Appearances matter to a lot of people because most people process visual information better than they do verbal information. When you’re sending mostly text-based emails it is almost a given that you’ll need to sign them with a professional email signature rather than as an option.

Professional sign-offs are incredibly effective branding tools as well. 82% of marketers use email signatures to increase brand awareness, brand value and reputation, according to a recent report.

In addition, a signature that includes links and other contact information can drive traffic to your website and generate leads.

Approximately 40 emails are sent by an average office staffer every day. Every single day, you will have at least 40 opportunities to market yourself and your business in those individual emails you send.

There are a lot of people who treat their email signatures as an afterthought, which makes for a real lost opportunity for them.

In those signatures, you will have the chance to make it clear who you are. Make it easy for people to reach you, and give people a place to go in order to find out more. Either about you, your business, or something you’re working on.

If you’re just putting your name and a couple of points of contact information in your signature. You’re not taking full advantage of the chance to connect and engage with the people you’re sending emails to.

What Is A Professional Email Signature?

The email signature is a text block that’s customized and can include branding and contact information that is at the bottom of a message. Email signatures generally have many purposes and allow high customization to suit the needs of the recipient.

  1. Maintaining a high level of professionalism.
  2. Creating brand awareness and brand loyalty.
  3. The creation of new leads. 
  4. Creating traffic to your website and social media channels.
  5. Establishing a positive association between your business and yourself will help you maximize the potential of your business.

Although the subject line of an email makes up an essential part of a professional email it also affects opening rates. A professionally written signature makes a big difference to how your reader views your email and how much success you will have. 

Why Do You Need a Professional Email Signature?

The process of creating a signature for your emails only takes a few minutes. But the advantages of using it in every email that you send are many.

Let’s dig a little deeper into each of these benefits.

Professionalism Displayed

The first time you contact someone, they don’t have any clue who or what you are, nor do they know whether you’re trustworthy.

Alternatively, if you also include a business card in your email, then it can be a sign that you are a real person.

You can use it to show that you are an established entrepreneur or that you are running a legitimate business with many customers and followers.

When you include your contact details, website, and social media links in an email, you are much more likely to get a response.

Contacting Directly

You can also take the relationship with the recipient to a new level by providing them with your contact information. Then, you can do your part to establish trust and convert a lead to a customer or even an engaged business partner.

CTA banners or social proof can be used to accomplish this. Nevertheless, let me elaborate later on. After building a good foundation of trust with the lead you can then proceed to do what you need to do in order to convert that lead into a customer. Or business partner that will be engaged with you in the future.

Enhancing Brand Recognition

The constant exposure to your logo and brand colors in your emails helps build strong associations with it. In any event, the quality of the associations will depend on the other outreach efforts you are making.

Such as providing useful, timely, and sometimes entertaining information in order to create positive interactions with your brand.

In your email signature marketing efforts, you should consider both form and function.

How To Create A Professional Email Signature

An email signature can be a great help to a company, as we’ve been discussing in the past few paragraphs. However, how do you actually create a truly professional signature?

Professional Email Signature Styles

In order to understand how to craft effective signature blocks for businesses, let’s first take a look at some key trends.

Easy To Use, Neat Design

If you are using a professional account or a custom business account. The part of an email that contains your signature can be fully customized. It’s important that you don’t add too many features at one time when you are adding a new feature.

The combination of static and animated images, a variety of colors, and an excessive number of elements. Can make the viewer feel overwhelmed and uncomfortable.

Although you should experiment, make sure it’s based on the unique nature of your brand and the nature of your business.

You can create quirky and joyful animations or designs if you work in the creative industry, for example.

When you take those factors into consideration, a combination of modesty and some general rules can help you strike the perfect balance. Here are a few tips :

Using Serif Fonts

Fonts in the serif family are popular and offer a wide range of options. Times New Roman, Garamond, Georgia, Caledonia, Didot, and Baskerville are examples.

The font type you choose should align with your logo and brand and display properly across multiple devices so you can opt for a different font type. In order to use an email signature effectively as a marketing tool, you need to be consistent.

Colors With A Low Saturation

A unified color scheme can be calming, making it an excellent choice for your design. Unbelievably, people are more likely to click on a lackluster color than a vivid one if you are using it on your call-to-action button. 

The reasons for this consist of two parts. First, people are 80% more likely to read something that’s printed in color.

On the other hand, there is so much information that is one-sided and brightly colored. That muted colors are more likely to stand out and draw the attention of the viewer.

You should also make sure that you use the colors of your brand. If you don’t know how to choose the right color scheme for your business. You can always use a palette generator or consult a professional designer.

Decorative Shapes

Email signatures are made up of simple shapes such as squares, circles, and rectangles, as they are becoming a major design trend.

Their simplicity and orderliness support the minimalism and functionality of signatures. In addition to adding style to your banners, geometric shapes can also draw your audience’s attention to important details.

