How To Write a Professional Email Signature

Using an email signature is a great way to show professionalism in your correspondences and to also leave your recipients with the best ways to contact you. Email signatures are placed at the bottom of each mail and typically contain basic contact information about the sender such as their name, position, email address, and phone number. However, instead of showing simple lines of text,  there is much more you can do to make your email signature stand out and to convey your professionalism to your recipients. 

The Importance of a Professional Email Signature and How to Make One:

Having an organized, professional email signature can be important when communicating with clients. If you are in a business where your primary form of communication with customers is done through email, many customers’ first impressions of your business may be influenced by how professional your email signature is. A professional email signature should accomplish three things: it should create trust with the recipient, it is visually appealing, and it provides a unique value. 

A good email signature will always include some basics like the sender’s name, position, phone number, email address, and company website. But to make signatures truly professional, there are five components you should ensure you have:

Personal and business info (Name and position)
Contact information (Phone number, email address, website)
Company logo or headshot 
Social media icons with hyperlinks to pages

Include  these components but you have to make sure you have only the necessary content without overdoing it. If you have multiple emails and phone numbers, do not list them all. Two phone numbers can be listed if you have separate work and cell phone numbers for example. However only one email should be used to avoid confusing recipients, and it should match the email account  which is sending the email. By only including the necessities, it helps prevent miscommunications and provides a clear reminder of the ways you can be contacted.

A professional email signature helps establish trust with the customer and helps to establish a professional brand image. Check out Covenant Design’s custom professional email signature below!


About Us

Experienced Web Development from Des Moines, Iowa.

We do Drupal or Wordpress websites great and small – tailored to fit your needs. Reach out to us so we can begin. Our clients are in Des Moines, Iowa and across the world. If you have a large scale custom web project, we can be the reliable web partner to make those dreams a reality. But, if you need a simple brochure site or an e-commerce platform for your business, we can come alongside and make that happen too.