What should and shouldn’t be included in an email signature? 


An email signature is an essential part of professional communication. It serves as a virtual business card, providing recipients with important contact information and a brief introduction to the sender. However, it can be difficult to know what to include in an email signature and what to leave out. In this article, we’ll explore what should and shouldn’t be included in an email signature.

What should be included in an email signature?

  1. Name and title: Your email signature should include your full name and professional title. This will help recipients identify who you are and what you do. If you have multiple titles or roles, include the most relevant one for the email you are sending.
  2. Contact information: Your email signature should include your phone number and email address. This will allow recipients to contact you directly if they need to. You can also include your physical address, website, and social media handles, but only if they are relevant to your professional identity.
  3. Company logo: Your email signature should include your company logo. This will help recipients recognize your brand and associate it with your email communication. Make sure your logo is high-quality and properly sized for your email signature.
  4. Professional headshot: Including a professional headshot in your email signature can help recipients put a face to the name. This is especially important if you are communicating with people you have not met in person. Make sure your headshot is high-quality and appropriate for your professional image.
  5. Legal disclaimer (if necessary): If your company requires a legal disclaimer in email communication, make sure to include it in your email signature. This will ensure that your emails are compliant with company policies and regulations.
  6. Call-to-action (optional): If you want to drive traffic to your website or promote a specific service or product, you can include a call-to-action in your email signature. This can be a simple text link or a banner ad. Make sure your call-to-action is relevant and not overly promotional.

What shouldn’t be included in an email signature?

  1. Personal information: Your email signature should only include professional contact information. Avoid including personal information such as your home address, personal phone number, or personal social media handles.
  2. Quotes or taglines: While quotes and taglines can be inspiring or humorous, they do not belong in a professional email signature. Stick to the essentials and avoid cluttering your email signature with unnecessary information.
  3. Images or graphics (unless relevant): Images and graphics can be distracting and slow down the loading time of your emails. Only include images or graphics that are relevant to your professional identity, such as your company logo or professional headshot.
  4. Too many links: While it can be tempting to include links to all of your social media profiles and website pages, it can make your email signature look cluttered and unprofessional. Stick to the most relevant links and avoid overwhelming recipients with too much information.
  5. Fancy fonts or colors: Your email signature should be easy to read and professional. Avoid using fancy fonts or colors that can be difficult to read or distracting. Stick to simple and clean design elements that reflect your professional identity.

In addition to the above guidelines, it’s important to keep your email signature brief and to the point. Your recipients don’t want to read a long list of information every time they receive an email from you. Stick to the most essential elements and make sure they are easy to read and visually appealing.

Another important consideration is to make sure your email signature is mobile-friendly. Many people access their emails on their smartphones, so your signature should be optimized for smaller screens. Use a single column layout and keep the font size large enough to be easily readable on a mobile device.

It’s also a good idea to test your email signature in different email clients and devices. Different email clients may display your signature differently, so make sure it looks good in all of them. Test it in Gmail, Outlook, Apple Mail, and any other email clients you use regularly.

Lastly, remember to update your email signature regularly. If you change your job title or contact information, make sure to update your email signature accordingly. This will ensure that your recipients have accurate and up-to-date information about you.

Overall, an effective email signature should include your name, title, contact information, company logo, and professional headshot. Avoid including personal information, quotes or taglines, irrelevant images or graphics, too many links, and fancy fonts or colors. By following these guidelines, you can create a professional email signature that enhances your brand and provides important information to your recipients. Keep it brief, mobile-friendly, and visually appealing, and don’t forget to update it regularly.