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Do’s And Don’ts: Art And Science Of The Email Signature

Every day, the average office worker sends roughly 40 business emails.

That equates to 200 emails per regular work week and 10,400 bits each year.

Each email is an opportunity to give a small amount of information that aids in the development of recognition and trust. And having a nice signature can help you enhance yourself, your services, the company you work for, or all of the above.

Email signatures include additional contact information, appropriate job titles, and corporate names, which assist the recipient in determining when emails can be responded to. In certain circumstances, they provide the recipient with an idea of who wrote the email in case they need to contact the sender. They are also professional in the sense that, like a letterhead, they demonstrate that you are in business.

Purchase this customizable template for $3.99 here. 

How can a mere email signature be such an effective marketing tool? 

The answer is simple: the most potent aspect of an email signature is the number of people it can reach.

Everybody is composing emails. Everyone reads their emails. Emails quickly become the principal mode of corporate communication at work. According to estimates of the number of emails sent each day, more than a third of the world's population will be using email by the end of 2019.

According to statistics, 128.8 billion business emails will be sent each day. They receive approximately 77 official (non-spam) emails each day and send approximately 30 per day. That's a colossal quantity of emails.

Based on these figures, it is clear to understand where an email marketing signature could be useful.

If your company has only ten individuals, you will send about 300 emails each day and 1500 per week. If you don't use email signature marketing, you're missing out on millions of opportunities every month.

But, do people truly read email signatures?

If your company is using email signature marketing properly, email signatures will include more than simply a name and job title, such as a video, a promotional banner, information about current deals, or special campaign details. Because the recipient is likely to notice who sent the email in any case, they will pay attention to any surrounding information. In fact, this is a free opportunity for your organization to publicize what it is already doing and then send essential information to the proper people.

Purchase this customizable template for $3.99 here. 

Because of the way email is used and its connection with the workplace, the context in which email is read can be predicted and controlled, requiring a signature built expressly for this purpose. Because business communications are reliable, recipients will be more responsive to information received via corporate emails than to any other type of advertising. All of this has an effect on the performance of email signature marketing since the information in the email signature is visible, product-oriented, and reliable.

How may email signatures differ in a significant way?

It's not like all email signatures are created equal, as some work better than others. This underlines how the way an email signature is organized, worded, and the information it contains affects its efficiency. To be more specific, in order to get the most out of an email signature, it must be properly shown to the recipient.

Email signatures can be configured based on user groups; in fact, various groups or departments within an organization may send different email signatures. A conventional email signature has an effect, but a direct email signature has a considerably bigger influence. By detecting email signatures, you can make a bigger effect, and audiences who receive a personalized message are more likely to respond to your marketing efforts.

Let's look at some key figures. 

  • Email is used by more than half of the world's population. This equates to 128.8 billion business emails being sent each day.
  • More than 75% of respondents in the United States over the age of 24 check their personal emails more than ten times every day.
  • 73 percent of millennials expect firms to communicate with them via email.
  • In 2018, over 281 billion emails were sent and received per day, with numbers predicted to increase by 333 billion by 2022.

Having read all of this data, we are confident that you will not disregard your proper email signature.

Be brief.

Begin by adding a link to your website. Many email clients automatically convert email addresses and webpages into links, although this is not always the case. When creating an HTML email, add HTML text to ensure the link appears. In addition, rather than attaching the text to "My Website," type the URL, which will be handy for individuals who want to copy and paste an address.

Purchase this customizable template for $3.99 here. 

Make the email signature as short as possible so that it does not double the length of the email (three lines are usually enough). Don't dig into your personal history here. The objective of a signature is to show them who you are and how to contact you.


1. Your name.

2. Your organization and position.

3. How to contact you.


If you are a registered corporation in various European nations, laws specify what items you must include in your email signature. For example, private and public limited businesses in the United Kingdom are required by law to incorporate the following:

  • Company number,
  • Registration address,
  • VAT number, if there is one.

You may be punished if this information is not included in all electronic publications on your website and website. Since their introduction, many freelancers and small enterprises have disobeyed these restrictions, risking fines. Conduct research to determine which laws apply in your country.

Don’t Include large Images And Logos In Your Email Signature 

The image not only expands the size of the email file but may also be blocked before it can be opened. And how can one extract data from an image?

Any photographs should be utilized with caution and consideration. If you utilize one, make it smaller in both dimensions and size, and then make it fit in with the rest of the signature elegantly. The maximum size for any logo should be 50 x 50 pixels.  If you'd like to be seen seriously as a business person, don't use an animated picture, a dancing dog, or a rainbow shooting!

Many email clients either save photographs as attachments or automatically block them. As a result, if you provide your signature as an image, your correspondents will have a difficult time determining whether you sent a real attachment.

Purchase this customizable template for $3.99 here. 


While your email signature ought to be brief and memorable, it does not have to be dull. Make your email signature stand out by adding your own unique design ideas or a personal touch. Using a friendly greeting or encouraging others all demonstrate the same personality behind the simple text.

Allowing your product to show through your email signatures is the secret to a simple, memorable, and beautiful email signature. to learn more about branding and receive a free copy of our branding ebook