Email Signature

Email Signature Format

An email signature is a text at the end of an email in which the sender outlines their personal information. Using an email signature saves time because writers do not have to re-write their contact information on every email they send.

Email signatures vary depending on the person sending the emails and the context, but generally, they should include the following information.

The Name of the Sender

Typically, the first part of an email signature is the sender's first and last name. This is important because it tells recipients who the email is from. Sometimes writers use other titles, such as Dr. Smith or Professor Roberts, instead of their first and last names. People also sometimes include information after their names, such as "J.D.," which shows they are a lawyer or RN to show they are a registered nurse. These acronyms tell the recipient more about who the sender is.

Additionally, some clients allow you to "draw" your name out, creating something like a real signature.

The Sender’s Title

After the sender’s name, email signatures often mention the writer’s title. This could be a job title or a description of the person. For instance, a signature for a businesswoman might state “Head of Marketing” in the second line, but for a graduate student, it might say “Graduate Student Researcher.”

Contact Information

An email signature should always contain at least one way to contact the sender, such as the email address or phone number. Often people will also put the address of their company or an office number.

Email Signature vs. Closing Text

It is important to note that an email signature does not replace the closing text. The term closing text refers to an email's last few lines, in which the sender signs off with a polite phrase and their name. People writing an email still have to close the text with a closing line such as “Sincerely” or “All the best” and who they are. Then they insert their email signature at the very end. For instance, note how the sender of the following email crafts the closing text and an email signature in the following message:

In this example, the sender already knows the recipient, so she does not introduce herself or include her last name in the closing text. She ends the email with a polite closing line and then adds her full contact information in her email signature. Even though the recipient knows her, it is still useful for him to have all of her contact information, so he does not have to follow up and ask for it.

Pronouns in Email Signature

People often include their preferred gender pronouns after their name in their email signature. Preferred gender pronouns are the pronouns one wishes others to use when addressing them. Including pronouns in an email signature helps ensure that recipients understand how to properly address them in the future. The following example depicts how one might add pronouns to an email signature:

Professional Email Signature

A professional email signature is for formal communication, such as communication in a workplace. It includes all of the above aspects of an email signature, including the name, title, and contact information of the person sending an email. In a professional email, people do not include personal details such as their personal cell phone number or home address. Instead, they tend to include their professional details, such as their office telephone number or office address.

A professional email signature also often includes the logo or name of a company the person is affiliated with and sometimes even the company's website. This reaffirms the sender’s connection with the organizations and raises awareness for them.

Personal Email Signature

A personal email signature is more informal than a professional email signature. Personal email signatures sometimes include personal social media accounts, emails, and phone numbers. They do not necessarily mention the name of a company a person is affiliated with or their job title.

Personal email signatures usually just include a person’s name, contact information, and whatever information they want to include about themselves, be it fun informal details or practical, professional information.

Fig. 2 - People use professional email signatures for formal communication and personal email signatures for informal communication.

Email Signature Examples

The following examples demonstrate the difference between professional and personal email signatures.

Professional Email Signature Example

Casey Smith (She/Her/Hers)

Director of Communications

KR Bank

Casey. Smith@KRBank.com

+1 123-456-7890 Ext 123

Personal Email Signature Example

Jane Alexander

(She/Her/Hers)

Freelance Writer

Jane.Alexander@Email.com

Jane.AlexanderPhotography.com