Learn how to create a standout professional email signature that reflects your professionalism and leaves a lasting impression. Learn more here!
Main / Blog

Professional Email Signature: How To Make a Professional Email Signature

Your email signature is more than just a sign-off at the end of your messages. It's an opportunity to showcase your professionalism and make a lasting impression on your recipients. In this comprehensive guide, we will walk you through the steps of creating a professional email signature that reflects your brand and enhances your professional image. From choosing the right elements to optimizing for mobile devices, we'll cover everything you need to know to make your email signature stand out from the crowd.

What Is a Professional Email Signature?

A professional email signature is a personalized block of information that is added at the end of an email. It typically includes the sender's name, job title, company name, contact details, and sometimes a logo or other branding elements. The purpose of a professional email signature is to provide recipients with important information about the sender and their organization, while also conveying a sense of professionalism and credibility. It serves as a digital business card, helping to establish a professional image and make a lasting impression on the recipients of the email.

Why Should I Use a Professional Email Signature?

Using a professional email signature offers several benefits. Firstly, it enhances your professional image and credibility, as it provides recipients with important contact information and showcases your affiliation with a specific organization.

Secondly, it helps to establish consistency in your communications, as your signature can include key details such as your name, job title, and company logo. This consistency reinforces your brand identity and makes it easier for recipients to recognize and remember you.

Lastly, a professional email signature can also serve as a marketing tool, as you can include links to your website, social media profiles, or promotional offers, allowing you to drive traffic and generate leads. Overall, a professional email signature is a simple yet effective way to make a positive and memorable impression in your email communications.

How To Create a Professional Email Signature

To create a professional email signature using Artlogo.co services, follow these step-by-step instructions:

  1. Visit Artlogo and sign up for an account if you haven't already.
  2. Once logged in, navigate to the email signature creation tool.
  3. Choose a template that aligns with your desired style and branding. Artlogo offers a wide range of professionally designed templates to choose from.
  4. Customize the template by adding your personal information. This typically includes your name, job title, company name, phone number, email address, and website URL. You can also include additional details such as social media links or a company logo.
  5. Customize the design elements of your email signature. Artlogo provides options to change fonts, colors, and layout to match your brand's visual identity.
  6. Preview your email signature to ensure it looks professional and visually appealing.
  7. Once you are satisfied with the design, save your email signature.
  8. Follow the provided instructions to install your email signature in your email client. Artlogo provides detailed instructions for popular email clients like Gmail, Outlook, and Apple Mail.
  9. Test your email signature by sending a test email to yourself or a colleague to ensure it displays correctly and all the links are working.
  10. Congratulations! You have successfully created and installed your professional email signature using Artlogo. Enjoy the benefits of a polished and impactful email signature in your professional communications.

What Information Should Be Included In a Professional Email Signature?

A professional email signature should include essential information to create a positive and informative impression. Here are some key elements to consider, including:

Full Name

Include your first and last name, ensuring it is the same as the name you use in your professional communications.

Title and Company

Specify your job title or role within your organization, along with the name of the company or institution you represent. This helps establish credibility and provides context to the recipient.

Contact Information

Include your direct contact details, such as your phone number and professional email address. This allows recipients to easily reach out to you using their preferred method of communication.

Professional Website

If applicable, include a link to your professional website or portfolio. This allows recipients to learn more about your expertise and achievements.

Social Media Profiles

If relevant to your professional work, include links to your social media profiles, such as LinkedIn or Twitter. This allows recipients to connect with you on other platforms and stay updated on your professional activities.


Consider adding your company's logo or a professional headshot to enhance brand recognition and establish a personal connection.

Legal Disclaimers

Depending on your industry or company policy, you may need to include specific legal disclaimers or confidentiality statements. Make sure that the legal department of your organization has approved of these.

QR Code

Include a QR code that links to relevant information or resources, such as your QR code business card, website, or online portfolio. This provides recipients with a convenient way to access additional information using their mobile devices.

Optional Additional Information

Depending on the nature of your communication, you may include other relevant information, such as your mailing address, office location, or professional certifications.

Should I Use a Signature Generator For My Professional Email Signature?

Using a signature generator like Artlogo can be a convenient and efficient way to create your professional email signature. With Artlogo's signature generator, you have access to a wide range of professionally designed templates and customization options to match your branding and personal style. The generator simplifies the process by providing a user-friendly interface where you can easily input your information, customize the design elements, and preview the final result. Additionally, Artlogo offers detailed instructions on how to install your email signature in popular email clients, ensuring seamless integration. By utilizing a signature generator like Artlogo you can save time and effort while still achieving a polished and professional email signature that leaves a lasting impression.

