steps to create Gmail signature with icons and image 2021| Gmail signature template download
(ITnation)
3. How to Create a Professional HTML Email Signature in Under 5 Minutes (for FREE)
(Gimmio)
4. Create a Custom Gmail Signature
(The Drunk Bridesmaid)
5. Understanding Mac Mail Signatures
(macmostvideo)
6. Tech Tip - How to Create an Email Signature in Command and Add it to your KW Email
(Scott Le Roy Marketing)
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