Professional email signature: examples and how to create one
A good signature says who you are and how to reach you in three or four lines. Here are examples ready to copy, and how to use yours everywhere.
Your signature is the last thing people read in your email, and often what they use to call you, look you up on LinkedIn or pass your details on to someone else. A clear signature looks professional; a cluttered or outdated one does the opposite.
In this guide you'll see what to include, five examples for different roles, and how to set it up in Gmail and Outlook. We'll also show you how to insert it with a shortcut on any website, which helps if you write from your CRM, your help desk or several email accounts.
What to include in a professional email signature
- Your full name, the way you want people to address you.
- Your role and company, so people understand how you can help.
- A direct way to reach you: a phone number or a link to book a meeting. They already have your email.
- Your company website, on a single line, without long links.
- Optional: pronouns, working hours or time zone if you work with people in other countries.
5 email signature examples to copy
Simple
Best regards, Laura Gómez Marketing Manager · Acme acme.com
Sales
Thanks, Daniel Harris Account Executive · Acme +1 555 010 0000 · Book a call: acme.com/demo
Customer support
Best regards, The Acme Support Team We reply Monday to Friday, 9 AM to 6 PM help.acme.com
Recruiting
Best, Andrea Molina (she/her) Talent Acquisition · Acme See open roles: acme.com/careers
Freelancer
Cheers, Martha Reed Product designer marthareed.com · Available for new projects from November
Common mistakes to avoid
- Heavy images or large logos: many email apps block them or show them as attachments.
- Long quotes and slogans: they distract from your message and make every reply in the thread longer.
- Outdated details: an old title or phone number looks careless. Review your signature every few months.
- Multi-paragraph legal disclaimers, unless your company requires them.
- A different signature in every tool: if you write from email, your CRM and chat, use the same one everywhere.
How to set up your signature in Gmail and Outlook
Gmail
Open the Settings gear, click See all settings and, on the General tab, find the Signature section. Create a new one, paste your text and save the changes at the bottom of the page.
Outlook on the web
Open Settings, go to Account and then Signatures. Type your signature, choose whether it's added to new messages and replies, and save.
Check how it looks
Send yourself a test email and check it on your phone too. Menu names may vary slightly depending on the version of each app.
Your signature with a shortcut, on any website
A Gmail or Outlook signature only works inside that app. If you also write emails from your CRM, your help desk, LinkedIn or a second account, you have to set it up in each place or paste it by hand.
With NexoPad you save your signature once as a snippet, for example with the shortcut /sig, and insert it by typing it in any text field on any website. It keeps its formatting: bold, line breaks and links. If you forget the shortcut, type // and search for it by name.
/sig for clients and /sigshort for quick replies. More ideas in our guide to text shortcuts in Gmail.Frequently asked questions
Should I add my photo to my signature?
It isn't necessary. If you do, keep it small: many email apps block images and the signature looks broken.
How many lines should a signature have?
Three or four: name, role and company, one way to reach you, and the website.
Can I use the same signature in email and in my CRM?
Yes. If you save it as a snippet in NexoPad, you insert it the same way on any website: email, CRM, help desk or LinkedIn.
Does it work in the Outlook desktop app?
NexoPad is a browser extension, so it works in Outlook on the web, not in the desktop app. There you can use Outlook's own signature.
Published on October 11, 20266 min read
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