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How To Write A Great Email Signature

How To Write A Great Email Signature
How To Write A Great Email Signature

Email signatures are an important part of professional communication. They not only provide contact information, but also establish a sense of professionalism and trustworthiness with the recipient.

The process of creating an effective email signature requires thoughtfulness in regards to both design elements and content related decisions. From font selection to social media links, there are many choices that need to be made in order to ensure that your email signature makes a positive impression on the reader.

With these tips in mind let's move onto discussing guidelines for writing an effective email signature.

Guidelines For Writing An Effective Email Signature

When constructing an professional email signature, it is important to include essential information in a concise and professional manner.

Proper formatting is also key in order to maintain a professional appearance and make the signature easily readable.

Including Essential Information

It should include all necessary contact information such as your name, job title, company or organization name and website address.

Add social media links, physical location (if applicable), phone number and fax number.

Including this kind of personal detail in the signature allows people to quickly build rapport with you without having any preconceived notions based on their perception of your gender.

Strategies For Enhancing Your Email Signature

When crafting an email signature, it is important to choose an appropriate style that conveys the right message and reflects your professional identity.

Choosing An Appropriate Style

To ensure you make the right choice when crafting your signature, here are some strategies for enhancing its appearance:

  • Use concise language with no typos or grammatical errors.
  • Keep it simple by using one font size and color, along with basic formatting like bolding or italicizing text.
  • If desired, include contact information such as phone number, website, etc.
  • Incorporate any relevant certifications or awards earned in order to truly showcase your accomplishments.
  • Limit images and graphics to avoid clutter.
  • Lastly, be sure that all links work properly and lead to valid locations.

Keeping It Professional

It's important that you ensure the information included in your signature remains accurate and relevant, as this will help preserve its credibility.

Keeping an eye on any new certifications or awards earned should also be incorporated into your signature; updating these credentials can demonstrate how dedicated you are to honing your skill set and continuing to excel professionally.

To make sure all of this is done effectively, consider investing in a reliable electronic signature creation tool such as DocuSign which makes creating a personalized electronic signature easier than ever before.

With features like automated document signing and secure storage for saved signatures, having an effective digital identity has never been simpler.

For a free and professional email signature we recommend using Flamingo - Email Signature Generator by Mailbird.

Tips For Making Your Email Signature Visually Appealing

  1. When designing your email signature, it is important to select a font that is clear and legible, yet still reflects the style of your organization.
  2. Incorporating icons and logos into your email signature can help to create a professional and visually appealing look.
  3. The use of color should be done carefully to ensure it complements the font and does not overpower the signature.

Choosing An Appropriate Font

Consider using a professional-looking sans serif typeface such as Arial or Calibri, both of which are widely available on computers running Windows or Mac OSX. You may also want to explore options for creating an electronic signature in Word or making an electronic signature on Mac with special fonts and formatting.

Whichever route you choose, make sure that your chosen font style complements the overall look of your email while providing enough contrast between itself and the body text so that readers do not miss out on important information.

Adding Icons & Logos

Icons and logos are a great way to add personality to your email signature. Adding an image can help create visual interest, show off your brand or identity, and draw attention from the recipient.

When adding icons and logos, it is important to ensure that they have a high enough resolution so as not to appear pixelated when viewed on different devices. It is also important to consider the overall size of the logo relative to other elements in your email signature such as text, links, etc., as too many large images may take away from the professionalism of the design.

Using Color Wisely

Color can play a vital role in creating an appealing email signature. The right color scheme for your logo or icons can enhance the design and attract the recipient's attention. The color scheme you choose should depend on the message you want to convey. For a professional-looking signature, muted colors like blues and grays may be better than brighter colors such as reds and oranges.

However, vibrant colors can also add energy and excitement while still maintaining a professional look. It is also essential to consider how well the chosen colors will render across different devices. Using tools like electronic signatures in Word can simplify this process.

For Gmail users we have a complete guide on Adding Email Signature in Gmail and Customizing it.

How To Include Affiliation Info In Your Email Signature

Including your job title in your email signature is important to let your contacts know your professional affiliations.

It is also important to mention your company name in your signature, which will provide additional context to the reader.

Lastly, it is essential to include your contact information such as your phone number and website address so that the reader can easily get in contact with you.

Include Job Title

Including your job title in an email signature is a great way to communicate what you do and who you are. It's also an opportunity to give the recipient of your message a glimpse into how you fit into their organization or company.

Mention Company Name

When creating an email signature, it is important to include the name of your company. This helps provide the recipient with a better understanding of who you are and how you fit into their organization or company. Not only does this create a sense of credibility for yourself, but also shows that you take pride in where you work and can be seen as a professional asset by those reading your emails.

