What Should My Email Signature Look Like

Alignment With Brand Identity

Gmail Tutorial | How To Create A Great Email Signature

HTML email signatures provide more possibilities for branding. In 2021, the email signature design must reflect the brand identity or support the personal brand.

If youre a YouTube travel blogger, you should make your email signature look chill and fun to look at.

On the other hand, being an employee of a huge corporation, youd better standardize your signature with your colleagues.

For corporate email signatures, the use of branded colors, fonts, and identical design is a must. In this regard, the best practice you can use in 2021 is to make one person responsible for everyone elses email signature design. This person should create an email signature template that will be used by the whole company .

In the next section, we will cover some of the email signature management platforms that allow teams to automate email signature creation and distribution.

The Size And Length Of Email Signature

The signature should be concise, build with light graphics and short text blocks. It is a good practice to keep images and banners about 500px of maximum width and about 150-190px of maximum height. Larger images might be overwhelming for the recipient and can unnecessarily increase the size of the message. As for the length, some email clients simply dont allow to use email signatures if they are too long. For example, Gmail does not allow for using email signatures which contain more than 10,000 characters.

Do Doctors Sign Md Their Signature

As a medical doctor, you can put M.D after your name in your email signature. M.D is your title and it is advisable to include it in your email signature. For example, John Daniel M.D.

Most doctors include M.D in their email signatures. It is a title used to distinguish them from other medical professionals.

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Making A Professional Email Signature With Personal Image And Logo

Your email signature block may be the last thing people see in your mail but that also means thats the impression they will take with them.

Your image and logo are the most memorable elements in your email signature. Yet there are more bad examples out there than good ones for how images are used. Why are so many people content with having such bad design as their lasting impression? Well because adding a nice, responsive, well-designed signature to your mail is not so simple.

You may think that making an email signature with a logo is just drag-and-drop, but if youve ever tried to do it yourself you know that this is not the case. Even if you use an email signature editor, that really doesnt solve the problem. You still have to install the code manually into the email clients HTML file.

It doesnt really matter which email provider youre using, the WiseStamp generator can auto-install your email signature in your email . You can check out how it works specifically for Gmail, Outlook, Apple Mail, iPhone, or Yahoo.

But even using a generator, there is still room for things to go wrong. Therere ways to ensure your image will look great no matter what.

How to make your signature image and corporate logo really attractive

I) Its always better to smile

II) Use only high quality images

III) Make sure your image isnt trimmed

IV) Give your image a clean background

Tip: Use both photo and business logo with an animated GIF

Use A Call To Action To Turn Your Email Signature Into A Marketing Channel

How to customize my email signature : Freshsales

What is a Call-to-Action? Well, its more or less what it sounds like its an invitation for your prospects to take you up on an offer.

In practice CTAs take the following forms:

  • a button
  • social icons
  • a video

An effective CTA should be polite yet assertive, and above all, easy to understand and easy to follow through. So, how do you do that?

How to successfully use a call-to-action

In a nutshell? Think of a typical person your message is meant for, then think about what you can provide that they really need. Offer them that in words they understand and relate to, and present it in a way that visually sticks out (easier said than done?

We have an entire post about CTA email signatures, but in order to keep us on course lets break it down here.

I) Decide on just 1 action that will give you the most benefit

The main challenge here is giving up on secondary options youd want people to get onboard with. But you cant have your cake and eat it too sometimes less is more.

  • Add a brick and mortar address with a
  • Invite your readers to meet by using a scheduler addon
  • Pull people to engage with you on social media with social buttons or a Youtube thumbnail

II) Make it easy to take action

Now that you have just 1 request from your audience make sure that youre not asking for too much.

All you need to do is convince people to take the first step, not go the whole way. Once they take that step they have slightly committed and you can try to convince them to go further.

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Should I Include Logo In Email Signature

Be sure to include elements of this branding in your email signature. That may be your logo, company motto, a banner, branded company name image, or distinctive colors. As long as you dont go overboard, this will help your emails effectiveness, especially if your company brand is easily recognizable.

What Is Cold Email

If youre in sales, you dont need to be convinced that cold emails work. Many entrepreneurs have relied on nothing more than cold email to start careers and launch new startups.

Cold email is simple in concept. Its an email you send to someone that youve never met before to start a business relationship.

To be successful with cold email, you need to understand what cold email isnt.

Cold email isnt spam. Think about what you do when you get a spam message in your inbox. Delete it, right? And thats what your prospects will do, too. Todays prospects expect personalization. Generic, copy-and-paste messages will go straight to the trash.

Cold email isnt about you. Your prospects have never met you, and they have no reason to care about your amazing product. Focus completely on your readers. Dig into their pain points. And show how you can help solve them.

Cold email isnt focused on the sale. Most people arent ready to buy from a complete stranger. Thats why great cold emails focus on building a business relationship, not asking for a sale. Start the conversation now, and get the conversion later.

Now that you know how to think about cold email, what does it look like in practice?

Glad you asked.

Read More:

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    Add Social Media Icons To Email Signature

    Another awesome thing you can do with email signatures is to place your social media icons and links inside them. Should your email recipients want to learn more about you, they can quickly take a glance at your social media profiles. Today, it is a good way of estimating how popular a business is online. Consequently, your social media presence is something that can boost your credibility. If that is the case, add social media icons to your email signature.

    To add social media icons, you need to use an HTML email signature template, a signature generator, or create an HTML document of your own. Social media icons are also pictures that are clickable and have links redirecting to your Facebook, LinkedIn, or YouTube account. These portals have billions of users and are excellent tools for building your professional network.

    Buying: A Little Money Goes A Long Way

    How to Setup Email Signatures for the Outlook Web App and Outlook Desktop – Office 365

    Not only will these providers not break the bank, but you can try before you buy.

