# Email signature examples and templates to copy Copy-ready templates for work, business, students and personal email, with signature block examples for formal letters. - Category: Digital business cards - Reading time: 6 min read - HTML: https://www.connectmachine.ai/blog/email-signature-examples/ A good email signature tells people who you are, what you do and how to reach you, in three to five short lines. Below are email signature examples and copy-ready templates for work, business, students and personal email, plus signature block examples for formal letters. Every template opens in our free email signature generator with its font, colour and icon style already set. Swap in your details, add a photo, logo or social icons if you want them, and paste the result into your email settings. The generator also has examples by profession. ## What is an email signature An email signature is the block of text at the end of an email with your name, job and contact details. Your email app adds it to every message for you, so people always know who wrote to them and how to reach you. Work signatures often add a company logo, a photo or a link; personal ones are usually just a name. ## What to put in an email signature Most professional email signatures use the same building blocks, in this order: - Name, the way you want people to address you - Job title - Company or school - One or two ways to reach you, usually phone and website - One extra, if it earns its place: a booking link, a digital business card, or a license number your industry requires Leave out anything that changes often. A quote, several social icons and a long legal notice all push the useful details further down. ## Professional email signature examples These suit most office jobs. The first is the standard layout; the second adds a pronoun line and a meeting link. ### Template 1: standard professional ```text [Full name] [Job title] | [Company] [Phone] | [Website] ``` ### Template 2: with pronouns and booking link ```text [Full name] ([pronouns]) [Job title], [Team] [Company] [Phone] Book a meeting: [booking link] ``` ### Template 3: sales email signature ```text [Full name] [Job title], [Company] [Direct line] Book a 15-minute call: [booking link] ``` A sales signature works hardest when it has one clear next step, such as a booking link, instead of several links competing for the click. ## Business, company and work email signature examples For founders, owners and anyone whose signature also has to sell the business. Keep the company line strong and add one call to action. ### Template 4: business owner ```text [Full name] Founder, [Business name] [One-line description of what the business does] [Phone] | [Website] ``` ### Template 5: corporate email signature for teams ```text [Full name] [Job title] [Company] | [Office address] [Main line] | [Direct line] [Website] ``` If several people send email for the same company, agree on one layout and give everyone the same template, so every signature matches. ## Student email signature examples A student signature works best when it says what you study and when you finish. It helps with internship, scholarship and professor emails. ### Template 6: university student ```text [Full name] [Degree], [Major] [University], Class of [year] [Phone] | [LinkedIn URL] ``` ### Template 7: job seeker or graduate ```text [Full name] [Degree] graduate, [University] Looking for [type of role] roles [Phone] | [Portfolio or LinkedIn URL] ``` ## Personal email signature examples For personal email, keep it short. Many people use just their name, or their name and phone number. ### Template 8: simple personal ```text [First name] [Phone] ``` ### Template 9: freelancer or creator ```text [Full name] [What you do], available for [type of work] [Portfolio link] ``` ## Simple and short email signatures Gmail and Outlook both let you set a separate signature for replies and forwards. A one or two-line version keeps long threads easy to read. ### Template 10: reply signature ```text [First name] | [Job title], [Company] [Phone] ``` ### Template 11: simple one-line signature ```text [Full name] · [Job title] · [Company] · [Phone] ``` ## Signature block examples for letters and formal emails A signature block is the closing section of a formal letter: the sign-off, space for a handwritten signature, then your typed name and title. In email, the handwritten part is usually left out. ### Template 12: formal letter signature block ```text Sincerely, [Handwritten signature] [Full name] [Job title] [Company] [Phone] | [Email] ``` ### Template 13: signing on behalf of someone ```text Kind regards, [Your full name] On behalf of [Name], [Job title] [Company] ``` ## Email sign-offs to use above your signature **Common sign-offs and where they fit** | Sign-off | Tone | Good for | | --- | --- | --- | | Best regards | Neutral, professional | Most work emails | | Kind regards | Warm, professional | Clients and new contacts | | Thanks | Friendly | Requests and replies | | Sincerely | Formal | Cover letters and formal letters | | Cheers | Casual | Colleagues you know well | ## Email signature etiquette: mistakes to avoid - Using a large image as the whole signature, which some email apps block or show as an attachment - Listing every social network instead of the one or two people actually use to reach you - Mixing several fonts and colours - Leaving an old job title or phone number in place - Adding a long quote or legal notice that is longer than the email itself ## How to add your signature to Gmail or Outlook A signature with a logo, photo or icons is an HTML email signature. You do not need to write any code: build it in the free email signature generator, copy it, and paste it into your email settings. Once you have picked a template, follow our step-by-step guides for adding a signature in Gmail and adding or changing a signature in Outlook. To let people save your details in one tap, add a link or QR code to your digital business card. See how to add a digital business card to your email signature. Gmail is a trademark of Google LLC. Outlook is a trademark of the Microsoft group of companies. ConnectMachine is not affiliated with either. ## Frequently asked questions ### What is an email signature? It is the block of text at the end of an email with your name, job and contact details. Your email app adds it to every message automatically. ### How long should an email signature be? Three to five short lines covers most people: name, title, company and one or two ways to reach you. Reply signatures can be one or two lines. ### What is a signature block? A signature block is the closing part of a formal letter or email. It usually has a sign-off, your name, your title and your company, with space above the name for a handwritten signature on paper letters. ### Should a student have an email signature? Yes, if you email professors, recruiters or employers. Include your name, degree, university and graduation year, plus a phone number or LinkedIn link. ### Should I put my email address in my email signature? It is not needed in a normal email, because the recipient already has it. It can help in formal letters, printed emails or emails that get forwarded. ### Can I copy these templates into Gmail and Outlook? Yes. Open a template in the free email signature generator, replace the sample details with yours, then copy it and paste it into the signature settings of your email app. ## Turn a template into a designed signature Add your photo, logo and links, then copy it into Gmail or Outlook. [Make your free signature](/tools/email-signature/)