What Should You Include In A Professional Email Signature?

An office worker sending emailAn email signature is an often overlooked area where professionals can let other people learn more about themselves, their business and their contact information.

Some of us simply sign our name at the bottom of emails we send out, while others only include a phone number.

The good news is that most email providers allow users to create a permanent email signature, which means that you can set it, and forget it, without having to input the same information with each email.

What to include in this space?

Read on to find out.

Contact Information

When you send an outgoing email, the recipient does have the option of emailing you back, but what if they want to ask you a question over the phone, or simply find out more about your company?

Also, as email is not 100% reliable, it gives the recipient another way of contacting you should their response never reach you.

Every single email signature should have the following contact information:

  1. Email
  2. Office Phone Number
  3. Mobile Number

Company Information

If you send a marketing email to a potential client without including information about your company, that leaves them with no way of learning more about you.

Include a website link, as well as links to your social media accounts such as LinkedIn, Facebook or Instagram (these may different depending on your position and industry).

This way, the email recipients just need to click on a link to read about your offerings, or check your CV on your LinkedIn page.


When you include a wealth of information in an email signature, you must consider how you format it, otherwise it will look messy and be hard to read.

You should always state your name at the top, preferably in a font size larger than all the other text.

Then, you can change the sizes and colours of the other content to make the details easy to read and pleasing to the eye.

Your Google Calendar

This is a great option for professionals who have a lot of meetings with clients and colleagues.

Instead of emailing back and forth to find a suitable date and time for all the parties involved, include a link to your Google calendar right in your email signature, which allows the recipients to schedule the perfect meeting time without the extra hassle!

Thanks again

Mark Williams

Head of Training and Development

MTD Training   

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Updated on: 9 January, 2017

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