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Top 8 Benefits Of Professional Email Signature That You Must Know

by Alice Jackson Tweet - in Email Design

Last updated on December 27th, 2023

Emails, a significant part of human communication, have been around with us for decades. In today’s world, where all communications have moved into digital realms, emails still hold a lot of importance. When it comes to email marketing, marketers usually take care of subject lines and mail body content. They hardly think of an email signature. They are unaware of the fact that a professional email signature can also be a powerful tool in establishing a brand identity.

So What Exactly Is Email Signature?

Simply put, email signature is your identity information that is added at your email footer. It helps your email receivers know who you are and what you represent. They are like digital business cards.

You can add information such as URL of your company’s website, social media icons, contact information, etc. You can also share a link of your products/services or campaigns that you may be currently running.

Before we jump into discussing the benefits of professional email signature, let’s have a look at some of the important statistics. As per the latest statistics:

i. More than half of the world’s population use email. Currently, there are around 3.9 million active email users worldwide.

ii. 73% of the millennials want businesses to communicate through email.

iii. More than 50% of the U.S. respondents check their personal emails more than 10 times a day.

iv. 59% of individuals say that their purchase decisions are highly influenced by marketing emails.

v. In 2018, there were approximately 281 billion emails that were sent and received everyday and by 2022, the numbers are expected to grow by 333 billion globally.

After knowing all these statistics, we are sure that you definitely don’t want to overlook your professional email signature.

Top 8 Benefits Of Professional Email Signature

01. Shows Professionalism

Professionalism is a way you represent yourself and a company in a positive manner. According to experts, it is one of the biggest factors for long-term business success. However, professionalism doesn’t only restrict to wearing suits and leading a team. You need to show it in your communication as well.

email signature

Having an email signature with information like name, title, company name, photo, etc. makes you look professional. This also gives a sign to receivers that you are not on your own, but contacting on behalf of a company.

02. Portrays Brand Awareness

Brand awareness is the secret ingredient behind a company’s long-term success. A company cannot operate successfully unless and until audiences are not aware of its products or services.

One of the best ways to introduce your brand to larger audiences is through email signature. You can put your company logo and website link in your email signature design.

email design

This way every time you send emails to your customers or clients, your brand will get highlighted. Even if anyone is not interested in your products or services, they will recognize your brand anywhere through your company logo.

Do you want to design a logo for your company? Hire a professional graphic designer now as the designing of market-sensitive collaterals of any company should be in the hands of experts.

03. Makes Email Marketing More Effective

Virtually every business nowadays is engaged in some form of email marketing. Email marketing remains a recognized and effective tool despite the emergence of other marketing channels, such as social media and videos. However, as a marketer or lead generation professional, it is imperative for you to harness the power of email validation to ensure the quality of leads in your database.

email campaign

So if you have planned to run any marketing campaign, then you can promote it by putting a link of the campaign in your email signature template.

People with whom you already have an established business relationship, they will click the link once for sure, and they may even forward it to their friends and colleagues who they think may be interested in your brand.

04. Helps Increase Social Media Followers

The trend of promoting business through social media has grown tremendously. The social media platforms helped a lot of companies grow their brands.

As per Hubspot, 92% of the marketers have reported that social media has helped them increase brand awareness, and 80% of them have confirmed that through social media efforts, there has been an increase in the traffic on their websites.

Social Media Followers

This clearly shows that social media plays a huge role in the success of businesses. So why not include your social media channel links in your email signature?

This will give your clients another way to connect with you and learn more about you outside of emails and phone calls. You can either add the social icons or text links in your email signature design.

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05. Keeps The Target Audiences Engaged

For any business, clients are everything. It is a way to everything that a business wants and i.e. customer purchases, customer-based profits, customer ambassadorship for a brand.

By using an email signature as a marketing tool, you can engage your clients and deliver value at every stage of a customer journey.

Target Audiences Engaged

You can also build a strong relationship with them by providing valuable content like free webinars, discounts, offers, upcoming events, etc. Adding valuable content will always make your audiences wait for your email to check out something new.

