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The 16 Best Email Signature Designs in 2021

Exclaimer

By Exclaimer

Visually, technically, professionally – the best email signatures should work in every sense of the word. At its most basic, a good email signature includes personal information such as your name, job title, department, and phone number.

However, the best email signatures take things further by becoming a new marketing communications through the use of:

  • Your company logo
  • Brand elements
  • Promotional banners
  • Advertising slogans
  • Social media icons
  • Other dynamic content such as feedback surveys

This is why we’ve prepared some examples of the best email signatures designs we’ve seen in 2021. These can be used as inspiration to create a signature design that will make you truly stand out from other companies.

1. Include relevant contact information

The best email signature templates lay out all contact details within a simple grid. This makes the information easy-to-read. These details should be professional in nature. No personal information should be included if you are sending on behalf of a company.

When it comes to contact information in email signatures, less is more. The main details to include are:

  • Full name
  • Job title
  • Telephone number with the correct country code
  • Email address

Example

You can use a hand-written signature image to add a personal touch that the recipient might identify with such as in the example below.

Handwritten signature example

Example

The example below includes all necessary contact information, but also includes a corporate URL and a user photo. Adding a photo helps to personalize email communications.

It is always good to put a face to a name, particularly over a channel that can feel very impersonal and corporate. This is especially helpful when so many employees are working remotely.

The best email signatures often use photo images

2. Make your email signature template “social”

When you add links to social media in email signatures, you create a great opportunity to extend your marketing reach and increase your brand awareness.

Make sure that you use social media icon images in your signature though. URL links are too long, difficult to read, and off-putting.

However, don’t include too many icons. Using too many in your email signature will make your design look messy. Recipients will also be less likely to engage with any of the links. And always make sure you’re using the most current icons available.

Example

This email signature template is using four social media icons, which is the most we recommend. Their pleasant appearance is a cost-effective use of screen space in this signature and doesn’t overpower the main corporate logo.

The best email signatures use social media icons

3. Design with mobile devices in mind

Did you know that 80% of all employees use personal mobile devices for work? In a world where hybrid and remote working is now "the norm", the best email signatures are as consistent on mobiles as they are on PCs and Macs.

However, many emails sent on mobile devices struggle when it comes to email signatures. Each mobile email client has slight differences, so you can’t ask employees to copy and paste a signature template directly into an email. Some mobile devices only support plain-text signatures, meaning any HTML code will get stripped out of templates. iOS is well known for having this issue. The only way to ensure consistency is to use an email signature management solution.

Example

This email signature template proves that the best email signature design can be optimized for the smaller screens of a mobile. The template is still able to deliver a payload of information without detracting from the email message itself.

The best email signatures are designed for mobiles

4. Use more than one email signature

The strongest email signature branding should be used for external contacts, particularly those who don’t know your brand well. When used with relevant contact information, email banners, and social media icons, the recipient has various ways to interact with your company.

Then, once an email conversation is entered into, there is no need to repeat all of the same information again. This is where a new reply signature would be used. It still uses the same branding as your main signature but does not include as much in the way of contact details and marketing content.

Examples

The first signature presented uses a complex and bolder design in order to make a good first impression.

Standard email signature template used in first mail

Then, for any replies, the second signature is used to make the correspondence cleaner and easier to follow.

Reply signature used in subsequent emails

The same process is used in the following examples. The first signature includes full contact details, highlighting a variety of ways the sender can be contacted.

Good email signatures start with all of the relevant contact details

As the conversation continues, the sender uses a signature that only includes his name and phone number. The recipient will already have the other contact details so there is no point repeating them over and over again.

Good email signatures start with all of the relevant contact details

5. Use colors effectively

Bolder colors in print, film, and fashion can seem stylish and original. However, a backlit screen intensifies brightness and hinders deeper shades.

The key is to use color in a way that highlights content or makes the signature stand out. Some examples include for important text, prefixes, or your social media icons. If you use borders to structure your signature, use color here too.

Example

This template is designed to work perfectly against a white background. It showcases the creativity of the brand without being too overbearing.

The best email signatures use color effectively

We do recommend avoiding certain colors, however. Any shade of gold will look like a khaki color on some monitors and configurations. Also the darkest reds often appear muddy, while pastel shades of green and yellow can take on a sickly tint.

