Guides1 min read
How to Write a Professional Email Signature (With Examples)
Signatures reinforce your domain brand on every reply — what to include and what to skip.
Your signature is a micro billboard. On business email it should match your domain, title, and the trust you want recipients to feel.
What to include
- Your full name
- Your job title and company name
- One phone number you actually answer
- Your website, written as plain text
- Pronouns, office hours or time zone if they help people reach you
What to leave out
- Several phone numbers and every social network you are on
- Inspirational quotes
- Long legal disclaimers, unless your industry requires one
- Signatures that are one big image — many clients block images, and they often arrive as attachments
Example
Amara Okafor
Founder, Okafor Design Studio
+44 20 0000 0000
okafordesign.comSet it once per mailbox
In OquMail’s webmail each mailbox has its own signature, so support@ can sign as “The Support Team” while your personal mailbox signs with your name. If you also use Outlook or Apple Mail over IMAP/SMTP, add the same signature in that app, because desktop clients keep their own.