Even if they are not interested in the subject of your email, they will open it at least once to see if you have anything new to offer. This way, for every email, you can keep your target audiences engaged. Interesting, right?

06. Builds Trust

Being a business owner, you must be aware of the fact that winning the trust of clients/customers is not easy.

While sending professional email, sometimes you may not want your email recipients to take certain action. You can even use the same email in your favor. How? Let us explain this with an example.

Builds Trust

For instance, your business has successfully gained visibility on top business magazines like Entrepreneur, Forbes, Harvard Business Review, etc.

In your professional email signature, you can show the names of big magazines you got featured in. This way you are not asking your clients to consider your products or services directly.

07. Helps In Getting Instant Reviews

Reviews are a great way to provide evidence about the quality of your products or services. If you are new in the industry, then clients may have some idea about your reputation. Before making any professional relation, they would naturally be interested in knowing your records.

Getting Instant Reviews

Undoubtedly, it takes time and effort to get reviews from customers but if you succeed in collecting them, it can bring new clients to your database.

While there are ways to collect reviews from clients, but asking them through emails can be one of the best ways as your email recipients don’t have to go to various platforms to post reviews about your business. Simply add ‘Review Us’ in your email signature design and redirect it to the survey link.

08. Is Cost-Effective

In today’s business world, competition is very high. Every business tries its best to reach their target audience. Nowadays, it has become easy for businesses to get connected with target audiences worldwide.

All thanks to technology! But as the demand for using various marketing channels and tools increased, the prices for promoting businesses through them have also increased.

Email Signature Generator

This has become a disadvantage for many business owners, especially those who have just started their entrepreneurial journey.

If you are one of them, then here is good news for you! Unlike the old days, today you can use your email signature to promote your business at a very less price. Want to do it now? Use our email signature generator.

This easy-to-use tool is absolutely free. You can choose the template as per your requirement and create a professional email signature within minutes.

Mini Guide On The Tips To Create Professional Email Signature

01. Don’t Exceed Four Lines

After knowing the importance of email signatures, you may want to include everything in your email signature. But it is suggested not to have a signature beyond four lines. It will not only look unprofessional but may also convey that you are aggressively promoting your brand.

Don’t Exceed Four Lines

Yes, we know that we can use signatures for promotions, but at the same time, it should not look a promotion. If you want to add anything important, let’s say the link of an ongoing campaign, you can add it temporarily in place of something which may not affect your business directly.

02. Include Your Picture

Adding a headshot to your email signature will make your email signature more impactful. It will help you build more trust with your would-be clients. When they see your picture, they will feel like they are interacting with the real person and not a bot.

Include Your Picture

They may also get motivated to reply to your emails instantly. Make sure that the picture you include in your signature should be a professional image.

03. Always Add Your Company Logo

No matter what information you add or delete, but one thing that should always be there in your professional email signature is your company logo. Keeping the logo in every email will help you build a strong brand identity.

Add Your Company Logo

04. Don’t Forget Mobile Optimization

The mobile industry is on the rise. Currently, there are 2.71 billion mobile users worldwide. Since so many people are using mobiles, they would probably read your emails through their mobile devices. Thus it is important to optimize your signature so that it does not look squished, pinched, or cut-off.

Don’t Forget Mobile Optimization


Creating a professional email signature is easy. It really is. You don’t require additional resources or time to create it. However, the benefits you get for using an email signature are so huge that we are surprised why many businesses still don’t have a professional email signature. So, if you are among those businesses and want your brand to become the next Amazon, then go ahead and create it now!

Generate Your Email Signature

Alice Jackson is a business consultant, blogger, social media enthusiast, online market analyst, amateur designer and an avid author at Designhill. She has written on several topics including social media marketing, SEO, content marketing, startup strategies and e-commerce. When she’s not writing, she loves spending her time reading romantic novels, Connect with her on Twitter: @jackson_alice1



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