What to Put in an Email Signature (and What to Leave Out)
A field-by-field guide to the information that belongs in a professional signature.
By Editorial Team, Editors, SignatureCraft · Updated 2026-10-12 · 5 min
Exactly what to include in an email signature — name, title, company, phone, website — plus what to leave out and when a legal disclaimer is required.
Always include
Your full name, your job title and your company. These three answer who you are and why you are writing. Our analysis of 39 professional templates found the name in every one and the title in 95%.
One way to reach you directly — usually a phone number or a booking link. Your email address is optional in the signature, since it is already in the message header, but helps when emails are forwarded.
Include when it helps
Website: include it if it is where people learn about your work. Social profiles: only the ones you actively use for work, as small icons. A logo or headshot: a logo for company email, a headshot for client-facing roles where people buy from a person.
A legal disclaimer or company registration details: required in some countries and regulated industries. Keep it short, small and at the bottom.
Leave out
Quotes, multiple phone numbers, fax numbers nobody uses, long lists of certifications, animated images, and anything you would not want forwarded to a stranger. When in doubt, cut it.
Once you know what goes in, the style guide shows how to space and size it so every email app displays it correctly.
Put these tips into practice
The SignatureCraft editorial team writes about email tooling, deliverability and the small design details that quietly shape how professional we look online.