Struggling to find practical guidance on email signatures?
This post has you covered, from HTML versus image designs to setup across different email clients.
Packed with tips and examples to help you create a standout signature in a few minutes.
Why You Need An Email Signature
A sharp email signature enhances your credibility - it's like a social media profile picture.
Think about it, would you respond to a message from a faceless profile on Instagram?
Probably not - the same principle applies to your emails.
Moral of the story?
What’s A Good Email Signature?
A strong email signature showcases your role and the key details your recipient is interested in.
At the bare minimum, your signature should include:
Your First Name
Your Position (what you do.)
Contact Information other than your email (it’s a common but redundant practice.)
Sarah Customer Success Associate (555) 123-4567
Bonus elements you can include:
Logo/Photo: A small, high-quality company logo or headshot for recognition.
Social Links: Only add the profiles you actively maintain.
Portfolio/Web Link: A direct, clickable link to your work or website.
CTA: A short phrase encouraging action that align with your goals.
Legal Disclaimer: A necessary, brief note for compliance in formal sectors.
Quote/Motto: A short, professionally resonant quote to add a personal touch.
The paradox of choice (a psychological concept) suggests that too many options overwhelm your recipient - simpler is better.
Pick one or two bonus elements to ensure you don’t overload your recipient with information.
Email Signature Design Tips
Make sure your images are clear, high quality & visible (even to people who have difficulty seeing!)
Tools for Compression: Adobe Photoshop, GIMP or free online tools like TinyPNG or Compressor.io to compress your images for faster loading time.
Tip: Use sharp, clear logos or headshots. The ideal size is around 300-400 pixels wide.
File Size: Use Adobe Photoshop, GIMP or free online tools like TinyPNG or Compressor.io to compress images to under 100 KB for faster loading times while maintaining image quality.
Tools: Try Coolors or Adobe Color for palette selection.
Tip: Pick 2-3 colors (no more) that reflect your brand, with strong contrast for readability.
Here’s what the Coolors interface looks like, you can choose from existing palettes or generate your own.
Stick with clear, professional fonts like Arial or Helvetica.
Maintain balance between content and white space for an uncluttered look.
Tools: Browse Canva or Adobe Spark for layout ideas.
Tip: Highlight key info (name, title, contact) in a scan-friendly order.
Ensure your website or social media links are clickable and current.
Tools: Test responsiveness with Email on Acid or Litmus.
Tip: Design for small screens—keep it legible and neatly arranged.
Utilize legal templates or professional advice for disclaimers - keep them concise and unobtrusive.
How To Create Your Email Signature
You have two primary options:
Image Designs (JPEG or PNG)
Fixed image signatures in emails offer consistent visuals across platforms but can be less flexible; they’re easy to create but aren't responsive on different devices and text isn't selectable.
On the other hand, HTML designs provide dynamic, customizable options with responsive layouts and clickable links.
However, they require HTML know-how, might display inconsistently across email clients, and face potential security restrictions.
Choose fixed images for simplicity and consistency, or HTML for flexibility and interactivity.
Comparison of HTML Email Signature vs Static Image Email Signature
HTML Email Signature
Static Image Email Signature
Customizable and flexible design
Interactive elements (links)
Scalable on different devices
Consistent display across email clients
Quick to load
Simple to create
Compatibility issues with some email clients
Can be blocked by email security settings
More complex to create
No interactive elements
Can appear blurry on scaling
May be treated as an attachment
Maintaining consistent appearance across different email clients
Ensuring mobile responsiveness
Staying within email size limits
Optimizing image size for quick loading
Maintaining image quality on different devices
Avoiding being marked as spam
Enhancing brand identity with rich design
Driving traffic to websites or social media
Gathering analytics through tracking links
Ensuring visibility even with images turned off
Ease of updating for individual use
Formats & Tools
Tools: Email Signature Generators, Professional Design Tools
Formats: JPG, PNG
Tools: Basic Graphic Design Tools
Where To Find HTML Designs?
#1 Use lemlist’s free signature generator.
#2 Freelance Platforms - Hire a developer from platforms like Upwork or Fiverr for a custom design.
#3 Code it yourself.
#4 Use Chat GPT-4.
👀Count on GPT to overdo things… Anyhow - here’s how to do it:
Detail Your Requirements: Clearly state elements like name, title, company, contact info, and specific design preferences.
Inline CSS: Request inline CSS for better email client compatibility.
Links and Icons: Specify any links or social media icons to include.
Image URLs: Provide URLs for any images like logos or headshots.
Mobile Responsiveness: Ask for a design that looks good on mobile devices.
Test and Iterate: After receiving the code, test it in various email clients and ask Chat GPT for adjustments if needed.
Here’s a prompt sample:
Hey GPT, could you help me create an email signature? I need it to include: - Name: [Your Name] - Job Title: [Your Job Title] - Link to my portfolio: [URL of your portfolio] - An image of my face: [Please provide a URL to your image or describe the image you'd like to use]
Feel free to add descriptive elements to your prompt, like “white background” & “professional”, etc.
Where To Find Image Designs?
#1 Graphic Design Software - Use tools like Adobe Photoshop or GIMP, tapping into built-in templates for quick design.