5 Important Parts to a Great Email Signature

Customers, vendors, and associates judge your company not only by your content, but also the look of your email and corporate email signatures. You need to apply the same care to your email signature as you do with all of your other corporate communications.

Whether you want something simple or want to include loads of information, there are different ways to make your email signature look professional.

Use the following 5 standards to creating a great email signature that will impress all recipients.


Some people think that choosing a ‘wacky’ font is a great way to showcase their personality in an email signature. This is never a good idea as it makes a signature look amateurish at best.

You should always choose a font that closely matches the message body of an email. If, for example, your organization uses Verdana in the body of its emails, this should be the font you use in your email signature. In any case, choose a clean font that is easy to read such as Tahoma, Arial or Sans-Serif (no Comic-Sans!). Also, don’t make the font size bigger than 12 points to ensure easier visibility.


It’s surprising but just over 30% of professionals do not include their name in their email signature. Now, that’s not exactly very ‘professional’ to be honest!.

Every employee must have their first and last name appear at the top of their email signature without exception. The name that appears in the signature should be their proper name, not a nickname. If an employee so wishes, a middle name or initial can also be included in their signature.


An email signature should follow a certain order for it to look professional. We recommend using between four to seven lines for your signature. If you use any more than this, it will look cluttered and untidy.

The individual’s full name, with optional middle name, should appear first as the email is coming from them. Their job title or position should appear next, followed by the organization’s name.

After this, it’s really at your discretion. Good practice is to include at least a contact telephone number and email address to make it easier for recipients to get contact. You can then add additional content such as a physical address, web links, social media icons and legal disclaimer.


If you work for any company, you will most likely be promoting and advertising events, special offers and new products/initiatives. Your email signature is the perfect place to include this information.

Place link and banner adverts underneath the last part of the email signature so that every recipient who sees your corporate emails will know what your company is up to.


When it comes to formatting, a simple layout is always best. If you are using images and logos in your email signature, make sure that appropriate ALT-Text is used. If you aren’t using a dedicated email signature solution like Exclaimer Cloud, images and logos run the risk of appearing as attachments when you send a message to a recipient. Plain text signatures can be a better alternative in this scenario. Also, avoid using unique fonts, colors and graphics.


An email signature is an important part of any corporate email. It provides valuable information about the individual employee and is also representative of the organization as a whole. By using these simple steps, you can ensure that you create great email signatures that are professional and clean.

You can also learn more about how to get more from your email signatures by downloading a free copy of our official Email Signatures for Dummies guide. Here, you’ll learn how email signatures can become valuable marketing assets without making life difficult for your IT department.

How Exclaimer Can Help:

If you're looking for an easy way to design and manage professional email signatures across your whole organization, we're here to help. Find out more or start your free trial today!

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