Start with the essentials.
Your signature should help the person reading your email answer two questions: who is this, and how can I reach them? Begin with your name, your role or business, and the contact details that are useful in this conversation.
- Name: use the name people know you by.
- Role or business: a short description provides context without repeating your whole biography.
- Contact: include the email, phone number or website you actually want people to use. You do not need every possible channel.
Check that your display text and link destinations agree. A readable phone number should open the correct number; a short website label should lead to the correct page.
Give each addition a job.
A logo can connect the signature to your business identity. A portrait can help a reader put a person to the name. Both are optional, and your written details should still make sense without them.
A booking or portfolio link is useful when it gives the reader a relevant next step. Choose one primary action where possible. Add social profiles selectively: an active professional profile may be more useful than a row of accounts you no longer maintain.
Use an image you own or have permission to use. For reliable delivery, prefer a durable public HTTPS image URL and check how your image is delivered. Custom Signatures does not host your uploaded customer images.
Two different priorities.
Keep the conversation in focus.
Minimal needs no picture to work. In this example, your name introduces you, a short role adds context, and the contact line gives the reader a way back.
- Name first: the introduction is immediately visible.
- A short role: enough context for an unfamiliar reader.
- Contact details: useful even when images are blocked.
Make a next step easy to find.
Action Desk adds a primary link beneath your introduction and above the divider. A consultant might use that space for a booking page while keeping the ordinary contact details below it.
- Identity and company establish the context.
- The booking link has a clear, descriptive label.
- The divider separates the action from supporting contacts.
These are illustrative details in existing free layouts. Explore the other examples to compare different priorities.
What to leave out.
Remove details that repeat the same information without helping the reader. A long biography, several competing promotional links or an outdated campaign can make a small signature harder to scan.
Keep legal or organization-required wording when it applies to you; this guide does not decide those requirements. For everything optional, ask whether the detail helps this reader recognize you, contact you or take a useful next step.
Before you send.
- Check your name, role, business and contact details are current.
- Open each destination and confirm that the label describes it.
- Make sure the important information remains readable without images.
- Copy the formatted signature and follow the installation steps for your email app.
- Send a new message and a reply to another account. Inspect them on desktop and a phone.
Saving a signature here does not update a copy already installed in your email app. After editing, copy and replace that installed version, then test again.