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  1. Blog
  2. Culture & Professionalism
  3. March 3, 2020

Your Guide to a Professional Email Signature (with Examples)

Don’t treat it like an afterthought

Your Guide to a Professional Email Signature (with Examples)
Photo courtesy of Marta Filipczyk

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.

Read more:How to Write an Email Like the Professional You Are

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.

Optional add-ons

  • 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

Sally Jones
Content Strategist | Brown Company
555.901.3456 | sally.jones@browncompany.com

Isabella Tuccia
Software Developer
Find me on Twitter @isabellatuc

Celina Wu, Project Manager at XYZ
555.456.9834
“Seize the day” | celinawu.com

Gabrielle Jefferson
Graphic Designer, Firm 123
555.534.7385
they/them/theirs

Stephanie Jacobson
CEO of Agency T
555.959.3845
Learn why Agency T was voted “Best Agency in LA” in 2020

Time to actually send that email? Here are some resources

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Photo of Cara Hutto

Cara Hutto

Contributor

Cara Hutto is a freelance writer and the former assistant editor at InHerSight. Her writing primarily focuses on workplace rights, job searching, culture, and food, and she holds a bachelor’s degree in media and journalism from the University of North Carolina-Chapel Hill.

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