Key takeaways
- The essentials: full name, job title, company and one direct contact method.
- Useful extras: website, a photo or logo, one or two social profiles, a booking link.
- Limited companies in the UK, Germany and other countries must show legal company details.
In this article
Open your inbox and look at the last ten signatures you received. Some will tell you everything you need in one glance. Others will make you scroll past quotes, three phone numbers and a legal paragraph to find out who wrote to you.
The difference is not design talent. It is choosing what goes in. Here is the full list, sorted into what every signature needs, what is worth adding, and what to drop.
The essentials: what every email signature needs
These four items belong in every professional signature. If you only add these, you are already ahead of most people.
- Your full name. The name people should use when they reply or search for you.
- Your job title. It tells the reader why you are writing to them and how much weight to give the message.
- Your company name. Add a link to the website if it's not obvious from your email address.
- One direct contact method. Usually a phone number. Your email address is already in the email, so you don't need to repeat it unless you're sending from a shared inbox.
The useful extras
These are optional, but each one earns its place when it is relevant to the people you email.
- Website. One link, usually your company homepage or a specific landing page.
- A headshot or logo. A photo works well for client-facing roles; a logo suits company-wide signatures. Our guide on using a photo in your email signature explains when each works.
- Social profiles. One to three icons for profiles you actively use. LinkedIn is the safe default for business.
- A scheduling link. If meetings are part of your job, a "Book a call" link saves a round of back-and-forth emails.
- Pronouns. Many people add them after their name, for example "Alex Morgan (they/them)". It is a small, kind detail that prevents awkward mistakes.
- Office address. Useful if people actually visit you, or if your industry is local, such as real estate or healthcare.
Legal details your company may have to include
This is the part most guides skip. In several countries, business emails sent by registered companies count as business letters, and the law says what must appear in them. The signature is the easiest place to put it.
| Where | Who it applies to | What usually has to appear |
|---|---|---|
| United Kingdom | Limited companies and LLPs | Registered company name, company number, place of registration, registered office address |
| Germany | GmbH, AG and other registered businesses | Legal form, registered office, register court and number, managing directors |
| European Union (generally) | Many registered companies | Company name, legal form, registration details (rules vary by country) |
| United States | Senders of commercial (marketing) email | A valid physical postal address under the CAN-SPAM Act |
A neat way to handle this is a small, grey line at the very bottom of the signature, separate from your contact details. It keeps you compliant without cluttering the important part.
What to leave out
Every extra line makes the important ones harder to find. These are the usual suspects:
- Inspirational quotes. What motivates you may irritate a client. Keep it neutral.
- Every phone number you own. Desk, mobile, home and fax is three too many.
- Your email address, unless the email is sent from a shared inbox or on behalf of someone else.
- Long confidentiality disclaimers. If your company requires one, cut it to a short sentence.
- Big banners on every reply. A marketing banner is great on a first email, but it adds weight to long threads. Many apps let you use a lighter signature for replies.
- Animated GIFs and emojis, unless they genuinely fit your brand and audience.
A simple layout you can copy
Put together, a strong signature reads like this:
- Alex Morgan (they/them)
- Senior Account Manager, Northwind Studio
- +44 20 7946 0000 · northwind.example
- LinkedIn icon · Book a call
- Northwind Studio Ltd, registered in England and Wales, no. 01234567
Five lines, and the reader knows who you are, what you do, how to reach you and that your company is legitimate.
You can build exactly this in the free email signature generator, and it takes about two minutes. When you're done, our step-by-step guides show how to add it to Gmail, Outlook or Apple Mail.
Create your email signature for free
100+ templates that work in Gmail, Outlook and Apple Mail. No sign-up, ready in two minutes.
Frequently asked questions
What should a professional email signature include?
Your full name, job title, company name and one direct way to contact you, usually a phone number. A website link, a photo or logo and one or two social profiles are useful extras.
Should I include my email address in my signature?
Usually not, because it's already shown in the email. Add it only when you send from a shared inbox or on behalf of someone else.
Is an email signature legally required?
A signature itself isn't required, but in some countries, including the UK and Germany, registered companies must show certain company details in business emails. The signature is the usual place for them.
Should I put my pronouns in my email signature?
It's optional. Many people add them after their name, for example (she/her) or (they/them), so others know how to refer to them.