    If you dont mind their promotional tag, theyll let you use it for free.

    WiseStamp: Automated and Awesome

    Image by Wisestamp

    WiseStamp is the gold standard among providers. It has the most user-friendly interface and a ton of options.

    Email Signature Rescue

    Email Signature Rescue is also an outstanding provider. Theyre less expensive for an entrepreneur or small team, but youll have to pay upfront. And they offer a 7-Day Money Back Guarantee.


    Newoldstamp is an email signature marketing and management platform with all the features you really need: central signature management, signature analytics, multiple signatures, badge, banner campaigns, and integration with major email clients, ability to create outlook signature and gmail signature, twitter and facebook icons. Pretty simple and intuitive.

    Hire a Designer

    For a custom signature, look no further than places like Etsy and Fiverr.

    The work designers on your custom signature goes beyond improving the font size, adding your social media account badge, or making it friendly for a mobile device.

    Many designers can also rework your company logo or your entire brands design.

    A custom email template can be included as part of a larger redesign package.

    Also Check: Video File Too Big To Email

    What To Avoid In Email Signatures

    To compose an attractive but professional email signature, try to avoid:

  • Different fonts in one signature block
  • Multiple colors in one signature
  • Too large or too small marketing banners
  • Too many graphical elements of different sizes and styles
  • Overwhelming loads of contact details
  • Unprofessional user photos
  • Too much data, images, text making the signature too hard to read and to find relevant information
  • Inspirational quotes
  • Too many social icons or including social icons of portals not existing anymore
  • Emphasize Your Name Affiliation And Secondary Contact Information

    As you might guess, your name comes first. Closely following your name, however, should be your affiliation and where else people can reach you.

    Your affiliation could mean your job title, your company, your school, or a similar organization that you deem important to your recipients. Your name should eventually be its own draw, of course, but using a more popular brand name and even its logo ensures you get the attention of your readers and they take your message seriously.

    Secondary contact information is important, too. You might not want to endorse your personal phone number, but you could take this opportunity to promote your personal website — a passive way to open the lines of communication without flooding yourself with outreach you don’t want.


    Here’s a sample email signature that hits on all three things described above nicely. Kevin’s first and last name are accompanied by his affiliation with the University of Connecticut. He also promotes his personal website so his recipients have another outlet to see his work and contact him for more information.

    Want to create a signature like the one below? Use HubSpot’s Email Signature Generator.

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    How To Make Your Signature Organized And Easy To Read

    Making your signature look organized and tidy, unconsciously makes your readers feel calm and pleasant. Its also fairly easy to do.

    One basic principle is to use visual hierarchy using larger size text for more important information as well as placing the more important information first in order of top-down then left-to-right .

    Visual hierarchy looks like this:

    A second basic principle is to avoid stylish and playful fonts . Instead, you should use only standard web fonts, which are considered perfectly legible. You can be sure youre using a good font by picking your preference from our list of best verified email signature fonts.

    Email Query Letter Format Tip #5how Should You Close Your Agent Query

    Email Signature

    Fitting everything into one page or less in a query letter isnt easy, so dont waste precious space telling literary agents things they already know. For example, you dont need to tell agents: youre seeking representation, your book is available for representation, youd be happy to work with them, or youre willing to send them more material.

    They know that already.

    Thank you for your consideration.

    * * *

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    Getting Personable With An Image

    People better than text. But theres a certain kind of image that can make your email signature especially memorable.

    See that beautiful mountainside below?

    Youre probably going to forget it.

    Youre more likely to remember this.

    Thats because research shows that the most memorable photos are those that contain people. Psychologists have also found that color images are more memorable than black and white.

    Bottom line: Consider putting a face to your name if you want to stand out from the crowd.

    Heres the template:

    Company Address

    How Do I Create A Signature In Thunderbird

    Thunderbird is a great email app for users who want to have better control over their email signatures and dont want to use signature-generator solutions. In Mozilla Thunderbird, you need to click on the hamburger menu next to the search bar, choose Options/Account Setting, and configure the Signature text field. This one is the most powerful among the three clients because you can easily edit your email signature in HTML or upload an HTML file.

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    Dont Forget Mobile Optimization

    You need a proper email signature that looks good for phone users, tablet users, and laptop users.

    That means ensuring you optimize your email signatures. If a user with a phone reads your email, the email signature shouldnt look pinched or cut-off.

    As you know, most people who read emails will do so on their phones. Therefore, mobile optimization is a must.

    Related blog: 15 Introduction Email Templates that Work Like a Charm

    Don’t Forget Alt Text

    How to Create a Professional Signature for Gmail

    Remember image alt text you never know where your mail may end up after its forwarded. With alt text, anyone who gets that email can hover over an image and get an idea of exactly what it does. We say does rather than is because each image in your signature tends to perform a function.

    A Like Us on Facebook alt text on that social media link or a Sign Up for Our Event on that banner for your upcoming exhibition explains what an icon offers. It makes your links a little more inviting.

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    Add Social Media Icons To Expose More People To More Of What You Do

    Throughout this article Ive been telling you to keep what you offer to a minimum, well when it comes to social media buttons you can let loose.

    The small and compact nature of social icons means that you can go all-in and use them all, and they will refreshingly look better and more complete .

    Add to your email signature any of your social media assets that are alive and kicking, so long as its relevant to your professional goals.

    What you shouldnt do is add stale, unkept, or dead social channels that will make you look more bad than good.

    As a matter of fact, you have lots of cool ways to present your social media assets beyond icons, such as full-fledged buttons and videos. Check out our page on social media icons and buttons for email signatures that drive clicks, youll find some cool examples in there.

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