Your email signature is often the last thing someone sees in a message so make it count. A professional email signature not only shares your contact details but also reflects your brand and credibility. In this blog, we’ll cover why having a professional email signature matters, the top email signature etiquette tips to follow, and how to update your signature in Outlook.
Professional email signature etiquette
Why is a professional email signature important?
A professional email signature is more than just a sign-off, it functions as a digital business card. It helps establish credibility, ensures recipients know who you are, and makes it easy for them to contact you. Whether you're sending business communications internally at work or externally, a well-crafted professional email signature reinforces your brand and leaves a polished impression.
Read more: How to Write a Thank You Email After Interview for Canadian Job Seekers
Top 10 professional email signature tips
Tips to land a job
1. Keep it simple and clean
Avoid clutter. Stick to essentials like your name, title, company, and contact info.
2. Use consistent formatting
Choose one font and size. Keep colors minimal and professional.
Check with your company’s branding guidelines if there are already pre-set email signatures to use.
3. Include your full name and job title
This adds clarity and authority to your message.
4. Add your company name and logo (if applicable)
A subtle logo can reinforce brand identity without overwhelming the design.
5. Provide multiple contact options
Include your phone number, email, and optionally your LinkedIn profile or company website.
6. Avoid quotes or personal statements
These can be distracting or misinterpreted in professional settings.
7. Use a professional headshot sparingly
Only include a photo if it’s standard in your industry and doesn’t dominate the layout.
Keep in mind: some recipient’s email security could block incoming emails with images as attachments.
8. Include a legal disclaimer if required
Especially important in regulated industries like law, finance, or healthcare.
9. Make it mobile-friendly
Ensure your professional email signature displays well on smartphones and tablets.
10. Test before you send
Send yourself a test email to check formatting, links, and overall appearance.
How to change your email signature in outlook
Updating your professional email signature in Outlook is quick and easy. Follow the below steps to create or update your email signature.
For Outlook desktop app:
Go to File > Options > Mail
Click Signatures
Create or edit your signature
Assign it to new emails and replies/forwards
For Outlook web (Outlook.com or Office 365):
Click the Settings gear icon > View all Outlook settings
Navigate to Mail > Compose and reply
Create or update your signature
Choose when it appears (new messages, replies, etc.)
Example professional email signatures
Here are three examples – the good, the bad and the unnecessary – of professional email signatures:
A good email signature
- This signature is clear, professional, and includes all essential contact details
Jennifer Smith
Communications Specialist
ABC Solutions Inc.
📞 (555) 123-4567 | ✉️ j.smith@abcsolutions.com
🔗 LinkedIn | 🌐 abcsolutions.com
Toronto, ON
A bad email signature
- This signature lacks key information like job title, full name, and contact details. It feels informal and unpolished.
Jen
ABC
Sent from my phone
An unnecessary email signature
- This signature is overloaded with buzzwords, emojis, and personal flair which make it distracting and unprofessional for most business settings.
Jennifer Smith, MBA, Certified Marketing Ninja 🥷
Chief Visionary | Brand Whisperer | Digital Alchemist
ABC Solutions Inc. “Transforming the Future, One Pixel at a Time”
📞 +1 (555) 123-4567 | ✉️ j.smith@abcsolutions.com
📸 Instagram | 🎥 YouTube | 🧠 My Podcast
Be the change you wish to see in your inbox.
This message is confidential. If you are not the intended recipient, please delete it and reflect on your destiny.
