Every day, the average office worker receives upwards of 121 emails. That’s a whooole lot of people up in your inbox. Chances are, you’re sending quite a few emails yourself each day, and every email you send is an opportunity to promote yourself and your business. It’s important to have a well-written, informative, and professional email signature to increase your chances of getting a response.
What your professional email signature should include
If you’re using a corporate email address, your company or team might have a standard email signature format for you to follow. If there’s no protocol or you’re setting a signature for your personal email, here are some rules to follow.
Your name. Including your preferred name is the most vital ingredient in your email signature. If your name is Kathleen but you only go by Kate, use Kate in your signature.
Title and company name. If you’re self-employed, your title might read Tech ethicist or Writer/editor . If you don’t have a name for your business, no problem.
Link to the company website or your personal portfolio. Hyperlink the company name in your signature or provide a link to your personal portfolio.
Headshot or logo. This is optional, but your signature is a good chance to show off your professional headshot or showcase your personal or company logo alongside your contact information.
Phone number. Include a phone number only if you actually answer your phone calls—your mobile and/or work numbers are best (label each).
Social media profiles . Link to active company accounts or to your personal social accounts only if they’re relevant to your work. (Your LinkedIn profile is usually best.) When linking your personal social profiles, make sure you’ve gone through them with a fine-toothed comb. You don’t want your clients finding your old college partying pictures.
Preferred pronouns. Including your preferred pronouns (she/her/hers, they/them/theirs, etc.) will help avoid any confusion or blunders.
A motivational quote. If you go this route, stick to a short (SHORT!), positive, and professional quote .
A recent award or publication. Underneath your signature, you can include a clickable link to a recent article or project that you worked on.
5 examples of professional email signatures
Content Strategist | Brown Company
555.901.3456 | firstname.lastname@example.org
Find me on Twitter @isabellatuc
Celina Wu, Project Manager at XYZ
“Seize the day” | celinawu.com
Graphic Designer, Firm 123
CEO of Agency T
Learn why Agency T was voted “Best Agency in LA” in 2020