What should a business email signature include?

Your name, your role and business, and one or two ways to reach you, such as a phone number and your website. That is usually enough.

Should I put a logo in my email signature?

It is optional. Images can be blocked or shown as attachments, so keep the signature readable without it, and keep any image small.

Should I include social media links?

Only the one or two you actually use for business. A long row of icons adds clutter.

Should my signature be different on replies?

Many email apps let you set a shorter signature for replies, such as just your name. It keeps long threads tidy.

Email signature for business: examples and what to include

A good email signature is short, clear and the same on every email. It tells people who you are and how to reach you. Four lines are usually enough.

What to include

Your full name.
Your role and business name.
One or two ways to reach you, such as a phone number.
Your website.

That covers what most people need. Add more only if it earns its place.

Examples

A simple signature

Lina Haddad
Owner, Haddad Painting
+1 555 0100 · haddadpainting.com

A consultant

Omar Saleh
Bookkeeping for creative businesses
hello@omarsaleh.co · omarsaleh.co

With a booking link

Maya Chen
Web design for restaurants
Book a 15-minute call: mayachen.studio/call

What to leave out

Many phone numbers. One is enough.
A wall of social icons. Pick the one or two you use for business.
Long quotes or slogans. They get old fast.
Long legal disclaimers, unless your industry requires them.

Lines to cut today

Sent from my iPhone
Please consider the environment before printing this email
Best regards, [Name] | Title | Company | Address | Phone | Mobile | Fax

Logos and images

A small logo can look professional. But some email apps block images, and others show them as attachments. Make sure the signature still reads well as plain text, and keep any image small.

Use your business email address

A signature with a free email address undoes some of the trust. If you have not set one up, see how to set up a business email address.

Set it up once

Most email apps have a signature setting. In Gmail it is under Settings, See all settings, General, Signature. In Outlook it is under Settings, Mail, Compose and reply. Set it on your phone too, so emails sent on the move do not go out with a default line.

Then send a test email to yourself, and check it on a phone and a computer. Signatures often look different on each.

Keep it consistent

If you have a team, use the same format for everyone, with the same order and style. It looks more professional, and customers learn where to find details.

Set a shorter version for replies, with just your name, to keep long threads tidy.

Add a quiet next step

A signature can carry one gentle call to action: a booking link, your newsletter, a recent case study. One line, and change it now and then.

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