A good business signature is short, readable on a phone, and the same for every employee. Below are ten layouts, from the simplest to one with a banner and a legal footer. All are built as HTML with tables and inline styles, so they work in Outlook and Gmail.
1. Minimal
Just name, title and contact. Good for teams that send many replies and want a short signature.
Ana Novak Head of Sales, Example Ltd. +386 1 555 01 10 ana.novak@example.com |
2. With a logo
Logo on the left, details on the right. The most common B2B layout. Keep the logo at 80 to 100 pixels wide at most.
P | Marko Kranjc Account Manager, Example Ltd. +386 1 555 01 11 marko.kranjc@example.com |
3. With a photo
A round photo helps in sales and consulting, where the customer works with one specific person.
TH | Tina Horvat Customer Advisor, Example Ltd. +386 1 555 01 12 tina.horvat@example.com |
4. In brand colour
Name in the brand colour and a thin rule. Use the colour once, not on every line.
Luka Zupan Developer, Sample IT Ltd. luka.zupan@example.com |
5. With an event banner
A banner below the signature for a trade fair or webinar. It has an end date and can be limited to sales.
P | Jure Kovač Sales Advisor, Example Ltd. +386 1 555 01 14 jure.kovac@example.com |
6. With a legal footer
Required company details in a smaller footer. The personal part stays short.
Maja Potočnik HR Lead, Example Ltd. +386 1 555 01 15 maja.potocnik@example.com |
7. Bilingual
Job title in two languages for companies with foreign customers. The company name stays the same.
P | Eva Bizjak Head of Marketing | Vodja marketinga, Example Ltd. +386 1 555 01 16 eva.bizjak@example.com |
8. With a meeting link
A booking link cuts the back-and-forth. Add it only for people who actually take meetings.
Nejc Vidmar Systems Engineer, Example Ltd. +386 1 555 01 17 nejc.vidmar@example.com Book a 20-minute call |
9. For internal mail
A shorter version without logo, footer or banner. Colleagues know you, but the phone number is still handy.
10. For phones
Long lines wrap on phones. Put details one below another and keep the logo small.
P | Peter Golob Managing Director, Example Ltd. +386 1 555 01 19 peter.golob@example.com |
How do you make a signature like this?
For one person, the free signature generator is enough: enter your details, pick a layout and copy the signature into Outlook or Gmail. For a whole company it is better when details come from the directory and a tool inserts the signature, otherwise everyone drifts apart within months.
Frequently asked questions
How big should the logo be in an email signature?
About 80 to 100 pixels wide, as a PNG or JPEG under 50 KB. Larger images show up as attachments or don't load in some clients.
Should the signature be an image?
No. A signature that is one image doesn't adapt, its text can't be copied, and many clients don't show images automatically. Keep text as text and use images only for the logo or photo.
How many lines should a signature have?
Four to six lines for the personal part. A legal footer and a banner can come on top, in smaller type.
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