Learn how to create a standout professional email signature that reflects your professionalism and leaves a lasting impression. Learn more here!

Are There Any Best Practices For Designing a Professional Email Signature?

Keep it simple and uncluttered: Your email signature should be clean and easy to read. Avoid using excessive colors, fonts, or images that can distract from the important information.

Include your full name: Start by including your full name in the email signature. This helps recipients easily identify who the email is from and promotes a sense of professionalism.

Position and format your contact details: Below your name, include relevant contact details such as your job title, company name, phone number, and professional social media links (if applicable). Use a consistent format and layout to make it visually consistent and easy to find.

Use a professional photo (optional): Adding a professional headshot can provide a personal touch to your email signature. If you choose to include a photo, ensure it's clear, well-lit, and aligns with your professional image.

Create a clickable email address and website URL: Hyperlink your email address and website URL in the signature. This allows recipients to easily reach out to you or visit your website with just a click.

Add relevant legal disclaimers (if needed): Depending on your industry or company requirements, you may need to include legal disclaimers in your email signature. Ensure these disclaimers are concise and comply with any necessary regulations.

Optimize for mobile devices: With the increasing use of smartphones and tablets, your email signature must be mobile-friendly. Keep the design responsive, ensure text is legible, and prevent any elements from overlapping or becoming distorted on smaller screens.

Test and review: Before finalizing your email signature, thoroughly test it across different email clients and devices. This ensures that it renders correctly and looks professional regardless of the platform being used.

What Are Some Good Examples Of Professional Email Signatures?

  1. Professional Email Signature Example for the Technology Industry: John Smith Software Engineer | ABC Tech Phone: (123) 456-7890 | Email: johnsmith@example.com Website: www.abc-tech-company.com | LinkedIn: linkedin.com/in/ johnsmith
  2. Professional Email Signature Example for the Marketing Industry: Jane Doe Marketing Manager | XYZ Marketing Agency Phone: (987) 654-3210 | Email: janedoe@example.com Website: www.xyzabcmarketing-company.com | Twitter: twitter.com/ janedoe
  3. Professional Email Signature Example for the Healthcare Industry: Dr. Sarah Johnson, MD Cardiologist | Heart Health Clinic Phone: (555) 123-4567 | Email: drsarahjohnson@example.com Website: www.hearthealthclinic-company.com | LinkedIn: linkedin.com/in/ drsarahjohnsonmd

Note: These examples are for illustrative purposes and can be customized further based on individual preferences and specific industry requirements.

Is It Appropriate To Include Promotional Messages or Quotes In My Professional Email Signature?

Including promotional messages or quotes in your professional email signature can be a matter of personal preference and the nature of your industry. While it can add a touch of personality or showcase your current promotions, it's important to exercise caution and ensure that the content aligns with your professional image. If you choose to include promotional messages or quotes, keep them concise, relevant, and non-controversial. Remember that your email signature primarily serves as a means of providing essential contact information and establishing credibility, so it's crucial to strike a balance between professionalism and any additional content you choose to include.


In conclusion, creating a professional email signature is a simple yet effective way to enhance your professional image, establish credibility, and make a lasting impression on your recipients. By including essential information such as your name, job title, company details, and contact information, you provide recipients with the necessary means to connect with you easily. Additionally, incorporating elements like a logo or social media links can further reinforce your brand and expand your online presence. The key is to ensure that your email signature reflects your professionalism and aligns with your industry standards. So, take the time to craft a well-designed and informative email signature, and watch as it elevates your email communications to a new level of professionalism.

Final Thoughts

Make a lasting impact in the business world with Artlogo's exclusive signature designs. Our team of skilled professionals will create personalized handwritten signatures, logos, and QR code business cards that reflect your unique style and industry. Elevate your professional image and leave a lasting impression with our commitment to precision and quality. Discover the Artlogo advantage and showcase your professionalism like never before.


  1. https://www.homesandgardens.com/interior-design/what-colors-cause-anxiety
  2. https://www.linkedin.com/pulse/why-i-put-my-photo-email-signature-chevannes-emba-mcim-
  3. https://www.indeed.com/career-advice/career-development/professionalism-image

Get a multipurpose signature logo to represent you

Related Posts

500+ Reviews on Trustpilot

Every person signs a large number of documents, send thousands of emails or active in social media during their lifetime. Artlogo's mission is to create your eye-catching signature that makes You and Your name unqiue and helps you stand out.

What do our clients say about Artlogo

Leave a comment