# How do you create a professional email signature?

Whether for work or personal emails, a well-crafted email signature helps you appear professional. This article explains which details are essential, how to design an attractive signature, and which templates and tools can make the process easier.

## What should be included in an email signature?

A good email signature contains all important contact information, is clearly laid out and individually designed. Depending on the purpose—business or personal—different requirements apply.

### Recommended details for business email signatures

Unlike some countries, the U.S. does not legally require specific details in business email signatures. However, including the following information helps maintain a professional appearance:

**Essential elements:**

- Full name of the sender
- Job title or position
- Company name
- Contact information (phone number, email address)
- Company website

**Optional elements:**

- Office address
- Social media links
- Notes about company holidays or events
- Disclaimers for confidentiality or liability

Advertising within an email signature is generally discouraged. Including optional details can enhance clarity and professionalism but is not legally mandated.

### Personal signatures

There is also no legal obligation for personal emails, but a signature can be useful – for example, to provide alternative contact options or to reference your own projects.

Typical information includes:

- First and last name
- Phone or mobile number
- Email address
- Personal website
- Social media profiles

[![Image: Private email signature](https://www.ionos.ca/digitalguide/fileadmin/_processed_/f/e/csm_private-signature_03ee359388.webp "Private email signature")](https://www.ionos.ca/digitalguide/fileadmin/DigitalGuide/Screenshots_2025/private-signature.jpg) Example of a private email signature in Outlook Extra elements such as quotes or emojis are best used only when appropriate and in moderation.

Tip It is possible to [create an email signature](https://www.ionos.ca/digitalguide/e-mail/technical-matters/create-an-e-mail-signature/) directly in Outlook, Gmail, or Apple Mail.

## How should an email signature look?

The design of the email signature affects how professional it appears. A clear structure and subtle formatting are essential.

### Recommendations for a good design

- **Paragraphs or vertical lines** visually separate information
- **Maximum of two fonts**
- **Use company colors** only subtly
- **White spaces** for better readability
- **Optional:** Image or logo (use sparingly)

[![Image: Professional email signature: Example of good design](https://www.ionos.ca/digitalguide/fileadmin/_processed_/6/a/csm_business-signature-us_7f212aff2f.webp "Professional email signature: Example of good design")](https://www.ionos.ca/digitalguide/fileadmin/DigitalGuide/Screenshots_2025/business-signature-us.jpg) Email signature (professional): The example shows a well-designed signature ### Formatting tips

- Bold for name or position
- Smaller font for legal information
- HTML or Rich Text format instead of Plain Text (but test compatibility)

Avoid overly playful designs—they appear unprofessional and make readability difficult, as shown in the following example.

[![Image: Professional email signature: Example of a playful design](https://www.ionos.ca/digitalguide/fileadmin/_processed_/f/b/csm_bad-sig_bd9e576d71.webp "Professional email signature: Example of a playful design")](https://www.ionos.ca/digitalguide/fileadmin/DigitalGuide/Screenshots_2025/bad-sig.jpg) Professional email signature: The example uses too many design elements, making the signature cluttered. ### Optional design elements

- Company logo
- Sender’s photo
- Company slogan or tagline
- Notices of company holidays
- Links to social media

Make sure images are embedded correctly and the data load remains low.

## Email signature templates for various professions

Use these templates to quickly create your email signature. Simply copy the examples for business use and tailor them to your needs.

### Template 1: Marketing / Sales

**John Doe** | *Senior Marketing Manager*

IONOS Inc. · 1234 Main Street · Austin, TX 78701

🕿 +1 (512) 555-1234 | 🖂 john.doe@ionos.com 🌐

www.ionos.com | 🔗 [LinkedIn Profile](https://linkedin.com/in/john-doe)

🖼 \[Insert company logo\]

### Template 2: Medical Practice

**Dr. Carol Fisher**

*Specialist in General Medicine*

Example Medical Practice

2455 Riverside Drive

Los Angeles, CA 90027

🕿 0123 456789 | 📠 0123 456788

🌐 www.example-practice.com

🕒 Opening hours as PDF

🖼 \[Insert logo here\]

### Template 3: Real Estate Agents

**Michael Turner**

*Real Estate Agent (Licensed)*

🏢 Turner & Associates LLC

📍 200 Park Avenue, New York, NY 10166

📘 (212) 555-0199

🖂 michael.turner@turnerassociates.com

🌐 www.turnerassociates.com

📘 Facebook Profile

🖼 \[Insert logo optionally\]


This is a markdown version of: [https://www.ionos.ca/digitalguide/e-mail/e-mail-marketing/how-to-optimize-professional-e-mail-signatures/](https://www.ionos.ca/digitalguide/e-mail/e-mail-marketing/how-to-optimize-professional-e-mail-signatures/) for AI/LLM consumption.