How to Easily Create a Great Professional Email Signature in 4 Simple Steps

Professional email signatures aren’t just useful for providing your basic information. Now, signatures can actually serve as a marketing tool for businesses. What’s more, just about anyone can create a well-design email signature thanks to email signature generators tools. In just a few simple steps, you can create a signature that uses your own photo or business logo, social links, and extras such as a call to action or trackable links that automatically connect to your email provider.

Here’s how to set up a professional email signature in four simple steps:

1. Select an Email Signature Tool & Info to Include

First, you need to choose how you want to create your email signature and what to include in it.

The three primary ways to create a signature for your email include:

• Manually
• Using an email signature generator (e.g., WiseStamp or Gimmio)
• Hiring a graphic designer to create a custom signature for you (e.g., using Fiverr or Designhill).

For most small businesses, the best option is to use an email signature generator. Not only will this make your life a lot easier, but it will also give you a far more professional email signature. Generators also enable you to easily add additional elements such as a headshot or logo, call-to-action buttons, banners, and more. When choosing the best way to create your email signature, consider which elements you want to include.

Example of Email Signature Elements

Here are the most common elements of a professional email signature:

• First and last name
• Job title
• Company name
• Telephone number
• Email address
• Company website
• Business logo or user profile picture
• Call to action
• Social media links
• Banner

2. Go Your Chosen Signature Generator

Next, navigate to the email signature generator of your choice. There are a number of options, though we will use WiseStamp as it’s one of the most popular options available, and it offers a free signature with an easy-to-use platform.

Navigate to WiseStamp.com or the provider of your choice and open the signature generator.

WiseStamp homepage

3. Input Your Information & Select a Design

From the signature generator, input the information you want to include in your email signature. For example, include your first and last name, job title, company name, website, contact information (such as email address and phone number), as well as social links, a video, or a call to action (e.g., register a demo or download our e-book). You can also add a photo, which should generally be either your photo or your logo.

WiseStamp email signature generator

After inputting all the information you want to include in your signature, click the “Ok, I’m done” button in the bottom right-hand corner to add social links (optional), and then to select your signature template. Browse through the available templates and choose the one that best suits your business. Then, customize the template design by customizing colors to match your brand’s color scheme, adjusting font and font size, and selecting image shape (i.e., round or square).

Custom email signature with WiseStamp

4. Connect Your Signature to Your Email

Once you have created your signature, click the “Ok, I’m done” button to begin the signature connection process. First, you will be asked which email provider you’re using. Select the provider you’re using and click “Continue.”

Select your email provider

You will be prompted to create a WiseStamp account. Then, you will be asked to grant WiseStamp access to your chosen email account, which will then automatically add your new signature to your email. Click refresh when done.

Connecting WiseStamp to Gmail

Navigate to your email account and log in or click refresh if it was already open. Confirm that your new signature connected successfully by composing a new email, and you should see your new signature within the email dialog box.

Email signature from WiseStamp

Get more information on adding a WiseStamp signature:

• Adding a WiseStamp signature in Gmail
• Adding a WiseStamp signature in Outlook

7 Tips to Create a Great Professional Email Signature

There are so many different ways businesses can use email signatures to serve their business and their audience. Email signatures provide a good opportunity to provide information that is relevant to your business and resonates with your email recipients. A good way to get design ideas is to look at professional email signature examples.

1. Utilize Blank Space With a Banner

Email signature by Exclaimer

Your email signature provides quality real estate that can be utilized by adding a relevant banner. In this example from Exclaimer, an accommodation business adds a banner within the email signature to promote its various locations to email recipients. This can help build awareness, incite interest, and increase sales.

2. Reinforce Your Brand With Social Proof

Email signature by Exclaimer

Another way to use a banner within your email signature is to add an eye-catching image and include accolades to provide social proof. By sharing the awards your business has received, or even certifications it holds, you help generate more trust in the business as it helps establish credibility and can support marketing claims.

3. Use Your Photo When You’re the Face of the Business

Email signature from Fiverr

Before you jump to add your photo to your professional email signature, it’s worth considering whether you are the face of your business, or if your business’ logo would be better suited. In some industries, such as real estate and law, it’s common practice for the individual to be the face of the business.

4. Lead With Your Logo

Customer email signature from Fiverr

In industries where brand promotion is more vital than individual promotion, put your business logo at the forefront of your email signature. This custom email signature example from a Fiverr seller is a good example of how you can lead with your logo.

5. Use Color to Create an Eye-catching Signature

Custom email signature from Fiverr

For the most part, emails are largely white canvas with black text. Break up the white background by using color to create an eye-catching signature, such as this example from a Fiverr seller.

6. Include Links to Your Site’s Most Popular Pages

Email signature example from Gimmio

While including your website’s website is standard, a better way for many is to add links to specific web pages. Include links to the most popular pages on your site to better capture interest and to best serve your audience by giving them a way to easily navigate to the pages on your site that interests them.

7. Maintain Your Brand’s Color Scheme

Email signature from Gimmio

Always use your email signature as an opportunity to maintain your business’ branding. By using your business’ color scheme, your signature will appear more professional and it will help your audience identify your brand by increasing brand awareness.

Looking for more examples? Check out these 27 email signature examples.

Frequently Asked Questions (FAQs)

How do I update or disable my WiseStamp email signature?

If you need to change or delete your WiseStamp signature, go to WiseStamp and log in to your account. From there, you can easily edit your existing signature by clicking the drop-down icon in the upper right-hand corner to expand options and then selecting “Signature Settings” under settings. To edit your signature, click the pencil icon and to delete your signature, select “None” from the signature drop-down menu.

What are the best email signature generators?

There are a number of quality email signature generators available. The top generators include HubSpot, WiseStamp, Gimmio, Rocketseed, and Newoldstamp. Each generator works a bit differently, with varying features, tools, and pricing.

How do you get a business email address?

There are a few ways to get a business email. The most common ways include getting it through your web hosting provider or by purchasing it from an email provider such as G Suite or Microsoft 365. In order to get a business email address (one that uses your own domain), you will need to get your own domain name. Get all the information you need to know, including step-by-step instructions on how to set up business email.

Bottom Line: How to Create a Professional Email Signature

A well-designed email signature holds the power to serve as a marketing tool for your business. By creating an eye-catching signature that includes extras such as your photo or logo, social links, an embedded video, trackable links, or a call to action, your email signature can help build brand awareness and work as a sales tool that can convert leads and drive conversions. It’s easy and free to design a professional email signature, so there’s no excuse not to have one.