Email Signature Etiquette


Your email signature serves a simple purpose: to let people know who you are, what you do and the best way to reach you. Therefore, you should always follow proper email signature etiquette!


  • Keep it concise

  • Organize it nicely

  • Include your most pertinent info:
    First and last name
    Job title
    Company name
    Mailing address
    The best phone number to reach you
    Website spelled out, so it’s clickable

Example of a good email signature:

Sierra Skidmore, Partner and Creative Director
Penn Creative
4335 Pine Street, Philadelphia, PA 19104


  • Add in social networking icons (If people want to connect with you 10 different ways, they’ll figure it out on their own. This is not advertising space … it’s your signature. Keep it simple!)

  • Include multiple phone numbers (Only include the best number to reach you.)

  • Include quotes (You may think it’s cute or meaningful, but you risk offending the recipient.)

  • Include environmental messages (It sounds preachy and patronizing.)

  • Include legal disclaimers (The exception is when your emails contain highly confidential information.)

  • Add in your logo, make your signature an image or include any graphics (Images increase the file size of the email you are sending, might render strangely in the recipient’s inbox, might not load automatically and appear as attachments. Also, the recipient cannot copy and paste your contact information from an image, which makes it more difficult for them to reach you.)

Example of a really, really, REALLY overdone, preachy, self-serving and offensive email signature:

Sierra Skidmore, Partner and Creative Director


4335 Pine Street, Philadelphia, PA 19104
215.439.8188 cell / 215.550.1435 office / 215.555.5555 fax

Penn Creative is a proud member of…
The Sustainable Business Network of Greater Philadelphia

“Never fall in love with an idea. They’re whores. If the one you’re with isn’t doing the job, there’s always, always, always another.” -Chip Kidd

This email and any attached files are confidential and intended solely for the individual or entity to whom they are addressed. If you have received this email in error, please notify us.

Need help organizing your email signature? Contact Us today!