Flat Icons

In order for social icons to entice people to take action. The buttons should be easily recognizable so as to encourage them to do so.

Use flat icons that add to the contact information, rather than taking the focus away from your call to action.

An HTML Signature

When it comes to email marketing, HTML signatures are invaluable. The HTML code allows each part to be clickable, so the readers can go directly to the part they want.

It allows for Images to be displayed in different sizes, colors, and shapes; lines can be added.

HTML signature blocks have the advantage of having the right ratio of text to the image. By using this ratio, you make your signature less likely to be intercepted by spam filters.

Clearly Defined Brand Identity

You can customize your business signature to perfectly reflect your personality and values if you are a business owner. At the same time, employees working for the same company also have to align themselves with the brand of the company brand recognition depends on this. Every employee’s signature should have the same font, color, and design to maintain consistency and professionalism.

A few unique elements, such as a person’s name and photo, will remain in the block. However, the main design elements should reflect the oneness across an organization or department.

Signatures Based On Segmentation

It’s important to update the email signatures to align with the company’s brand. But segmentation plays a crucial role as well. If you’re talking about signatures within a marketing campaign, stage within a sales funnel, or department within your company. Then you should include different signatures.

In addition to CTAs and links, there are also demos, banners, and other elements that are tailored for different needs.

You can also use different signatures when sending internal and external emails, or when converting leads into followers and customers.

Automating Your Banner Campaign

As a result of increased campaign automation, signature banner campaigns have been on the rise in 2022.

Marketers can use signature generation software to update banners across multiple signatures from a centralized dashboard, set campaign dates and times, and track analytics.

Basically, the signature banners in your email can now serve as ads. You can track their performance easily with the help of click tracking tools.

Analytical Monitoring

Keeping your business sign-off procedures according to your needs will enable you to improve performance across all aspects of your business.

As a result, it should be no surprise that tracking analytics can help you make informed decisions about your brand’s design and functionality.

The emails sent by a campaign allow for tracking with email software like Mailvio, as you can with other crucial parts of your email campaigns. Use the read rate to test different signatures and see how they perform.

Elements Of A Professional Email Signature

Despite the fact that trends influence how you should create an email signature. There are elements that can be combined to create an email signature that is both well-crafted and professional. Let us take a look at some of them in this article.

First And Last Names

In order to create a professional signature, you should begin with your first and last name. Providing the recipient with this information allows for serious communication.

Job Title And Department

Include your affiliation information after you identify yourself, so it’s clear what position you hold within the company. The name of the organization, and even the title of your department, as well as your job title.

Secondary Contact Data

The method of direct communication may require certain conversations, such as a phone call or direct email. When this occurs, it becomes necessary for more information to be provided.

If you are not comfortable providing a direct line at first, you can provide your personal e-mail address or a link to your website.

Disclaimer or Legal Requirements For Industry

You may need to include some things in your email signature depending on your industry. To protect confidential information contained in their emails, companies in the financial, insurance, and legal sectors must follow strict guidelines.

When there are legal requirements, it’s highly likely that you will also find examples of the exact language. That you can use as the final sign-off if there are any.

Image or Brand Design

In order to add a personal touch to your email signature, images are the best way to go. You can use a professional photo in exchange for a more natural feeling of communication, for example.

It is also possible to increase brand awareness by including your company’s logo as an alternative.

Linked Social Media Symbols

Links to social media icons allow recipients to discover more about you and your business. If you decide to take advantage of this type of promotion.

It may mean increasing your number of contacts across social networks, as well as increasing your impact. As icons are 80% more visible than text links, selecting the most prominent sites can help you gain more conversions.

Call to Action

Emails are one of the best marketing tools, so adding a call to action to your signature makes sense. In order for this to not look like another sales pitch. Keep it brief and simple, and align it with the style of your email.

These CTAs are going to be of great use to you because you can frequently update them according to your objectives. Also, it makes it seem a little bit like a postscript your readers might find useful.


Business email signatures are an excellent tool for increasing brand awareness through email correspondence. The closing of your emails will most likely be the fondest memory of your interactions.

Therefore, the signature that you sign off should contain important elements such as your personal name, your contact information, and information about your company. 

As email marketing advances, it makes sense to include a call-to-action to entice your subscribers to interact with you and your brand further. In addition to these elements and customizations, you can experiment with many more for more complex campaigns. When you have finished adding your signature use Mailvio to automate the sending of your emails. 

Neil Napier

Neil Napier is the co-founder of Mailvio. Neil started his entrepreneurial journey in 2012 out of necessity to keep his visa in the UK, when he failed to keep his visa he moved to Finland and started his career as a serial entrepreneur and super affiliate. With over $10 million USD in revenue generated, he is a sought-after expert entrepreneur, copywriter & product creator.

1 Comment

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