5 important parts to a great email signature

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 email signature standards to create a professional-looking 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. 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 the Exclaimer Signature Manager range or Exclaimer Cloud – Signatures for Office 365, 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 your email signature is as clean and professional as possible.

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.