The Email Signature Handbook
Toggle navigation

Top 7 email signature photo image tips

Letting employees see photo images of others in email signatures adds a more ‘personal’ and ‘human’ touch to email communications.

If a company employs thousands of people, it can often be the only way for some people to see exactly who they are dealing with, especially for IT administrators who have to visit individual users at their desks.

What’s more, adding users' images to email signatures adds an extra level of professionalism and can serve as a powerful visual cue to help customers easily identify your company.

An email signature photo image lets a recipient see what you look like.

Here are our Top 7 tips to help you get the best email signature photo images for all of your users.

  1. A user must look straight at the camera. Their face can be at an angle though as this isn't a driving license or passport photo.
  2. Make sure that the photo is clear, in sharp focus, free from red eye and free of any reflection/glare from glasses.
  3. Ask the user to look natural and relaxed. Let them smile if this is acceptable to your senior management, but let the user act in a way that is comfortable for them.
No email signature photo image should have a user acting unnaturally.
  1. Email recipients want to be able to see the face in a photo image, so don't let a user hide behind items like sunglasses or hair. Also, only let them cover their head if it is for religious or medical reasons.
  2. Don't accept any ridiculous poses. The photo a user has in their email signature doesn't just reflect them, but your organization as a whole. Remember this is still a professional photo!
  3. This goes without saying, but make sure there is only one person in the photo. Each photo should represent one person only.
  4. It might look interesting, but it is not a good idea to digitally manipulate any images. You want all photos to look as 'real' as possible and fancy effects will detract from this.

How Exclaimer Can Help:

If you're looking for an easy way to design and manage professional email signatures across your whole organization, we're here to help. Find out more or start your free trial today!

Learn More Start your Free Trial




Recommended reading

Using email signature photos

Learn more about using photo images in professional email signatures

Photo images in email signatures

Find out how you can get photo images in email signature templates

Print this page