Email & deliverabilityPractical guide · updated for 2026
How to Create a Professional Email Signature
Keep it to your name, role, one contact method and a link, in plain text or a single small image. Long signatures with quotes and badges make messages heavier and harder to read.
Have this ready
- Your role and company details
- One link you want people to open
- Access to the mail client's signature settings
Step by step
- 1Decide the one action you want: a call, a reply or a booking.
- 2Write your name, role and company on separate short lines.
- 3Add one phone number and one link, and drop the rest.
- 4Use the same fonts as the message and a readable size, not a logo taller than three lines.
- 5Avoid background images, quotations and multiple social icons that bloat the message.
- 6Test it in a plain-text client and on a phone to confirm nothing breaks.
- 7Set the same signature on mobile and desktop so replies stay consistent.
Want it done with you?
I can walk you through it in a Magic Box, show you the exact clicks, or do it with you and keep the recording. You log in yourself; I never see your password.
Common questions
Should a signature include a logo?+
A small one is fine if it stays under a few lines. Large images increase spam risk and are often blocked.
Do signatures need a confidentiality notice?+
Usually not for ordinary business mail, and it adds no legal protection by itself. Follow your employer's policy if there is one.
How long should it be?+
Three to five lines. Anything longer competes with the message.