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How to Make an Email Signature within a Minute

by Olufisayo
How to Make an Email Signature

Did you know that your email signature is one of the most important pieces of marketing material you can have? When someone receives an email from you, they see your name, title, company name, and even website address before they even read the message. This is why it’s so important to make sure that your email signature looks great.

You can make your own email signature with designhill email signature. It’s easy/comfortable and it only takes a few minutes.

Visit the website homepage and select the Email Signature category from the top navigation bar. You will see a list of all our popular templates for this category.

Click on any template that you like, or scroll down and click on Create your own to start from scratch.

Once you have chosen your design, you can preview it by clicking ‘Preview’. This will show you what your design will look like when it is being used as an email signature.

If you are happy with your design, choose ‘Order’ and then fill out the order form. You can upload images and logos if needed, or add text to the design if you want to change it further. Once everything is ready, order or download it!

What to include in the email signature?

Do you know what you need? An email signature. No, not that boring “Sent from iPhone” thing or the standard Gmail “Best Wishes” line. We are referring to a personal email signature—one that tells your reader who you are, what you do, and exactly how they can contact you again in the future. And if you’re thinking an professional email signature is only for business professionals, well . . . we’d argue it’s for everyone!

We all want the people we share our emails with to quickly understand who we are and where we can be found on the web. So let’s break down exactly what a personal email signature should include:

Your name

Your name is the first thing people will see when they open your email, so make it count! Here are some things to avoid:

  • Your full name. This feels like too much information and makes you look pretentious.
  • Just your first name only. You don’t want to give off an air of being unprofessional or difficult to get along with—it could be seen as a sign that you’re not interested in forming true relationships with others, but rather just making transactions that benefit yourself and leave no room for anything else (like getting coffee together).
  • Just your last name only (or even worse, just “Company”). This makes you seem impersonal and cold—not someone who wants to form meaningful relationships at work or outside of it!
  • A nickname or pet name given by family members/friends as opposed to something chosen by yourself as a professional title or numerical identifier such as “Mr.,” Dr., etc….”

Your title or job description

Your title or job description is the most obvious thing to include in your email signature. While you may think that it’s okay to just say something like “Jane Smith, Marketing Manager,” that might not be enough information for a stranger to know exactly what you do and how they can get in touch/contact with you. There are many ways that you can use this section of your email signature:

  • Give a brief description of your job. For example: “Jane Smith, Marketing Manager at XYZ Inc., specializes in digital marketing strategies.
  • Include your job title first (in bold) followed by any other descriptive information or responsibilities that come with the role. For example, Jane Smith, Marketing Manager at XYZ Inc., specializes in digital marketing.

Phone number

  • Include a phone number. It’s important to include a phone number in your email signature, so people can reach you if they need help or have questions.
  • Make sure it’s easy to remember and dial. People are more likely to call you if they think it will be easy for them—so make sure your phone number is something that’s simple (and easy) for people to remember, such as:
  • Your name + extension (e.g., Jane Smith x2123)
  • Your office name + extension (e.g., Jane Smith Marketing Services x1005)
  • A combination of the above two options

Keep it short! If space is limited, keep only one option listed here so that others won’t think twice about whether or not they should dial.

Company or business name

It includes:

  • Company or business name
  • Company logo
  • Website URL
  • Facebook, LinkedIn, Twitter, and other social media links (optional)
  • Address (office and home) if you’re a freelancer. If you’re an employee of a larger business, just include your work email address here.

The same goes for phone numbers: if you have more than one number that people can reach you at, simply list them all in order of importance. If there’s anything else about your company that is worth mentioning in this section, such as the fact that it’s been family-owned since 1746 or whatever (we are not saying these facts are unimportant, but they’re not likely to get much attention), feel free to add it here too!

Website address or URL

  • The web address should be clear, easy to read, and easy to remember.
  • It should be short. If your company has a long name with multiple words, try using an abbreviation that makes sense for everyone on your team (like “www.mycompany.com,” or “http://mycompany”).
  • The web address should be in a standard format: http:// or https://.
  • The web address should always appear at the end of an email signature, so make sure you don’t put it anywhere else! If you’re using our email signature builder tool from earlier in this guide, we’ll show you exactly where your website should go before publishing.
  • Keep the color and font consistent with what’s already on your website so readers will know they’re still looking at something related to your business!

Social media links

Having links to your social media accounts is a great way to keep customers engaged.

  • You can include up to five links in your signature by separating them with commas.
  • If you don’t have personal social media accounts, it’s not necessary or recommended that you include one.
  • If you do have personal accounts, include those as well as your company’s official pages on Facebook and Twitter.

When adding these links, use the same format for each: username first followed by “@” and then “.com”. For instance “John Smith” would become “johnsmith@gmail”, while a business name such as “Smith Printing” would become “smithprinting@gmail”.


When it comes to the address, there are different rules for personal and business mailings. If you’re sending out a letter or package that contains something like a gift card or thank-you note, then your address is necessary. However, if you are simply sending an email with no physical mailing component attached to it (such as an online order confirmation), then adding your address isn’t necessary.

The same goes for snail mailings; if someone has to write down your mailing address before they send off their letter or package, then yes—include that in your signature file! But if they can just forward the message straight from their inbox without ever seeing where the message was sent from in order to get it delivered correctly? Then no need for an official return address here either!

Logo, photo of yourself, or another image

You can use your logo, a photo of yourself, or another image.

  • A professional image is important. For example, you might use a stock photo that shows you smiling in front of your office building, or with your family at the beach.
  • It’s also possible to include an artistic photo of yourself! This is great for showing off your personality and tone on the job (if it’s appropriate).
  • If you have a business card, it’s possible to include that instead—just make sure it looks nice and fits into the space provided by email signatures!

A personal quote

A personal quote can be a great way to inspire your readers, but you need to pick the right one. A quote from a book or movie is a nice choice if you want to showcase specific information about your interests, but it’s important to make sure that the words are relatable and appropriate for your audience.

If you want an inspirational quote in your signature, try looking up quotes from famous people online. Many famous celebrities have written inspirational books that include personal anecdotes and quotes. These can provide an interesting perspective on life and offer advice on how to live it well!

If you don’t want to use a quote from someone else’s work (or if there aren’t any quotes that feel right for what you’re trying), consider using something written by someone close to you—a family member or friend who inspires themself through their words!

A disclaimer

A disclaimer is a statement that you include at the bottom of your email signature. It’s a way to share information about yourself and how you’re using email, as well as protect yourself from possible legal consequences.

Some disclaimers are very basic and straightforward, while others may include links to more detailed information. For example, one person might write: “I do not give my consent for this message to be sent or used by anyone other than myself.” Another might mention that they work for a specific company and include their name alongside it: “This message has been sent by [name], who works for [company name].” Still, another might contain links to privacy policies or terms of service with more details about how they use email at work.

Final words

The thing about email signatures is that there are no hard and fast rules. It all depends on your job and the type of person you are. That’s why it’s important to create something that reflects who you are, not just what your company expects from you. And if you don’t get it right the first time around? Don’t worry about it! You can always change it up later down the line as long as you keep these tips in mind.

Photo by Windows on Unsplash

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