What is an email signature? How to create a professional one

One way to make a good impression and promote your brand to customers and partners more effectively is an email signature. Your Email Signature is now a way to identify your personal brand or the company you work for. A signature at the bottom of an email also shows partners and customers that you are professional, in every email you send. So how do you make your email signature stand out? Let's Mona Media look in detail at what an email signature is, how to create a good-looking email signature and some professional email signature examples in the article below.

What is an email signature?

An email signature is the information that appears at the very end of an email. To make your emails look more professional, set up your personal signature once. The system then adds it automatically to every email you send afterwards. A professional email shows you take your work seriously and earns points with employers, customers and partners.

The role of an email signature

Many people don't think an email signature matters much and treat it as a formality, without seeing how important it is. An email signature matters even more to businesses that want to grow and marketing strategy expand their brand. Specifically:

• An email signature suits everyone. It isn't only for companies. Individuals can create their own signature too.
• It helps customers identify your business or personal details more clearly.
• Adding a signature to your email makes it easier for recipients to reply.
• When all employees use the same company email signature template, it helps establish your business brand in front of your partners.
• An email signature also works like atool and a way for a business to market itself, because you can add information or the company website to your signature.

What an email signature does for marketing

An email signature is an important part of how a business asserts the value of its brand and shows professionalism to customers and partners.

• An email signature works like a business card with some information about the company. It lets you market and promote your personal brand or company to everyone who receives your email. Your business also looks far more trustworthy and professional to recipients.
• In addition, A well-designed email signature is also a very effective form of marketing. When you create your signature, you can add your business's contact details, website and social media. Customers just click the signature and the link takes them straight to information about your business.
• If everyone in the company also uses the same standard business email signature, it helps position the brand better and win customers' goodwill.

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What affects an email signature

To design a good-looking, professional email signature, pay attention to the factors below.

• Signature image: For a complete, good-looking signature, you don't have to include your photo. But a photo does make an impression on the recipient and helps people recognize you. The image can be a personal photo or the company logo.
  • Remember, for a professional, attractive image, you should choose a photo of moderate size, sharp, with your face clearly visible.
  • An image that is too large loads slowly and makes your email heavier than usual.
• Typeface: Choose a font that is clear and easy to read. Avoid fonts that are hard to read or gaudy. For a business signature, choose modern, simple fonts.
• Colors: In Marketing an important rule for any ad layout is to use no more than 3 colors, so it doesn't backfire and confuse the reader. An email signature should follow the same rule to work well for branding.
• Design: This is the most important part of a professional signature. Pay attention to the overall layout, so it looks good and draws the eye.

-> Researching: The importance of brand identity color 

So when you design an email signature, set it up from top to bottom (hierarchy). Emphasize important details such as name, email, phone number and job title in bold or a larger font size.

Some ideas for an email signature that looks professional and suits your job.

• Decide on a design style: Decide whether you want a creative, colorful, modern, clear, classic or minimal signature. This narrows down your options. Stay consistent in color, layout and font so people recognize you.
• Keep it simple and on brand: Easy to read and well designed is what matters most. It lets your signature show information clearly. Too much information makes you hard to remember and buries the important details, which annoys readers.
• A flexible signature format: Editable email signature templates are the quickest way to a professional, effective signature. These email signature templates let you edit them. They offer many options you can change easily, such as your avatar, logo, icons and links.

How to create a professional email signature

Here are 4 ways to make a professional email signature on platforms such as Gmail, Outlook, HubSpot and HTMLSIG. You can do any of them easily.

1. Email signature in Gmail

Creating an email signature in Gmail is very popular and takes only a few simple steps:

• Step 1: Sign in to your Gmail account, click the gear icon in the top right corner of the screen and choose "Settings" from the menu.

• Step 2: In the general settings, find Signature and tick the box under "No Signature". Then type the text you want in the editing box.

• Step 3: After you create the signature, click "Save changes". Open a new email and the signature you just created appears at the bottom of the message.

2. Creating an email signature in Outlook

Many people also set up an email signature in Outlook to make their emails look professional. Here is how:

• Step 1: Open outlook.com, then click "New Email" to start a new message.

• Step 2: Find "Signature" in the "Message" menu.

• Step 3: A dialog appears on screen. Click "New" to create a new signature.

• Step 4: Fill in all the details for your signature and click "OK".
• Step 5: Enter the details you want to show in the signature in the "Edit signature" box below. You can change the colors, font size and font, and add an image or logo as you like. Finally, click "OK" to finish creating your Outlook email signature.

3. Email signature in HubSpot

Creating an email signature in HubSpot is also simple. The steps are similar:

• Step 1: Go to the link https://www.hubspot.com/email-signature-generator
• Step 2: The home page appears. Choose an email signature template and fill in the registration form.
• Step 3: Fill in the required details, adjust the style, upload your photo and set the signature style you want as the default.

• Step 4: Click "Create Signature" to create your personal email signature.

4. Email signature in HTMLSIG

To create an email signature in HTMLSIG, follow these steps:

• Step 1: Go to HTMLSIG at https://htmlsig.com/. There you can choose between a free signature and a paid one, depending on what you want from your email signature.
• Step 2: Fill in the required fields: Main, Disclaimer, banner, Social and so on.
• Step 3: Click "Create Signature" to finish your email signature.

Tips for creating an email signature

A professional tips for creating an email signature that not everyone notices or knows. You can create an email signature this way:

• Go to settings and click "See all settings"
• Under Mail, choose Compose and reply
• Under Email Signature, enter your signature, then use the formatting options to change how it looks

Note: Each account has only one signature. If you want your signature to appear at the end of every new email you write, choose "Include signature on all new messages".

What to keep in mind for a professional email signature

In some cases you can't set up a signature for your email. Here are some notes if you want to create a professional email signature:

• Can't format the signature: In this case, go to the compose settings and turn off plain text mode.
• Can't add an image: If you take the image from your personal drive, check that you have shared it publicly and granted access.
• Signature content is cut off: Note that a signature can be at most 10,000 characters.

Websites that help you create email signatures

To create a professional email signature, besides the common Gmail and Outlook methods, you can also use software and websites that make it very simple. Email signature software helps you choose a design that looks good and makes a strong impression on recipients.

Most email signature tools are free, but some features are limited. They only unlock in the paid version.

Here are 2 popular signature websites that many people choose:

• Emailsignaturerecue.com
• Mail-signatures.com

Both websites make it easy to customize and format your signature, with a library of templates to choose from.

Some email examples Signature editing techniques

Here are 4 professional email signature examples you can use to improve your own signature.

Signature example 1

Signature example 2

Signature example 3

Signature example 4

FAQ

1. Why use a signature in email?

A well-designed personal email signature is a way to make a good impression on recipients. For a business, a company email signature raises brand recognition and shows professionalism to customers and partners.

2. What is the standard size for an email signature?

That is an introduction to what an email signature is, and the value and benefits of a well-designed email signature. The article also shows how to create a signature in Gmail, Outlook, Hubspot and HTMLSIG, so you can build your own quickly and easily. We hope it helps you find a signature layout you like.

|As you can see, Email Marketing is an effective marketing method for businesses. So if your business is short on time for designing an email signature, or for marketing products and services by email, come to CONTACT US Mona. We provide email marketing services that helps clients:

• Sort and manage client emails clearly
• Reach the right audience target customers
• Cost-efficient
• Build brand recognition
• Speed up outreach and grow conversion rate

Contact details for MONA Media:

• Address: 1073/23 Cach Mang Thang Tam, Tan Son Nhat Ward, Ho Chi Minh City
• Hotline: 1900 636 648
• Email: info@themona.global