How to Make an Email Signature


When it comes to email signatures, all too often they get pushed to the bottom of your “To Do” list. Sure, you’ve probably already included a serviceable signature on your messages, but a properly thought out and well-crafted email signature can help you put across your most professional side.


An email signature is your opportunity to encourage your contacts to connect with you across a variety of different platforms. It’s also your chance to push your personal brand and market yourself in new and exciting ways. Let’s take a look at how to make an email signature that really stands out and adds a dash of professionalism to all your emails.

When reading through our list, remember that you don’t have to include each and every item. Design and aesthetics are also important, and packing your signature with too many elements may lead to information overload and detract from the most important points.

What to Include in an Email Signature – Basic Elements


The basic elements of your email signature should both attract attention and convey the right kind of information to your recipients. Here we’ve listed what to include in an email signature so you can begin to build your own.


  • Name – Naturally, your signature should include your name. Here, it is best to use your full name for the recipient’s reference.
  • Title & Organization – If you represent a company, or even if you are a student at university, including your title and organization will help the recipient identify you.
  • Social Links – Social media links can be a useful way to share more information about yourself. However, be careful using social media when sending professional emails, as embarrassing photos or posts can have serious repercussions.
  • Other Links – Links to your portfolio, company website, or online resume.
  • Logo – If you have a personal or company logo, including it can make your signature look more professional and catch the eye.
  • Photo – Using a photo in your signature can help the recipient put a face to the name.
  • Legal Requirements – In some countries, specific legal requirements must be met for all business communications. Check with your attorney if this is something you may require.

Today, with the rise of mobile devices, designing your signature so that it works in all formats can also be a good idea. Responsive designs allow you to make an email signature that looks as good on a smartphone as it does on a computer screen. Online signature creators/editors can also help you do this.

How to Create an Email Signature – Tips


Once you have the core elements down, you can begin to think about how to create your email signature from a design perspective. Here, we’ve listed a few top tips to help you along the way:


  • Keep it Simple – Simplicity and readability are important in your signature. Any information presented should be easy to access by the recipient.
  • Use Images – Images such as photos and logos add an extra dash of impact to your signature.
  • Use Color or Contrast – Whether you use bright colors, or a simple black and white contrast, making your signature stand out from the rest of your text is important.
  • Match Your Branding – If you are part of a company or other organization, or you operate your own website, matching your branding can be a useful way to bring authority and authenticity to your signature.
  • Use an Online Editor – One of the most effective ways to create an email signature is with an online editor. Once saved, you will also find instructions on how to edit your email signature should your details change.

Once you’ve designed and entered the information you need for your email signature, why not create another one? Multiple signatures allow you to present both personal and professional identities in your emails.

How to Make a Personal Email Signature


A personal email signature is ideal when contacting friends, family, or anyone else in your private life. You should use this signature when you don’t necessarily want to be associated with your current company or organization, or when you need to provide different contact information and links to other resources (such as your personal Facebook page).


When thinking about how to make your personal email signature, remember the intended recipients and feel free to be a little more playful than you would with your professional signature. You can include your favorite colors, images, emojis, and a more relaxed photo of yourself.  



How to Make a Professional Email Signature


When considering how to make a professional email signature, the first thing to do is to check with your organization to see if they have existing conventions or templates. If this is the case, then you should use this to build your own signature. If not, then you are free to create your own from scratch.


When creating a professional email signature, it is important that the information contained does not compromise your professional image. It should also, as closely as possible, match the branding of your company or organization. Finally, any links or photos should be checked for suitability in a professional context.


How to Create an Email Signature – List of Editors


Our guide on how to create an email signature will give you everything you need to get started. However, by far the easiest way to bring all of that new knowledge together is to use an editor to create the perfect email signature. Here are a few we recommend:



For more information on how to create signatures and send effective emails, check out the Spike blog. We have tips & tricks on everything from productivity to professional collaboration plus lots more. We know you’re going to love it.