10 Tips for Creating Better Business Email Signature

In today’s fast-paced and competitive professional world, a meticulously designed email signature can make a remarkable difference in how your recipients perceive you. It serves as a crucial component of your overall branding strategy, enabling you to establish credibility, professionalism, and a strong presence. To assist you in creating an outstanding business signature email template, here are some valuable tips when considering: how should a business email signature look.

1.   Keep it concise

A proper business email signature should be concise and to the point. Include only the most essential information, such as your name, job title, and contact details. Including too much information can clutter the signature and overwhelm the reader.

2.   Use a professional font and format

Ensure that the font and formatting of your formal business email signature align with your company’s branding guidelines. Stick to standard fonts that are easy to read and avoid using multiple font styles or colors. A clean and professional appearance is key.

3.   Include your contact information

Your signature for business emails should provide recipients with various ways to get in touch with you. Include your phone number, email address, and website URL. Including links to your professional social media profiles, such as LinkedIn.

4.   Add a professional headshot

Including a high-quality, professional headshot in your business signature can help personalize your emails and make you more recognizable to recipients. It adds a human touch and builds trust.

5.   Include relevant links

If you have a personal or company blog, portfolio, or any other online presence that showcases your work or expertise, consider including links to them in your business email footer. This can provide recipients with additional information and highlight your professional achievements.

6.   Add a call-to-action

Including a call-to-action (CTA) in your email footer can be a great way to drive engagement and encourage recipients to take specific action. For example, you can invite them to schedule a meeting, download a resource, or subscribe to your newsletter. Make sure the CTA is clear and relevant to your business goals.

7.   Optimize for mobile devices

With the increasing use of smartphones and tablets, ensuring your business email signature with logo is mobile-friendly is crucial. Test your signature on different devices and email clients to ensure it displays properly and remains legible.

8.   Consider legal requirements

Depending on your country or industry, there may be legal requirements for including specific information in your business signature block, such as company registration numbers or disclaimers. Familiarize yourself with any legal obligations and ensure compliance.

9.   Update regularly

Keep your email signature up to date with the latest information. If you change your job title, contact details, or any other relevant information, make sure to update your email signature promptly. Outdated information can create confusion and undermine your professionalism.

10.  Keep it consistent

Ensure that your email signature is consistent across all your professional communication channels. Whether you’re sending emails from your computer, smartphone, or tablet, your signature should have a unified and cohesive look by automatically setting it as an email footer for business use.


Your formal business email signature is a powerful communication and relationship-building tool, making it an essential element of your business correspondence. With attention to detail and these guidelines, you can create an email signature that reflects your professionalism and conveys your unique brand identity, ultimately leaving a lasting positive impression on the recipients of your emails.