An effective email signature not only looks professional but also saves you time and serves as a valuable branding opportunity—even if you’re using a personal email address. But what should you include for the optimal email signoff? Below are some of the best email signature ideas. Use what’s useful to you, and feel free to disregard the rest.
1. Sign Off with Your Name
This one’s a no-brainer—you need to include your name in your email signature. Incorporating your signoff directly into your signature saves you time and sets the tone for your correspondence. Instead of typing “Kind Regards” or “Best Wishes” each time you send an email, include it in your signature. Here are some options to choose from:
- Sincerely,
- Respectfully,
- Cordially,
- Yours faithfully,
- Best regards,
- Thanks,
- Cheers,
- Best,
- Best wishes,
- Talk to you soon,
- Take care,
- Looking forward to hearing from you,
- Thank you for your time,
Select a signoff that matches your personal style and the tone of your email.
2. Include Your Title
Use your professional title or credentials. Your email signature is the perfect place to display them. This informs recipients about who you are and your expertise. Here are the most common ones:
- Dr.
- Mr.
- Mrs.
- Ms.
- Miss
Are you worth responding to? Are you someone I should be considering networking with? Your title or role is the perfect answer to questions like these. It’s also a great way to show people what kind of lifestyle you live. Consider titles like
- CEO
- Founder
- Director of Operations
- Artist
- Software Engineer
- Author
- Certified Financial Planner
- Licensed Real Estate Agent
- Master Electrician
- Personal Trainer
- Juggler
- Musician
- Coder
- Poet
- etc.
3. Company Name and Logo
If you own a company or represent one, including the company name, logo, and website, it is free advertising, but it also lends authority and legitimacy to your emails. Readers are more likely to trust you, especially if they recognize the company.
4. Your Email Address
Including your email address in your signature might seem redundant, but it can be beneficial. Emails are often forwarded, CC’d, and BCC’d and your message may reach people who don’t have your contact information readily available. By including your email address, you ensure that anyone who needs to get in touch can do so easily. You never know—you might miss out on a valuable connection or opportunity simply because someone couldn’t find your contact details.
Could you use a different email address in your signature? Something like [email protected], where people can get more info or contact a salesperson, for example.
- Type your email address.
- Highlight it and click “insert link.”
- In the URL or link field, type “mailto:[email protected]” (use your email address.)
5. Your Phone Number
Providing a phone number offers an additional avenue for recipients to reach you. This can be especially important for time-sensitive matters or for those who prefer direct communication. Consider including:
- Mobile number.
- Office number.
- Extension number.
- WhatsApp or other messaging app contact.
Be mindful about sharing personal numbers. If security or privacy are issues, consider using a business line or a virtual phone number.
Make your phone number a clickable link:
- Type your phone number.
- Highlight the number and click “insert link.”
- In the URL or link field, type “tel: 123456789” (use your number.)
6. Your Website
If you have a personal or business website, make sure to include it in your email signature. Instead of simply writing out the URL (e.g., https://example.com), create a hyperlink with descriptive anchor text like “Visit Our Website” or “Learn More About My Services.” This makes it more engaging and encourages recipients to click through.
Even if you’re just starting off and your website isn’t so impressive yet, don’t forget to fake it till you make it!
7. Social Media Icons
Social media icons in your email signature will help you grow your online presence and encourage your audience to follow or stay engaged with your posts there. If you’re active on LinkedIn, X, Instagram, Facebook, or other networks, add small icons in your signature that link directly to your profiles. This strengthens your personal brand – who doesn’t have their socials all over their content nowadays?
Here’s how:
- Download the logos of your favorite social media apps.
- Insert them as a picture into your email signature.
- Click on the picture, then “add link.”
- Enter the URL for your social media profile.
8. Tagline or Call to Action
Your email signature is valuable real estate for promoting something important to you—whether it’s a new book, a course you’ve created, a podcast, or a newsletter. Including a compelling tagline or call to action can drive engagement, conversions, and sales!
Examples:
- “Turn any hobby into a new business venture with my step-by-step guide.”
- “Join our exclusive community for business owners and meet people worth knowing.”
- “Subscribe for weekly tips on productivity and wealth-building.”
- “Check out my latest podcast episode on optimizing your daily routine.”
The key is to highlight the value you offer, rather than simply promoting a discount or sale. Craft a message that will speak to your audience and make them want to take action.
9. Professional Headshot
Including a small, professional photo can make your emails more personal and help recipients put a face to the name. This can be especially useful in networking or sales contexts where building a personal connection is essential.
10. Legal Disclaimer
Legal disclaimers aren’t usually necessary in your email signature. However, if you offer products in fields like finance, law, and healthcare, they may be a good idea. Consult with a lawyer for advice to determine what you should include.
11. Office Hours or Time Zone
Let people know when you’re available by including your office hours in your email signature. This is especially useful if you work with people in multiple time zones or as a part of a multinational company. It sets expectations for when they should receive a response.
12. Inspirational Quote
It’s really easy to overdo this, and some readers may find it hokey, but finding the right quote may motivate your recipient to respond in your preferred way.
Example:
- “Success is not final; failure is not fatal: It is the courage to continue that counts.” — Winston Churchill
13. Awards and Certifications
Highlighting any awards, certifications, or memberships in professional organizations can add credibility. For example:
- “Certified Public Accountant”
- “Forbes 30 Under 30 Honoree”
- “Member, National Speakers Association”
14. Alternate Contact Methods
There are hundreds of alternative ways people can reach out to you, including whatever apps you use most:
- Skype ID
- Telegram username
- WeChat ID
15. QR Code
For a modern touch, you could include a QR code linking to your digital business card, portfolio, or special offer. This provides a quick and easy way for recipients to access more information about you or your services.
Don’t know how to generate your own QR code? Use the QR code creators below for free.
Always Be Branding
Your email signature is more than just a signoff—it’s an extension of your personal or professional brand and the last chance you get to make an impression. By including well-thought-out signature ideas, you enhance your credibility, drive engagement, and boost your credibility. Tailor your signature to reflect who you are and what you offer. Don’t waste this opportunity to communicate your message to your readers.
Here’s my signature:
Speak soon!
Greg
Face Dragons Founder
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Meet Gregory, a writer and the brains behind Face Dragons. He's the go-to guy for getting things done.
Gregory's been living the digital nomad life in Asia for as long as anyone can remember, helping clients smash their goals. He writes on topics like software, personal knowledge management (PKM), and personal development. When he's not writing, you'll catch him at the local MMA gym, nose buried in a book, or just chilling with the family.