7 Tips for Creating the Perfect Professional Email Signature

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7 Tips for Creating the Perfect Professional Email Signature

Every professional should learn how to send professional emails – and not simply to advance their careers. It might be difficult, particularly when dealing with harsh, angry, or even trollish individuals, but isn’t it an honorable thing to be proud of the emails you send?

We’ve written extensively on emailing like a pro, but one item that is sometimes forgotten is the email signature. Many individuals don’t have one, and those that do are wasting their potential. Furthermore, if you suffer from email anxiety, a signature might mean one less item to think about every email.

Are you considering creating a signature for yourself? Here’s what you need know to make the most of it.

1. Use the Right Delimiter

A delimiter is a character sequence that marks the end of one item and the beginning of another. In layman’s words, it’s the text that says “my email finishes here, my signature begins here.” If a signature is found, most contemporary email clients will split it from the email body.

(email body)
(email signature)

You must use a delimiter that the email client understands for this. Fortunately, most current email applications follow an acknowledged standard: two ordinary dashes followed by a spacing character (–– ).This delimiter should be placed on its own line before the signature.

2. Keep It Simple

When it comes to email signatures, like with most things writing-related, less is more. Only the most important components should be included, which implies excluding anything else that may or may not be beneficial. The more clutter you have, the less likely it is that your receiver will read it.

So what should you definitely include?

  • Name
  • Title
  • Company
  • Phone number
  • Email address

You may also wish to provide a postal address, depending on your profession and position, but this may be too much. If you still use fax machines, provide a fax number. Any other information is unimportant. You may include more if you can justify it.

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What about social media accounts, is the main issue. If you really must include them, limit yourself to one or two. LinkedIn, Facebook, and Twitter are the top three choices. Choose the two that you utilize the most. Anything more than that risks becoming cluttered.

3. Keep It Short

If you follow the suggestion to make it simple, it shouldn’t be difficult to keep it brief – but it’s easy to let your guard down and wind up with a large signature, even if it doesn’t say anything. Condensate everything as much as possible.

The general guideline is that stretching horizontally is preferable than stretching vertically. Make an effort to limit everything to four lines or fewer. If you go over, your signature will seem overly fat, and receivers will be less inclined to bother reading it.

Title at Company
me@email.com| Tel: (###) ###-#### | Fax: (###) ###-####

Don’t be scared to mix and match items on the same line. The pipe character(|) is often used to split numerous elements, but you may use something similar if you like, such as the middot character()or the emdash character(—).

4. Keep It Subtle

This is where things may become complicated. Too many individuals who utilize email signatures strive much too hard to make their signatures stand out like sore fingers. After all, you want the receiver to notice you and look at your profiles, don’t you?

The issue is that your email signature should not be what sets you out from the crowd. The email body, on the other hand, is where you persuade the receiver that you’re worth their time. If your email body has done its job, the receiver will look for your signature, regardless of how boring or forgettable it is.


Your signature should just be there to let people know how to contact you. Keep it understated. Keep the visuals to a minimal and avoid using showy colors or aggressive formatting. A noisy signature may even turn away a receiver who has been persuaded by the email content.

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5. Use Multiple Signatures

Consider using several signatures if your email program supports them. During the holiday season, for example, you may put up a seasonal signature with a “Merry Christmas!” greeting. You might also use separate signatures for written emails and answers.


After all, if you’re responding to someone’s email, they usually already know who you are, so most of the standard information in an email signature becomes superfluous. A signature for answers might be reduced in size and solely used for decoration (to make your email feel professional).

Just make sure you don’t go overboard with this!

6. Be Wary of HTML & vCards

Emails may be sent in two formats: plain text or HTML. Plain text is fantastic since it can be read by any email client, but it lacks text formatting, hyperlinking, and other features. HTML is useful because of what it can achieve, but it is possible that certain email clients may not display your messages correctly.


There are also vCards, which are essentially electronic business cards. They’re valuable in principle, but not so much in reality since few people are interested in them. In reality, most individuals have no idea what they are. Furthermore, your signature should include all of your pertinent information, rendering vCards obsolete.

I’m not saying you can’t use HTML or vCards, but there are certain drawbacks to consider. It all boils down to who you’re contacting and if you’re alright with the occasional irritated receiver. Personally, I believe that conventional business cards should be used.

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7. Test With Multiple Email Clients

Once you’ve completed your email signature, there’s one more thing you should do: send an email to yourself and verify how your signature appears in as many various email clients as possible. You should at the very least check Outlook, Gmail, and a few mobile applications.


The last thing you want is an email signature that looks fantastic in your own email program but looks terrible in something like Gmail, which doesn’t often play well with HTML. Always double-check to ensure that everything is as intended.

Do You Use Email Signatures?

The issue with email is that it’s not going away anytime soon, so if you haven’t already, you should really consider these email efficiency strategies. Signatures aren’t the only method to simplify your life. Canned answers, for example, may save you a lot of time.

Just remember to use adequate email security measures to avoid getting a malware-infected machine or mistakenly giving away your life money to one of those famed Nigerian princes.

What are your thoughts on email signatures? Do you manage your accounts with them? What are your main annoyances when you view another person’s email signature? Please share your ideas in the comments section below!

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