An email signature is a block of text automatically inserted at the bottom of an email. It contains contact information such as your name, job title, company name, phone number, email address, and sometimes links to social media profiles or a company website.
Email signatures allow you to professionally close out an email while providing the recipient with quick access to your contact information. They’re like a business card at the end of every email.
A unique, customized email signature can leave a lasting impression and reinforce your personal or company brand. It’s a free marketing tool that’s included on every email you send.
But how do you go about creating one that stands out? Here are tips for crafting a creative, professional email signature that promotes your personal brand.
Why do unique email signatures matter?
Unique email signatures matter because:
- They make your emails more memorable. A signature with some personality makes you stand out from the default Outlook signatures.
- They reinforce your personal or company brand. An email signature is free real estate to display your brand.
- They show professionalism. A clean, neatly formatted signature looks more professional than text pasted at the bottom.
- They allow quick access to your contact info. Well-formatted contact information is easy for recipients to read and use.
- They can include links to your website or social profiles for discovery. Signatures can drive traffic to your site or help expand social reach.
In a world where most default email signatures look identical, a unique and creative design captures attention and leaves a lasting impression. It’s an opportunity to get your brand in front of every person you email with.
Elements to include
Here are some standard elements to include in your professional email signature:
Your full name
This is a basic signature requirement so the recipient knows who sent the email. Include your first and last name. If you have an advanced degree or professional credentials you’d like to highlight, such as PhD, MD, or CPA, include them as well.
Your job title/role
Under your name, include your official job title or role at the company. This gives context about your position. If you have a long job title, you could shorten it or go by a more common version that recipients will recognize.
Your company name
The company or organization name is important for establishing credibility and context. You may choose to bold or color this to make it visually stand out.
Contact information
This includes your phone number and email address at a minimum. You can also include your mailing address, LinkedIn, Facebook, Twitter, or other social media profiles.
Only include contact methods you’re comfortable with recipients using to get in touch. Add hotlinks so that phone numbers can be tapped to dial and websites and emails can be clicked to open.
Company logo
Visually displaying your brand logo reinforces company recognition. Use an updated, high-resolution version of your logo and keep it reasonably sized. Link it to your company website.
Design Tips
Once you’ve decided what content to include, it’s time to craft the design. Here are some best practices for formatting:
Keep it simple
The signature should be easy to scan and digest. Use a single, simple font like Arial, Times New Roman, or Verdana. Streamline information into digestible bites. Recipients won’t strain to read complex designs.
Use color strategically
Hints of color can make your signature pop while maintaining professionalism. Try matching colors from your logo. Use color to highlight important elements like your name, company or phone number. Just don’t go overboard.
Watch line spacing and breaks
Use line spacing between text elements to prevent information from looking crammed together. Breaks can divide personal info from company info. Keep signatures under 6-8 lines.
Align elements
Keep your signature cleanly aligned left or centered, not justified. Flush right alignment tends to look unbalanced in signatures.
Add social media icons
Social media icons subtly promote your profiles. Use icons for LinkedIn, Twitter, Facebook, Instagram, or others. Link them to drive traffic to your profiles when clicked.
Include a headshot or avatar
A professional headshot or avatar icon makes your signature more personal. Just keep the image size reasonable so it doesn’t take over.
Email Signature Examples
Here are some examples of unique, branded email signatures:
Minimalist focused on branding
Jane Smith
CEO
Acme Co.
Contact focused
John Doe
Sales Associate
123-456-7890 | [email protected]
Acme Co. | 123 Fake St, City, ST 12345
Social media enhanced
Lisa Johnson
Marketing Manager
555-867-5309 | [email protected]
ACME Co. | www.acme.com
Email Signature Generators
Creating a custom email signature from scratch takes work. Email signature generators provide templates and design tools to speed up the process.
Here are some top free email signature generators to check out:
WiseStamp
WiseStamp has a user-friendly editor to customize signatures. It has mobile apps, templates, and integrations with email providers. Signatures are saved online for universal access.
HubSpot
Hubspot’s signature maker has drag and drop editing. It has mobile optimization and over 150 free templates. Signatures can sync with your email provider.
Mail Signatures
This generator is simple and intuitive to use. It has beautiful templates and color palettes. Images render nicely without pixelation.
MySignature
MySignature has ready-made templates for many popular roles. Signatures can be edited right inside your email client. Images and contacts sync automatically.
Newoldstamp
Newoldstamp has hundreds of templates for personal and business use. It’s easy to customize fonts, colors, and layouts. You can sync signatures across devices.
Check out reviews of other top options to compare all the features. Look for generators that integrate easily with your email provider.
Tips for customization
Even if you use a template, add personal touches to make yours unique. Try some of these customization ideas:
- Highlight your name in bold or a different color
- Use a monogram letter for your avatar icon
- Incorporate background colors or borders related to your brand
- Display your headshot for a personal touch
- Include a favorite inspirational quote under your name
- Add icons for hobbies, charity causes or volunteer groups
Test different versions and get feedback from colleagues. See which customizations people respond to best.
Tips for using your signature
Now that you’ve created your fabulous unique signature, here are some tips for putting it to use:
Add it to your email account
Configure your signature to automatically include it on all emails sent from your account. Just be wary of lengthy signatures on mobile.
Use it consistently
Using your signature consistently strengthens your branding and contacts’ ability to recognize and remember it.
Keep it updated
If you change roles or companies, update your signature promptly. Review it periodically to keep contacts current.
shorten it situationally
If replying in a long email chain, shorten your signature to avoid excessive quoting.
Turn it off when appropriate
Disable your signature on emails requiring sensitive communication or where branding is inappropriate.
Conclusion
A custom email signature provides a subtle but effective way to reinforce your personal or company branding.
Start by determining essential contact information to include. Organize content cleanly aligned left or centered. Use subtle color themes and selective formatting for visual interest.
Take advantage of professional email signature builders to expedite designing an aesthetically pleasing version. Personalize it with unique touches that reflect your brand identity.
Apply your signature consistently in daily emails. Keep it updated as your roles and contact information change. Adjust or remove it situationally based on context.
Set yourself apart with a polished, professional and personalized email signature. This small investment of time in crafting a memorable signature can pay dividends for your brand.