How do you create a professional email signature?

Whether for work or personal emails, a well-crafted email signature helps you appear professional. This article explains which details are essential, how to design an attractive signature, and which templates and tools can make the process easier.

What should be included in an email signature?

A good email signature contains all important contact information, is clearly laid out and individually designed. Depending on the purpose—business or personal—different requirements apply.

Recommended details for business email signatures

Unlike some countries, the U.S. does not legally require specific details in business email signatures. However, including the following information helps maintain a professional appearance:

Essential elements:

• Full name of the sender
• Job title or position
• Company name
• Contact information (phone number, email address)
• Company website

Optional elements:

• Office address
• Social media links
• Notes about company holidays or events
• Disclaimers for confidentiality or liability

Advertising within an email signature is generally discouraged. Including optional details can enhance clarity and professionalism but is not legally mandated.

Personal signatures

There is also no legal obligation for personal emails, but a signature can be useful – for example, to provide alternative contact options or to reference your own projects.

Typical information includes:

• First and last name
• Phone or mobile number
• Email address
• Personal website
• Social media profiles

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Extra elements such as quotes or emojis are best used only when appropriate and in moderation.

How should an email signature look?

The design of the email signature affects how professional it appears. A clear structure and subtle formatting are essential.

Recommendations for a good design

• Paragraphs or vertical lines visually separate information
• Maximum of two fonts
• Use company colors only subtly
• White spaces for better readability
• Optional: Image or logo (use sparingly)

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Formatting tips

• Bold for name or position
• Smaller font for legal information
• HTML or Rich Text format instead of Plain Text (but test compatibility)

Avoid overly playful designs—they appear unprofessional and make readability difficult, as shown in the following example.

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Optional design elements

• Company logo
• Sender’s photo
• Company slogan or tagline
• Notices of company holidays
• Links to social media

Make sure images are embedded correctly and the data load remains low.

Email signature templates for various professions

Use these templates to quickly create your email signature. Simply copy the examples for business use and tailor them to your needs.

Template 1: Marketing / Sales

Template 2: Medical Practice

Template 3: Real Estate Agents