Email Signature Best Practices

A professional email signature serves as your digital business card. It provides recipients with your contact information and reinforces your professional brand.

What to Include

• Full Name: How you want to be addressed professionally
• Job Title: Your role at the company
• Company Name: Your organization
• Phone Number: Direct or main line
• Email: Professional email address
• Website: Company or personal professional site

What to Avoid

• Too many colors or fonts
• Large images that increase email size
• Inspirational quotes (unless appropriate for your industry)
• Personal contact information
• Excessive social media links

Installation Guide

Gmail

1. Go to Settings (gear icon) > See all settings
2. Scroll to "Signature" section
3. Create new signature and paste HTML
4. Click "Save Changes"

Outlook

1. File > Options > Mail > Signatures
2. Create new signature
3. Paste HTML in the editor
4. Set as default and save