What is an Email Signature?

An email signature is a block of text appended to the bottom of an outgoing email.

A typical email signature includes the sender’s name, job title, company, and contact information. A signature may also include legal disclaimers, social media links, company logos, and sometimes even a call to action.


A Brief History of Email Signatures

Early email systems weren’t developed to include the built-on signature functionality. So, users tended to manually add the information each time they sent an email.


This changed with the advent of modern email clients which enabled users to create signatures that were automatically added to the end of each email.


Why do People Use Email Signatures?

Beyond providing contact and company information, email signatures offer several benefits:

  • Professionalism:

    A well-designed signature conveys a sense of professionalism and trust.

  • Branding:

    Signatures can incorporate company logos or colors to promote your brand identity.

  • Call to Action:

    Signatures can be used to direct recipients to your website, social media profiles, or other relevant resources.



How to Format an Email Signature

Most signatures are compatible across all email clients and platforms. However, to ensure that your signature is displayed correctly, here are some basic formatting guidelines:

  • Keep it Concise:

    Be informative, not overwhelming. Don’t overdo it with long paragraphs which will distract from the content of your email. Aim for a sentence or so at most

  • Mind the Font:

    Use a professional and easy-to-read font. Avoid using over elaborate fonts that may not render correctly on all devices.

  • Choose Your Colors

    Use a color scheme that reflects your brand.

  • Consider Images:

    Ensure that all logos and images are correctly sized.

  • Test Across Platforms:

    Once you’ve created your signature, send a test email to yourself to see how it renders on different devices.

How to Add an Email Signature in Gmail, Outlook, and Apple Mail



Gmail offers a dedicated signature editor within settings. You can create multiple signatures for specific email accounts.



In Outlook, you can access signature settings through the “Mail Signature” option within the “New Message” tab.


Apple Mail:

Apple Mail’s signature settings can be found within preferences. like other platforms, you can create and manage multiple signatures.



Email signatures may seem like a minor detail, but they can significantly impact how you present yourself and your brand. By following these tips and understanding the benefits, you can create a signature that enhances your professional image and makes a lasting impression on your recipients.

Gain Communication Clarity with Spike