How to Create an Email Signature: A Detailed Guide

Table of Contents hide 1 Create a simple layout. 2 Use HTML to make your signature more attractive. 3 Include a logo....

Written by Niel Patel · 7 min read >
How to Create an Email Signature

So you want to create email signature. Or maybe you already have one and want to make it better. Or maybe you haven’t thought about it at all, but now that we’ve brought up the topic, this seems like something that should be on your mind! 

Regardless of where you are in the process, we’re here for you with a step-by-step guide to creating a signature that’s stylish and comfortable for your personal brand. Along the way, we’ll point out some common mistakes people make when they try to make their own signatures—and believe us: these mistakes happen all too often!

Create a simple layout.

Your professional email signature should be simple and easy to read. You want it to look good and convey the right message, but you also don’t want it to take up too much space or get in the way of your actual message. Use a font that’s easy on the eyes, like Calibri or Arial.

If you use a word processor for creating your signatures, make sure that all text will expand when copied into an email body; otherwise, it may appear as gibberish when sent through Gmail’s system.

It’s important that you keep the length of your signature short and sweet—if it’s too long, then some people might not bother reading it all! It’s also important that whatever information is included in there is relevant; if not everyone will find relevance in what they’re seeing (or worse still: they won’t even know who wrote this!), then why bother including those details?

In addition, an email signature maker is a great tool for making sure that your email signatures are consistent. By using the same format every time, you’ll be able to create a brand image and identity for yourself in people’s minds. This will help them remember who you are when they see your name in their inbox again—whether it’s tomorrow or ten years from now!

Use HTML to make your signature more attractive.

  • Use HTML to make your signature more attractive. If you’re comfortable working with code, use HTML to add boldly and italics, or underline text in your email signature.
  • Use a font size of 16-18. This will ensure that the most important words in your message stand out from the rest, which will help readers absorb information quickly and easily.
  • Choose a font that is easy to read on mobile devices as well as desktop computers. This can be challenging, but there are some good options out there for making sure that people can still see what you wrote when they open up their inboxes on their phones or tablets (and vice versa).
  • Make sure the font is easy for people reading in their email client too! Some fonts may look great at first glance but cause problems when viewed by others who don’t have special tools installed on their devices—they might not show up correctly in certain email clients because they aren’t supported natively by those programs’ design stylesheets (CSS).

You may want to include a logo in your signature. This can be used as a visual cue to identify your branding. If you have multiple logos, consider using one that is consistent with your brand and has been designed for use on business documents. Ensure it is clear, simple, recognizable and the same size as the rest of the content in your email signature design.

Include your real name and title.

Your real name is more personal than a nickname and you should use it in your signature. It will help your recipients feel more connected to you, which is important for building trust and relationship-building. Your real name also shows that you are professional, which is an important part of being taken seriously in the workplace.

We recommend using your first and last name (no middle names), but some people prefer to use their full legal name or just their first initial and last name (e.g., John Smith). The choice is entirely up to you!

Include links to your blog, social media profiles, and other online profiles.

  • If you have a blog and/or social media profiles, include links to those as well.
  • Include your email address and phone number if it’s safe for people to contact you through these.
  • Don’t forget your website and contact information (if applicable).
  • Consider adding links to other online profiles like LinkedIn, Twitter, or Instagram that may be helpful in getting in touch with you.

Include a handwritten signature.

  • Include a handwritten signature.

Handwritten signatures are more personal than an autograph, and they help to make your email signature feel more authentic. They also stand out because it’s rare for people to use them in modern life—so when you do, people are likely to pay attention! You don’t have to handwrite every word of each letter in your signature; just write “Best,” or “Sincerely,” or something similar at the end of each message.

  • Use color schemes that match your brand’s identity.

You should integrate color into your brand’s overall look by choosing colors that work well together and represent the essence of what you’re trying to convey (or at least don’t clash). For example, if one of the main messages of your business is professionalism (and/or trust), then consider using shades such as navy blue or black as part of their branding scheme instead; these colors tend not only to reflect professionalism but also imply authority on behalf those who wear them regularly enough that they become familiar with them over time.

Make it fit with the rest of your brand’s style.

