How to Create a Professional Email Signature

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An email signature is a reflection of you, your business and your professionalism. Use it to set an appropriate tone for your business communications and reflect what you want to convey to business contacts. After you create a professional signature, use it on all your business email correspondence.

Open your email account and select the email client's customizing features for creating personal email signatures. Ask your provider for assistance if you're not able to locate the feature.

Enter your email signature text at 12-point size in an easy-to-read font such as Times, Helvetica, Officina or Garamond in the provided area. Enter your full name, your title or a brief description of what you do, the name of your company, a phone number and email address. Keep it simple. Don't include social network information, personal information, quotes or personal links in your email signature block.

Proof your email signature as you would any email. Check it for proper spelling and grammar. Don't use all caps, unnecessary color, underlining or boldface. Be truthful about your title or job description. If you don't have a title, use only your name.

Save your newly designed professional email signature.

Tips & Warnings

  • These same rules apply to auto-response emails.
  • An email signature is a signature not a graphic. Don't use graphics or images in place of a signature.
  • Professional email signatures are composed in black, except for hyperlinks, which appear in a color, usually blue.

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