Email Signature Templates: Create Your Own Personalized Email Signature

As a marketer, it is obvious that you want to send an impactful email that creates a great impression on the person who receives it. Effective email signature templates can help you in this process. Confused about how to do that? If yes, you have come to the right place.

black Android smartphone
Photographer: Kelly Sikkema | Source: Unsplash

Email is one of the fastest and easily accessible mediums that has made communication easier than ever. Whether it’s for business or personal use, email has been the easiest and cheapest way to transmit electronic data.

Social media might have created a huge fuss but they cannot replace email because email is formal, easy to use, and most importantly, it’s free.

A study in 2020 stated that around 306.4 billion emails are sent and received each day worldwide and this number will rise each year.

People can even promote businesses by sending emails to the customers to attract them. Whether you are promoting your business or promoting your own brand, an Email Signature can be a great way to create a long-lasting impression.

In this article, we are going to take a look at the ways you can create email signatures and tips to make them more informative and attractive.

Table Of Content


Information To Include In Email Signatures

Include Full Name

This is the most important information that you need to include in your Email Signature that tells the receiver about the sender. Suppose, you get a promotional email with no name included anywhere. Will you spare your precious time to search for information about the sender? The answer is most people will ignore the email. This implies how important it is to include your name in the email.

Mention The Company Name

If you are sending an email as a representative of a company, you need to include the company name. After all, you are promoting the company or its service. So the receiver needs to know the name of the company to build trust.

Add The Job Title

The sender should include their job title with their name. It might look unnecessary but in reality, it impacts greatly on how the receiver will respond.

Include Contact Information

Include information such as phone number in the Email Signature. If you are representing a company, add the business website link along with the phone number. Some people include email addresses but many experts advise not to do so. That’s why it’s better to avoid email addresses.

Attach The Social Links

People nowadays are more interested in social media. That’s why when they are looking for some information about a company or product, they search for them on social media. That’s why it has become very important to add social links in the Email Signature. For instance, you can include a LinkedIn profile that will help the receiver better understand your company. Avoid using social links that are irrelevant and do not add value to your service.

Here is the basic template:


Position |Company Name



Include Logo

You may wish to create a unique signature that outstands others. The logo of your company can be a great way to do so. People tend to remember images more than words. So when you are including the logo of your company, it will create an impactful impression on their mind. Though this is very eyecatching and effective, it is optional to include a logo in the Email Signature.

Add Your Photo

If you want to stand out from the crowd, you can also use photos. Don’t use random photos that are irrelevant to the context. If you are thinking of adding a photo, try to add your own formal photo.

john doe id card
Source: mail signatures

Mention The Company Address

If you are sending an email as a representative of a company, it’s better to include your company address. When you are providing an address, you are automatically building trust.

Add Relevant Call-To-Action (CTA)

Highlighting a CTA that is relevant to the topic of the email is very useful. This CTA can be anything such as an article link, a link to schedule a meeting, or an invitation to an event. This CTA will let them take action only by clicking on it.

call to action text and a table clock
Source: Pexels

Include Legal Disclaimers

An email disclaimer is a piece of text at the bottom of the email that contains a legal notice or a warning.

This is not anything important if you don’t have any private information to share but if you have you might take this into account.

Now that we know what we should include in our Email Signature, let’s see what we should avoid in Email Signatures to make it more impactful.

6 Common Things To Avoid While Creating Email Signatures

Too Much Irrelevant Information

You might be thinking it’s better to add as much information as possible in your Email Signature to make it more effective. But this is not true at all. If you add too much information, the receiver will be confused and might even ignore your email. For example: if you want to add the phone number, don’t just add 3-4 numbers of your office. Add one phone number that is active and can be called anytime. If you don’t want to answer people’s calls on the phone, don’t add the number. In this case, adding the phone number will not cause any benefit rather it will harm your business.