Choosing the right font for your email signature is an important part of creating a consistent look for your brand. You can use the same font as your website, or go with something different. You may want to swap out some letters in the name of your business (for example, “Studio” instead of “Studios”) to avoid confusion between business types or services offered. If you want to include more than one line, try playing around with fonts before deciding on one that works best for multiple lines.

You can also customize other aspects of how it looks: change up color schemes, background colors (or images!), and logo images if necessary.

Avoid including too much information.

It’s all too easy to get carried away and includes lots of different links, contact information, and other details. But it’s important not to overwhelm your recipients with unnecessary information. Here are a few things you should avoid adding to your email signature:

  • Your full name, title, or company name. Most people don’t need this in their inboxes—they probably know who you are already!
  • Phone number(s). Including your phone number(s) may seem like a good idea (in case someone wants to get in touch with you), but it’s more likely that people will add this information themselves when they call or text you directly.
  • Address(es). Some might argue that including an address would be helpful for anyone trying to find out where your office is located—but we’ve found that most people figure out where the office is on their own with just an Internet connection and a few minutes of searching around online anyway.
  • Social media profiles/handles/links (Facebook/Instagram/etc.). While some offices have policies about including social media links in emails sent from work accounts, others do not; there really isn’t any point since anyone can Google whatever info they want about your company anyway!

Set up a clickable profile photo.

This can be as simple as a photo that is clickable and of good quality. The best thing for you to do would be to use an image editing program like Photoshop or GIMP, but if you don’t have access to these programs, there are plenty of online tools that will let you create your own clickable profile photo pretty easily. You just need the link at the bottom of your email signature (it should look something like this: https:// www. Examplewebsite. com/peter) and then paste it into one of these websites’ search bars.

It’s also important that your email signature isn’t too large or small in size—the entire image should ideally be 300×60 pixels (which is equivalent to 600px wide). If it’s any larger than this, Gmail won’t display it properly when people receive emails from you; if it’s any smaller than this, Gmail will shrink down whatever images are included in the HTML code (which means they won’t display properly either).

Test for errors before sending the email out.

Even though you double- and triple-checked your email signature, your eyes are still likely to miss at least one mistake. It’s best to test for errors before you send the email out in case there’s something wrong with it that would prevent someone from reading it or responding to it.

  • Check for spelling errors. This is something that should be done by everyone before they send an email—but it’s especially important when creating an email signature because a typo could result in some confusion when recipients try to figure out what you’re trying to say.
  • Check for grammatical errors. There are many tools available on the Internet (such as Grammarly) that can help detect grammatical mistakes within the text and give suggestions on how to fix them if necessary; however, these tools don’t always work perfectly—for example, sometimes they’ll suggest incorrect changes based off of their own algorithms rather than human insight—so it may be helpful for you personally check over what you’ve written before sending anything off into the world
  • Check for formatting errors and missing links: Just like we discussed above checking spelling and grammar, this step applies here too since formatting issues often lead people astray when reading online content such as emails or websites where there might not be enough context clues nearby if something is improperly formatted (examples include paragraphs starting mid-sentence instead of after full sentences). Also, make sure there aren’t any broken links that could cause readers’ browsers to stop working properly while trying to access those pages!

Update your signature

If your signature is bad, update it.

Don’t forget to update your signature when you change your email address.

Don’t forget to update your signature when you change your name (for example, if you get married and take a spouse’s last name).

If you’re still at the same company but have changed job titles, don’t forget to update that in the signature as well!

In addition, an email signature template can help you save time when it comes to updating your email signature. If you need to update the information in your email signature, it’s as simple as editing the template and saving it again. You don’t have to log into each email account individually and manually change each one!

Final words

Now that you know how to make your signature look great, it’s time to start using it! But before you go rushing off into the world and making all of your emails better with your new signature, there are a few more things to keep in mind. First, remember that even though email signatures have come a long way since their inception, they still aren’t perfect.

There’s always room for improvement—so if something isn’t working, don’t be afraid to change things up and try again. Second (and most importantly), don’t just copy someone else’s signature because it looks nice: no one wants their unique voice stolen by someone who thinks this whole thing is too much work! So get creative with yours; after all, what could be more fun than creating something new from scratch?

Remember, an email signature generator is just a tool, and you’re the artist. So get creative!

Leave a Reply