How to create a professional email signature that gets you noticed, with examples

If you think your email signature doesn't matter, think again. It could be quietly costing you replies, trust and even sales. More than just a sign-off, your email signature is your digital first impression that shapes how people see you, whether you're a business, group or individual. Use our expert guide with real-world examples to create a signature that sets you apart.

Updated: 21 October 2025

Why your email signature matters more than you think

Let's be honest, most email signatures are forgettable. A name, a phone number, maybe a logo if you're lucky. But if you're representing a business or working as a professional, especially in the UK where trust and presentation go hand-in-hand, your email signature is a small space that can make a big impact. It's your digital handshake. And it's time to make it count.

Every message you send from your business email or professional email account is a chance to reinforce your credibility. Whether you're quoting for a job, replying to a client, or following up on a lead, your signature quietly says: "Here's who I am, and yes, I'm professional."

A well-crafted signature builds confidence, adds polish, and makes it easy for people to contact you. It's also a subtle nudge that says, "I take what I do seriously." And in a world where first impressions often happen online, that matters more than ever.

What to include in your email signature

Your professional email address should have a signature that is clean, clear, and credible:

• Your full name (no nicknames unless that's your brand)
• Your role or business name (e.g. "Account Manager, Bramble & Finch" or "Joiner, Oakridge Carpentry")
• Phone number (mobile or landline, whichever you actually answer)
• Professional email address (ideally not Gmail or Hotmail—yourname@yourbusiness.co.uk looks miles better)
• Website link (if you've got one)
• Social media icons (only if they're active and relevant)
• Logo or headshot (optional, but really helps your signature stand out)

Skip the inspirational quotes, oversized banners, or 12-line disclaimers. Keep it tidy.

Make it clickable

Don't just paste your website URL or email. Make it clickable. Same goes for your phone number. If someone has to copy and paste, you've already lost them.

• To make your email clickable, insert a link in your email and start the URL with mail: (e.g. mail:your@email.com).
• To make your phone number clickable, insert a link in your email and start the URL with tel: (e.g. tel:+441234567890).

Bonus tip: Add a subtle call-to-action. Something like:

"View my latest projects" "Book a free consultation" "See my reviews on Checkatrade"

It's not pushy, it's helpful.

How to design a sleek, professional-looking signature

Now let's talk design. A well-laid-out signature doesn't just look good, it builds trust. Here's how to make yours stand out when sending emails from your business or professional email account:

• Stick to a simple layout
  • Use a clean, left-aligned format or a two-column layout (text on one side, logo on the other).
  • Avoid clutter. White space is your friend.
• Use brand colours sparingly
  • Pick one or two colours from your logo or website.
  • Use them for headings, links, or dividers, not for every line of text.
• Choose a readable font
  • Stick to system fonts like Arial, Calibri, or Verdana.
  • Avoid script fonts or anything too stylised.
• Size matters
  • Keep font sizes between 10-12pt.
  • Make your name or business name slightly larger to draw attention.
• Add a logo or headshot
  • A small logo adds credibility.
  • A headshot adds a personal touch, especially useful for consultants, freelancers, or sole traders.
  • Keep your image file size small—slow-loading images that bloat your emails can frustrate recipients and undermine the very purpose of adding a signature!
• Use dividers or spacing
  • Horizontal lines or subtle spacing help separate sections.
  • This makes your signature easier to scan and more visually appealing.
• Check it looks good on all devices
  • Check your signature looks good on all screen sizes - desktop, tablet and mobile.
  • A layout that looks sharp on a large screen can easily fall apart on a phone, where lots of emails are read. Skipping this step could mean your signature appears broken or unprofessional to the very people you're trying to impress.

If you're looking to simplify the process of creating a standout email signature, why not choose an email service that includes a built-in email signature builder, like Absolute-Email. It takes the hassle out of formatting and helps you craft a signature that looks great. Ideal if you want to make a strong impression without wasting time.

Email signature examples that make an impact

Here's some standout signature designs to spark your creativity:

Tip: choose an email service that includes a built-in professional email signature generator, like the one at Absolute-Email, which makes designing and formatting your signature easier.

The power of looking professional

An average signature says, "I haven't thought about this." A sleek signature says, "I'm professional, prepared, and worth your time."

Whether you're a business, freelancer, or applying for a new job, a professional email signature can mean the difference between getting a reply or being overlooked. It shows you care about the details, and that's exactly what clients, prospects and those you're hoping to impress are looking for.

In the UK, where trust and presentation carry weight, your email signature should reinforce your credibility, not undermine it.

Take ten minutes, tidy it up, and make sure your email signature is working as hard as you do.