Professional business email signature examples

When you leave employees to set their own signatures for business emails, things can quickly spiral out of control. Some users will use off-brand colors, others will add unnecessary inspirational quotes, and someone else will forget to update the business logo. Personal social media links also sneak into what is supposed to be a professional business email signature.

Creating consistent and professional email signatures is critical for business branding. WiseStamp, with its intuitive signature design platform, equips users with the tools to enhance email communication efficiently.

Key takeaways

• The best email signatures for business stand out because they present essential information clearly and use consistent branding elements.
• Using disjointed email signatures increases the risk of errors, such as outdated information, that may damage your credibility.
• You can create a signature template without a dedicated tool. However, this approach is prone to errors and can be time-consuming.
• WiseStamp doesn’t just save you time; it provides a way to manage company-wide signatures centrally.

Examples and templates of business email signatures

The impact of using a professional business email signature template

Your business email signature template is one of the touchpoints through which your customers, partners, and prospects interact with your brand. It may be the last thing your customers see in your email, but it can also be the first thing they remember easily about your brand and values.

Closing every business email with a thoughtfully designed email signature creates a sense of professionalism. When used across the business, it shows that your team not only reads from the same page but also cares about the small details. This suggests that you’re likely to be just as concerned when it comes to solving your customers’ problems.

This consistency is crucial, especially in the digital business world, where customer trust is built one step at a time. Trust builds long-term relationships and also fuels positive word of mouth, ultimately leading to business growth.

On the other hand, even small things like an outdated logo or poor formatting can leave customers questioning your professionalism and reliability.

How to create the right email signature template for your business

Follow these guidelines to create professional business email signature templates:

Step 1: Bring your brand standards into your signatures

Brand standards are style guides that visually represent your business across different communication channels. In the case of email signatures, the most important guidelines will be the logo, color scheme, fonts, and tone.

The goal is to extend these guidelines into your business email signature templates. Make sure the signature is consistent with how your brand shows up elsewhere, for instance, on your website and social media profiles. Even if your company currently uses a simple signature that everyone copy-pastes, just ensure that it truly reflects your brand identity.

Step 2: Decide on the elements to include in your signature template

Your email signature business template is only as good as its content. There are tens of things you could include in your email signature template, but not all of them are necessary. Cluttering your email signature with unnecessary information overwhelms your recipients and distracts them from what truly matters.

The best business email signature examples include only the essential and relevant details like:

• Full name
• Job title
• Company name and logo
• Contact information
• Website

You can also include optional elements such as clickable social media icons and CTA banners to add value to the signature template.

Note: You don’t have to limit all users to the same elements. It’s okay to create multiple email signatures to meet the needs of different teams and departments. Just remember to stick to brand standards.

Step 3: Think about design hierarchy

Design hierarchy refers to the arrangement of email signature elements. It’s supposed to guide the recipient’s attention to the most important information in order to take the desired action. This could be visiting your site, booking an appointment, etc.

An effective way of designing a strong design hierarchy is placing the most important elements at the top so they are noticed first. You can also use brand colors to create contrast and make the most important elements stand out. Utilizing font size helps a great deal, too. Larger fonts attract more attention and convey significance.

Step 4: Bring your email signature to life

To this point, you have a vague idea of how your business email signature will look like. It’s time to bring the concept to life.

There are two common ways of designing an email signature:

i) Use a signature generator tool like WiseStamp

Most organizations these days use online email signature generators to create professional signatures. That’s because signature generators simplify the entire process, allowing you to design professional email signatures in minutes.

As the leading email signature generator, WiseStamp has hundreds of examples of business email signatures that you can customize and use as your own. We have professional signature templates to fit every need, including organizations, companies, CEOs, freelancers, photographers, etc.

The best part about WiseStamp is its ease of use. You enter your information in a form and WiseStamp automatically places the content in a professional signature template.

WiseStamp actually goes a step further by integrating your signature into your company’s email directory. This way, you’re guaranteed that your signatures not only look great but function optimally wherever you use them.

ii) Manually code your HTML signature

This method involves building your email signature from scratch by writing every line of code. It may be suitable if you want full design flexibility and the freedom to customize your signatures to the last detail.

You must be good at coding and troubleshooting HTML issues, though. Otherwise, your email signature may display inconsistently across different email clients and browsers and do more harm than good to your brand.

Coding business email signatures manually is best left to developers and tech-savvy users. Although you can engage a skilled developer, that often comes with high costs and longer turnaround times.

Tips on creating the perfect business email signature template

Keep it concise

The best email signatures for businesses are short and focused only on the details. Limit it to 3-4 lines so your recipients can scan it.

Prioritize web-safe fonts

Using web-safe fonts ensures that your business email signatures are accessible and readable across different email platforms, devices, and browsers.

Add your business logo

Your logo is the core of your business’s brand identity. It grabs attention and is easy to remember.

Optimize for all devices

It’s estimated that 50-70% of emails are opened on mobile devices. Mobile optimization makes it easy for your readers to read and interact with your business email signature.

Consider adding a call-to-action (CTA)

A CTA in a business email signature can encourage readers to do several things: book a meeting, read your latest blog post, or follow your company page. It guides your recipients towards a desired action without being intrusive.

Additional benefits of using a template for your business email signature

Saves time

Your employees won’t need to create their own signatures. With WiseStamp, you can create and deploy professional email signatures across your company in minutes.

Ensures brand consistency

A template ensures that all email signatures across your business look and feel the same. This is important for reinforcing professionalism and building trust with customers and clients.

Updating signatures becomes easy

With a predefined layout and formatting, your IT team won’t need to create new email signatures from scratch whenever there’s a change in staff details or branding updates.

Reduces the likelihood of errors

Having a business email signature means your employees don’t have to choose colors, fonts, and layouts. This not only saves your employees time and effort but also helps reduce the risk of errors that can make your email signatures look unprofessional.

How WiseStamp helps businesses overcome compatibility and technical email signature challenges

Creating and deploying business email signatures comes with several challenges. But WiseStamp can solve almost all of them.

Email client compatibility issues

Email clients like Gmail, Microsoft Outlook, and Apple Mail render HTML differently. Without a standardized design, an email signature that looks perfect in one client might appear broken in another. WiseStamp solves this problem by creating signatures using email-safe HTML. It also tests the final product on all major email clients to ensure consistent styling.

Broken or missing images

Broken or missing images are more than just a bummer. They can make your email signatures look unprofessional, distract message delivery, and create a poor impression with clients. Solving image issues is not always straightforward because they can be due to different reasons like formatting and hosting.

WiseStamp will host your images and optimize them automatically to ensure they display correctly across different email clients.

Employees tampering with email signature templates

If you allow your users to fill their email signature templates manually, they might leave out important details or even introduce off-brand elements.

WiseStamp allows you to create a master template that you deploy to all users and manage centrally. Any changes made by the WiseStamp admin are automatically updated in individual email signatures.

Final thoughts on business email signatures

Having a unified business email signature template is a huge step toward building and maintaining a trustworthy brand image in email communication. Without one, you’re sacrificing professionalism and control, which can hurt how your customers perceive your business.

Theoretically, you could train your employees on how to create a great email signature and hope that they follow the guidelines. But in practice, this approach is time-consuming, error-prone, and nearly impossible to enforce across an entire team. That’s why the WiseStamp email signature generator exists.

With WiseStamp, you don’t just create a professional business email signature template in minutes. You’re assured that it will work across different email clients from the get-go, all while being aesthetically appealing.

Ready to get started? See some of our professional business email signature examples, or create your own!