Using Customized Fonts

Some people might think that using customized fonts can make their signature unique. This might not be the case. Using customized fonts in Email Signature might sound fancy but if your customized signature font does not match with the message, it would rather look weird. The font size should not be less than 10 and greater than 12.

Large Size Images

If you are thinking of using photos or logos in your signature, they should be added in an ideal size. If your image size is not compatible with the mail content it will create a negative impact.

Another point to note, don’t use more than two images. These images can be your photo or company logo or both.

Using Email Signature As An Image

The main problem with using an image as an Email Signature is that it cannot have clickable hyperlinks. So it will be of no use if you add hyperlinks in the image of the Email Signature. Hyperlinks are an important part of Email Signature so avoiding it can create a huge loss.

Another problem is that people copy information from Email Signature and paste it to search for anything. If you use an image to represent the signature, it will be a burden for them to type information rather than copy. Most people in this case will never search for anything.

Lastly, images take time to load. There are customers who will not be able to see your signature because their device does not support images or because they don’t have a good internet connection. As a result, your mail can be in their spam folders.

Including All Social Links

Including social links are necessary but including all social links are totally unnecessary. When a person gets interested in your service, they normally search it on social media. Moreover, they contact you on social media. But when you provide too many links to your different social media accounts, it may create confusion. It is better to provide at most two links to your social media which you update regularly.

Typing And Grammatical Errors

This point sounds silly, right? But “To err is human”. Even the best writers can make mistakes sometimes. That’s why you need to proofread the email signature before sending it. These are some common mistakes that you need to be careful of. There are other important mistakes in Email Signature that you need to avoid at all costs.

Sites That Provide Templates For Email Signature

Though adding email signatures can create a great impression on your clients or receiver, it might seem complicated to remember and apply so many things.

Don’t worry about it because you will find plenty of free and paid templates to create your own customized Email Signature.

Let’s take a look at some of the free sites that provides Email Signature Templates.

1. Signature Ninja

Signature Ninja lets you create your own personalized signature from their 100s of templates which is absolutely free of cost. You can even get a customized one.

It is very easy to use. Find different templates, customize your emails, add brand logos and finally share with others. Simple, right?

It can be installed quickly, has customizable templates, has the feature to save signatures. You can also add social media icons and CTA buttons. In fact, it has everything that you will need.

Moreover, it has a variety of add-ons that you can use in your email. You can choose from a variety of integrations to boost your brand's image and differentiate yourself from the competitors.

signature ninja home page
Source: Signature Ninja

2. WiseStamp

WiseStamp is another free website that provides fully customizable Email Signature Templates. You can choose the layout, font colors, button, banner, disclaimer, etc. from their wide collection of features.

Though it provides free service, it has paid versions if you want to unlock more features.

wisestamp home page
Source: WiseStamp


If you are looking for something basic, htmlsig can be an option for you. It provides simple Email Signature templates for your company that you can manage using a dashboard. All the signatures of your company can be maintained in the dashboard. Making any changes, sending signatures, and monitoring statistics are very easy in htmlsig.

htmlsig home page
Source: htmlsig

4. MySignature

MySignature is an online generator that provides the benefit of choosing templates and generating signatures from any device. It is also very easy to use. Just choose one of the designs from all the templates that match your brand image, customize it, and then it is ready to use.

It can be a good solution for small businesses, entrepreneurs, and professionals. But if you are looking for enterprise-level signatures try using other sites.

mysignature home page
Source: MySignature

These are just some Email Signature generators that you would probably like to use. Apart from these, there are plenty of other sites available on the Internet. You can also try them if you want.

Final Words

Email has become one of the widely used communication mediums that convey not only information but also a brand’s reputation. Just sending a simple informative email is not enough.

Brands or individuals need to adopt the right approaches and techniques to create their unique Email Signatures that will make their email more attractive to receivers.

Templates can be a great way to do this without hassle.

Looking for a reliable solution to create your personalized Email Signatures? Signature Ninja is here to help. Book a call today!

Leave a Reply

Your email address will not be published. Required fields are marked *