How to Make the Best Out of Your Email Signature

Email Signature

Did you know that business users send and receive 110 emails on average per day? According to a study by The Radicati Group, it may increase to approximately 125 emails per day in 2018. Imagine the time and effort to process through all those emails! Most of the first impressions occur via email exchange, where one can take time to craft the message. However, few people are maximising one of the most important aspect of their email–the email signature.

The best email signature should be simple yet professional. It should contain the right balance of information and aesthetics in just one glance. There are guides to create the optimal email signature, so here’s a rundown of the the 8 practical tips and some examples to give you some design ideas.

  1. Include All Essential Information
  2. Keep It Short and Simple
  3. Use Dividers
  4. Design for Mobile
  5. Add Social Media Icons
  6. Prepare a Short and Long Versions for your Signature
  7. Run Tests on Different Browsers and Email Clients
  8. Be Consistent


1. Include All Essential Information

  • An email signature should include the sender’s full name, job title, company name, and contact information
  • For contact numbers, keep in mind:
    • List the preferred phone number(s)
    • If you conduct business with people overseas, include an international prefix (e.g. +65 for Singapore, etc.)
    • Some individuals will include mobile and/or office number
  • To boost brand recognition, include an image of your company logo or a professional photo of the email author.
    • Having a face to a name is a simple but powerful way to create trust and build relationship.

Email Sig w Face

  • However, don’t create an email signature that’s all image. You would want your recipient to be able to click on the links or copy and paste from it.

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2. Keep It Short and Simple

Don’t include every possible ways to contact, just stick to the basics:

  • 3 to 5 lines is enough to show all the information needed about you and the company. You don’t have to include your email address because it is redundant.

5 Lines

  • When it comes to incorporating graphics, don’t go crazy on it and stick with just 1-2 design elements.
  • For colour palettes, avoid using too many colours so it doesn’t look distracting. A good rule of thumb when choosing colour palette is to use colours similar to your corporate colours. In this way, the design looks more cohesive and viewers are able to associate the colours to your brand.
  • Same with colour palettes, avoid using too many fonts so it’s less distracting to read. The trick here is to look for a simple typeface that has a few styles and weight elements and just mix it up.
  • If you are using images in your signature, make sure to optimise the image to ensure that it loads fast on different platforms.

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3. Use Dividers

When there’s a lot of information to cram in a small space, it’s important to use that space effectively. Dividers allow you to segment information and organize the content in a simple and neat way.

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4. Design for Mobile

Mobile Email Sig

There are several technical elements to consider when creating an email signature. One of them is to make it more mobile-responsive. Keep in mind that mobile devices are considerably smaller in size than desktops.

For images, you may want to keep the width 400px and below. Any higher, it will appear too large in your browser or email clients. Test your email signatures on your browsers and on mobile!

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5. Add Social Media Icons

Connect with us

Most of the brands nowadays have social media profiles. If you have one, you can include links to your social media profiles on your email signature. Not only will it build traffic to your web content, it ‘s another way for people to contact and follow you. And why is it better to use social media icons vs. hyperlinks? Neoman Studios says that it takes 150 microseconds for humans to process a symbol and another 100 microseconds understand it. To make the entire design more cohesive, your social media buttons should follow the corporate graphic elements.

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6. Prepare a Long and Short Version of Your Email Signature

Long & Short Version

It makes sense to prepare a long and short version of your email signature for email liaisons. The long version can be an HTML signature used for first-time contacts and including the elements mentioned in this article. A second version can be a shorter, plain text signature for replies in an ongoing conversation.


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7. Run Tests on Different Browsers and Email Clients


Before sending that email with your new signature, test it out on different email clients or browsers. Your HTML email signature may look perfect on Gmail, but it may not look as good on other email browsers. Your HTML email signature may also not display properly in different browsers or mail clients, showing the raw html codes instead.

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8. Be Consistent

So you’ve finally designed an effective email signature, now it’s time to let your employees adopt the signature. Ensure that email signatures are synonymous throughout departments and employees. This means that employees should not use their self-created signatures that are not in sync with the designed signature. Provide guidelines to make sure that your company is providing a consistent image.

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It’s not JUST an Email Signature

Email signatures may not be the main concern when building your business and professional identity. It is a simple yet powerful tool detailing important business information, while visually demonstrating your brand.

There are no hard and fast rules when designing your own email signatures, but try to keep it simple. To summarise the tips we have shared, make sure to keep colours, fonts and images simple and scalable and include the right information. For design ideas, you can try email signature generators such as HTMLSig to create effective email signatures.


Some of the Best Examples

Here are some of the best examples we have seen – simple and straight to the point. They have omitted details such as addresses and phone number as they converse more via emails. For your own signature, you can follow this style while adding more details as required.

Example 1 – Hootsuite

Sample 2 from HootSuite

Simple Design Showing:

  • Sign-off
  • Name
  • Title
  • Link to website

Don’t you like their sign-off? “Stay social“; something that runs with their software-as-a-service.

Example 2 – HubSpot

Sample 1 from HubSpot

Design Showing:

  • Sign-off
  • Name
  • Sender’s twitter account
  • Title
  • Company

Adding a face to your signature lets your customers feel, or know that they are conversing with a human being. Don’t you feel more at ease when you know the face of the person you are emailing with?

About Vodien

Established in 2002, Vodien is Singapore’s leading ICANN-accredited provider for managed email and web hosting solution. They offer industry-grade email hosting plan so you can have a personalized email address running from your own domain with other features like SpamGuard anti-virus protection, email archiving, encrypted connection hosted from exceptionally reliable servers and most of all, their customer staff is ready to assist you anytime of the day. If you want a reliable and personalized email hosting, feel free to contact their customer staff at or simply CLICK on the photo link below.




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