Include Contact Info

A successful online signature should provide the recipient with all necessary details in a neat and organized manner, while also making sure it remains visually appealing.

It is important to include your name, phone number, website URL (if applicable), social media links (if relevant) or any other method of contact that you prefer.

Here is a complete guide for Outlook Lovers to Create/Edit/Delete Email Signature in Outlook.

How To Make Your Social Profile Icons Stand Out

Creative design ideas can be used to make your social profile icons stand out and optimize their appearance.

It is important to research the latest trends and design approaches in order to ensure that your icons are truly eye-catching and unique.

Creative Design Ideas

When creating a signature for your social profile, it is important to consider creative design ideas that will make your signature stand out.

To create a unique look and feel, think about how different fonts, sizes, images and symbols could be used together in harmony.

Optimizing Your Icons

When it comes to optimizing your icons, the key is to create a cohesive look and feel that will make a lasting impression on viewers. To do so you should select icons that are relevant to your brand or personal identity and arrange them in a visually pleasing way.

How To Effectively Utilize A Call To Action

Creating a compelling call to action is an essential part of email marketing and can play a major role in driving conversions.

Analyzing and understanding the performance of a call to action is key to optimizing its effectiveness.

Creating A Compelling Call To Action

Creating an effective call to action can be a powerful way to influence the decisions of potential customers. While it may not always be easy, there are certain steps that you can take to ensure your call-to-action is compelling and persuasive.

Analyzing Call To Action Performance

Once a call-to-action is launched, it is important to analyze the performance and determine whether or not it has had its desired effect.

To do this, businesses must track metrics such as click-through rates, conversion rates, time spent on page, bounce rate etc.

It is also helpful to use tools like Google Analytics that allow users to measure how many visitors have seen their e signature and interacted with it.

Yahoo users can add Email Signature after Reading this Guide.

The choice of image for a logo or photo is an important first step for creating a professional look.

The photo should be edited to ensure it has a crisp and clear appearance that meets the desired aesthetic standards.

Choosing An Image

When creating a professional looking photo or logo to use as an email signature, it is important to consider the image you select. It should be of high quality and represent your brand in the most positive way possible.

The best way to upload this kind of photo or logo is by using file formats such as .jpg, .png, or .gif. These are all compatible with Microsoft Word and other programs used for emails.

Editing An Image

Now that you have chosen the right image for your professional email signature, it is time to edit it.

Editing an image can help make sure that its size and brightness are adjusted in order to add a polished finish to any email sent out from that address.

To begin editing, open up the photo or logo file with a program such as Photoshop or GIMP. From there, you will be able to adjust the settings of the image so that it looks perfect when added into your email signature.

How To Test Your Email Signature For Quality

When testing email signatures for quality, it is important to consider both the length and the readability of the signature.

Excessive length and hard-to-read fonts can make email signatures difficult to process, reducing their overall effectiveness.

Test Email Signatures For Length

When testing an email signature for quality, it is important to take into consideration the length of the signature. Too long a signature can be cumbersome and detract from the message in the body of the email; too short a signature may fail to communicate all necessary information.

Test Email Signatures For Readability

In order to ensure that an email signature is readable, there are a few criteria which should be taken into consideration.

Firstly, the font size and type of font chosen for the signature must be large enough to be easily read on all devices; failing to do so may cause readers to miss important information in the signature.


In conclusion, crafting an appropriate email signature takes careful consideration but can have long-term benefits for personal brand building and client relationships. With the right combination of elements tailored to each individual user's needs, it has the potential to make them stand out from the crowd and leave a positive impact on all those they come into contact with via email.


How to create a signature that works with different email clients?

Crafting an effective email signature requires an expert's touch, using figurative language and an engaging style. Compatibility between different mail clients is key to ensuring its success.

How to ensure email signature compatibility with mobile devices?

Understanding the various device formats and using plain text or HTML format is recommended. Researching popular mobile device models and determining file format compatibility is helpful to guarantee a professional signature that looks great on any device.

How often should email signatures be updated?

Email signatures should be updated every six months to keep information relevant and fresh, and to ensure that they remain compatible with mobile devices. Using a responsive template is also recommended for optimal user experience.

What are the legal requirements for creating an email signature?

Email signatures must include accurate contact information and ensure that the recipient's privacy is not compromised. Depending on the company or industry, there may be additional disclaimers required.

How to add an animated GIF to an email signature?

Using a reliable email service with HTML capabilities, it is possible to add an animated GIF directly in the signature editor. Creating a personalized link that displays the animation when clicked is also an option. However, not all browsers support these types of images, and they may appear as static on some mobile devices.