6. Choose the right image format

We recommend only using the following image formats in an HTML email signature:

  • PNG
  • JPEG
  • GIF

You should avoid SVG files as there is no native way to embed these into an email.

We also recommend that you use animated GIFs with caution. While it is easier now to embed these in email signatures, animated GIFs are not supported by all email clients. This means you may have issues with the GIF not animating as required. When this happens, the animated GIF will simply display the first frame of the animation.

To use images, you can either host the images online or embed them directly into your signature template. There are pros and cons to using either method. Given the fact that more people than ever view emails on their mobile devices, it is safer to use hosted imagery in your signature.

Example

This email signature uses a variety of different images from the corporate logo, awards, and feedback icons. Each image is rendered using HTML to place them in the correct location of the signature.

A good email signature design including HTML images

7. Promote your latest marketing activities

The best email signature examples use display banners to showcase new content and/or promotions. When compared to other marketing channels, there is no cost associated to using email banners. Every click is free and can go a long way towards helping you reach your marketing goals.

Example

This email signature template is actively promoting a forthcoming event. The banner is a strip of graphical detail that appears below the contact details in an eye-catching manner.

Good email signatures include display banners

Email signature marketing is great for driving an event's attendance. Any banner should include tracking code or UTM parameters embedded into the design. This is so it is easy to see how the banner is performing and if it needs to be optimized/updated.

8. Consider the use of internal email signatures

You can also put email signatures to effective use as an internal communications channel. Marketers instinctively think of external markets, but in large organizations, most emails are often sent between co-workers.

For internal email signatures, a more minimalist design can be used. Colleagues should be familiar with the brand and the sender already. This means the template only needs to include an internal extension number, job title, and corporate logo.

Example

This internal email signature is used to highlight a seasonal event to all employees. A small, tailored message at the end of your email can be an effective way to reach everyone in your company. In fact, the larger the company, the more powerful the internal email signature becomes.

Internal email signature promoting an event

9. Turn email signatures into a customer feedback machine

Customer satisfaction is a leading indicator for customer loyalty and future revenue. But the only way to find out if customers are satisfied is to get their feedback, which is quite difficult.

That’s why the best email signatures use 1-click surveys to let customers leave feedback at the click of a button. This provides actionable data with every email you send. You will then know who is happy and who is not in real time.

Example

This template uses emoticons to ask customers to provide their feedback. Using universal icons like these means they can be easily understood by anyone regardless of language. Each icon represents how positive an experience the customer has had with the company.

Best email signatures - Using feedback icons

10. Use a strong call-to-action

As corporate email is constant, it is the perfect avenue to ask customers to directly engage with you. Beyond the use of emails banners, adding a strong call-to-action can improve lead generation and drive engagement without coming across as forced. Adding a simple button to your template can turn a good email signature into a great one.

Example

This template includes a call-to-action button that lets recipients schedule a meeting directly with the sender. This button then links to the sender’s calendar, making booking a meeting with them really easy.

Best email signatures - Using a CTA button

11. Highlight important certifications and awards

Certifications can instantly establish credibility with a recipient. Trust and respect are hard to earn, particularly over email. Each graphic you use can instantly trigger recognition from recipients.

Also, don’t forget to include award wins. These give your brand a big boost and tell recipients that you are a leading player. All of your subsequent outbound emails will therefore carry more authority as well as garner you additional publicity.

Example

This email signature template showcases a new award win for the company. It does not interfere with the rest of the design but is prominent enough to be clearly noticed. Ideally, award images should link off to more information such as a press release.

The best email signatures promote certifications and awards

12. Maintain legal compliance on all emails

Opinions on email disclaimers are subjective, and some people will always believe they don’t need them for compliance purposes. However, particularly in our experience, one of the main reasons why a company chooses to use one of our products is for compliance purposes. That means using an email disclaimer.

Example

The best email signature designs like the below example place the disclaimer somewhat apart from the signature. It does not interfere with the rest of the design as a result. The font size is small and unobtrusive, and can be easily read against light backgrounds.

Best email signature - Using a legal disclaimer.

Summary

So what makes a good email signature in 2021?

  • It must be visually appealing and conform to brand guidelines
  • It must work on all email clients and on mobile devices
  • It must comply with the law
  • It must provide relevant and important information for recipients

By taking inspiration from these signature templates, you’ll easily be able to create the best business email signature possible; one that will allow you to do a lot more with standard corporate email.

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