A professional email signature serves as your electronic business card. 

It's an essential part of your brand identity, which is the impression in your audience's mind of who you are and what your business represents. 

This guide will explore the top email signature templates that will make your business communications more professional in 2024.

We'll explain what an email signature should include, why it matters, and how to choose and customize the best template for your needs. 

Whether using Gmail, Microsoft Outlook, or another platform, you'll learn how to implement an email signature that looks great.

Let's dive into email signatures and discover how to make yours stand out.

What is an email signature?

An email signature is a powerful tool that enhances your professional correspondence. It appears at the bottom of your emails and acts as your digital calling card.

A typical email signature includes elements like your full name, job title, company name, phone number, and company logo. Often, they'll also include social media icons with external links. In some cases, signatures will include legally required information like company registration numbers. 

This fusion of basic contact details with personalized flair boosts your professional image. It provides recipients with multiple ways to connect with you or your business and helps make sure they remember you. 

Why is having a good email signature important?

An effective email signature is key not just to make your contact details easy to find, but also for amplifying your professional image and extending your brand's reach. 

Every email you send carries exposure potential. A well-designed signature ensures you leverage every communication to enhance visibility and engagement.

You can transform every email into a branding opportunity by including elements such as your company logo, social media links, and even a call to action. Consistency in branding helps build recognition and trust among your recipients, turning simple emails into potent marketing tools.

Whether through a well-placed social media icon that leads to your LinkedIn profile or a short, impactful call to action that directs recipients to your latest offer, a smart email signature can reinforce your brand image and promote your products and/or services.

What are some of the best email signature templates for a business?

1. Basic professional signature

For a basic professional email signature, try this template:

Best regards,

[Your Name]
[Job Title]
[Company Name]
[Your Phone Number]
[Company Website]

2. Signature with logo

If you’re looking to include your company logo in your email signature, try this template:

Best regards,

[Your Name]
[Job Title]
[Company Name] [Company Logo]
[Your Phone Number]
[Company Website]
[LinkedIn Profile]

3. Signature with social media links

Including social media links in your email signature can be a great way to get recipients to connect with you and engage in conversation. Try this template:

Best regards,

[Your Name]
[Job Title]
[Company Name]
[Phone Number]
[Email Address]

Connect with us:

[Company Website]
[LinkedIn Profile]
[Facebook Profile]
[Twitter Handle]

4. Department-specific email signature

Including your specific department in your email signature can help clarify your position for recipients. Here’s a template:

Best regards,

[Your Name]
[Job Title], [Department]
[Company Name]
[Phone Number]
[Email Address]
[Company Website]

5. Signature with CTA

An email signature with a CTA included can be a great way to drive traffic over to your site. Try this template:

Best regards,

[Your Name]
[Job Title]
[Company Name]

Have you checked out our latest post/[Latest Product or Service]? Visit [link to webpage] for details!

[Phone Number]
[Email Address]
[Company Website]

What are the top platforms for email signature templates?

Here are the top platforms for designing email signature templates:

1. Canva

Canva stands out as a top choice for crafting striking email signatures. 

This platform offers many free templates that anyone can adapt to their needs with minimal effort. With its intuitive drag-and-drop editor, Canva simplifies the design process. It allows users to create a professional-looking email signature in minutes.

Users can easily personalize their signatures by adding their company logo, making each email reflect their brand. 

Integrating social media icons is straightforward, providing recipients with instant access to social profiles and thereby enhancing the business's digital footprint.

Canva's flexibility and user-friendly interface make it an excellent tool for individuals and businesses looking to elevate their email communication. 

Whether you are sending out corporate email or personal greetings, Canva’s email signature templates ensure that your email conveys professionalism and brand consistency.

2. Gmail

Gmail simplifies creating and customizing email signatures, making it an excellent platform for business users. 

To start, access the settings in your Gmail account and navigate to the "Signature" section. Here, you can craft a new signature or update an existing one easily. The platform supports rich text editing, allowing you to add fonts, colors, and sizes to make your signature stand out.

Don’t forget to save it when you edit your signature.

Integration with Google Workspace enhances this functionality. It permits seamless synchronization across all devices. Any changes to your signature will automatically update across your desktop, mobile, and tablet Gmail apps. It ensures consistency across all devices.

You can maintain a professional appearance in all correspondence by leveraging Gmail for your email signature needs. Further enhancing your brand's identity. And making every email count. 

When responding to a client or sending out a company-wide announcement, Gmail’s signature options will help convey the right message. 

3. Microsoft Outlook

Microsoft Outlook is a sound choice for creating personal email signatures. In Outlook, setting up a signature involves navigating to the signature section settings. There, you can create new signatures or modify existing ones. 

This email provider allows the addition of essential elements such as your job title, contact information, and even a professional headshot, making every email you send stand out.

Outlook's customization tools are user-friendly, providing options to format your signature with various fonts, sizes, and colors. 

For those who prefer a more personalized touch, you can include your company logo and social media icons directly within your signature. 

Whether using Outlook on your desktop computer, iPhone, or Android, the signatures synchronize across all mobile devices. This ensures your professional identity remains consistent in every communication. 

This integration solidifies Outlook as a preferred platform for business professionals, aiming to make a lasting impression with every email they send.

4. Apple Mail

Apple Mail is also known as iCloud Mail. It offers an exceptional user experience for users looking to craft and manage their email signatures across macOS and iOS devices. 

Setting up a signature in Apple Mail is straightforward: access your Mail preferences, select "Signatures," and then craft a new signature that can be assigned to any of your email accounts.

The platform supports rich text formatting, which means you can add elements like your job title, contact information, and even a personal headshot directly within the signature editor. 

For those wishing to include their company logo or social media icons, Apple Mail allows you to drag and drop these images right into the signature area, ensuring your branding is consistent across all emails.

One of the standout features of Apple Mail is its ability to optimize existing and new email signatures for iPhone viewing. This is crucial as more people access their email on the go. 

Apple Mail automatically adjusts the formatting of your signature to appear clean and professional on smaller screens, ensuring that every element is displayed correctly, no matter the device. 

This attention to detail makes Apple Mail a top choice for users who value functionality and aesthetics in their email communications.

5. HubSpot's free email signature generator

HubSpot's free email signature generator creates professional email signatures that include all essential contact details and social media profiles. 

This tool stands out for its ability to ensure uniformity in corporate email signatures across entire teams, making it invaluable for maintaining a cohesive brand identity.

Using HubSpot's generator is straightforward: fill in a form with your contact information, add social media links, and upload elements like your company logo. 

The platform offers a preview as you build. So you can see your signature take shape in real time. 

You can generate a signature that aligns perfectly with your company’s branding guidelines with a few clicks.

One of the major benefits of using HubSpot's generator is its consistency. 

For businesses with multiple employees, it guarantees that every team member’s email signature matches, presenting a unified front to clients and partners. 

This level of consistency enhances professional communication and helps solidify your brand’s presence in every interaction made via email. 

The bottom line

Your email signature design showcases your brand identity in every message. 

With the right elements, an email signature can transform simple correspondence into a powerful branding tool. 

Platforms like Canva, Gmail, Microsoft Outlook, Apple Mail, and HubSpot provide diverse templates and editing features to match your specific business needs. These tools make it easy to craft signatures that are not only visually appealing but also functional across devices. And a platform like Superhuman can help you take your email management to the next level.

Superhuman is the fastest email experience ever made, and it works seamlessly with Gmail and Microsoft Outlook. Explore Superhuman for your team today.