The Email Signature Handbook
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The best ways to format an email signature

When creating an email signature, the format of it is an essential design point to consider. Having an email signature that has had no thought to the layout can look messy and also make you look unprofessional. If you’re struggling with the format of your signature, check out the guide below!

Email signature hierarchy

The best way to decide on the format is by creating an email signature hierarchy with the elements you want to include. What is the first thing you want the recipient to see? What are the most important elements?

First things first, if you haven’t already, decide on the elements you would like to include in your signature. Check out this article for help with what to include.

Next, you will need to create the hierarchy. Simply put, create an order of which you want your contact details and other signature elements to appear. We typically suggest having your name and job title at the top of the signature. The disclaimer should be at the bottom of the signature, although it is important to include, it’s not the first thing the email recipient should see.

  1. Name
  2. Job title
  3. Company name (optional, if appears in logo)
  4. Phone number
  5. Email address
  6. Website
  7. Company address
  8. Email disclaimer (check out if you need one)

Then comes the optional elements, such as the images.

  1. Social media icons
  2. Promotional banner
  3. Photo image

Email signature layout

After you’ve decided on the order of the email signature elements, next you need to format the layout of the signature. For us, having the logo as the focal point is the best place to start.

The shape of your logo will play an important part in formatting your signature, whether it’s a square, rectangle or circle. Your logo should be the focal point of the signature, as including your brand is essential.

Below are a few examples of the types of layouts you can have – if you have a rectangular logo, we recommend adding it above or below your contact details, to avoid making the signature too wide. A square of circle logo is better to the right of left of the contact details.

Other formatting tips

The layout of your signature is not the only part you need to format. In order to achieve a professional looking email signature, you’ll also need to format elements such as the size of the signature, the fonts, colors, and hyperlinks.

Check out these articles below for more formatting hints and tips:

How can Exclaimer help?

Exclaimer’s email signature management solutions allow you to effortlessly create a professional email signature. The solutions come with a library of pre-built templates, so you’ll have lots of email signature formats to choose from.

Try Exclaimer’s email signature solutions today!

How Exclaimer Can Help:

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