# How do you create a professional email signature?

Whether for work or personal emails, a well-crafted email signature helps you appear professional. This article explains which details are essential, how to design an attractive signature, and which templates and tools can make the process easier.

## What should be included in an email signature?

A good email signature contains all key contact information, is clearly structured, and professionally designed. In the U.K., legal requirements apply to business signatures, while personal signatures can be created freely.

### Details for business email signatures

Under the **Companies Act 2006**, certain information is legally required in business email signatures for limited companies (Ltd, LLP, PLC). To remain compliant and professional, include the following:

**Mandatory elements:**

- Registered company name (as listed with Companies House)
- Company registration number
- Place of registration (e.g., England and Wales, Scotland)
- Registered office address

**Additional recommended elements:**

- Full name of the sender
- Job title or position
- Company phone number and email address
- Company website

**Optional elements:**

- Social media links
- Office hours or holiday notes
- Confidentiality or liability disclaimers

While optional elements can help enhance branding and communication, the mandatory details ensure legal compliance for U.K. companies.

### Personal signatures

There is no legal obligation for personal emails, but a signature can be useful – for example, to provide alternative contact options or to reference your own projects.

Typical information includes:

- First and last name
- Phone or mobile number
- Email address
- Personal website
- Social media profiles

[![Image: Private email signature](https://www.ionos.co.uk/digitalguide/fileadmin/_processed_/f/e/csm_private-signature_03ee359388.webp "Private email signature")](https://www.ionos.co.uk/digitalguide/fileadmin/DigitalGuide/Screenshots_2025/private-signature.jpg) Example of a private email signature in Outlook Extra elements such as quotes or emojis are best used only when appropriate and in moderation.

Tip It is possible to [create an email signature](https://www.ionos.co.uk/digitalguide/e-mail/technical-matters/create-an-e-mail-signature/) directly in Outlook, Gmail, or Apple Mail.

## How should an email signature look?

The design of the email signature affects how professional it appears. A clear structure and subtle formatting are essential.

### Recommendations for a good design

- **Paragraphs or vertical lines** visually separate information
- **Maximum of two fonts**
- **Use company colours** only subtly
- **White spaces** for better readability
- **Optional:** Image or logo (use sparingly)

[![Image: Professional email signature: Example of good design](https://www.ionos.co.uk/digitalguide/fileadmin/_processed_/a/d/csm_business-sig_ad587cdd4e.webp "Professional email signature: Example of good design")](https://www.ionos.co.uk/digitalguide/fileadmin/DigitalGuide/Screenshots_2025/business-sig.jpg) Email signature (professional): The example shows a well-designed signature ### Formatting tips

- Bold for name or position
- Smaller font for legal information
- HTML or Rich Text format instead of Plain Text (but test compatibility)

Avoid overly playful designs—they appear unprofessional and make readability difficult, as shown in the following example.

[![Image: Professional email signature: Example of a playful design](https://www.ionos.co.uk/digitalguide/fileadmin/_processed_/f/b/csm_bad-sig_bd9e576d71.webp "Professional email signature: Example of a playful design")](https://www.ionos.co.uk/digitalguide/fileadmin/DigitalGuide/Screenshots_2025/bad-sig.jpg) Professional email signature: The example uses too many design elements, making the signature cluttered. ### Optional design elements

- Company logo
- Sender’s photo
- Company slogan or tagline
- Notices of company holidays
- Links to social media

Make sure images are embedded correctly and the data load remains low.

## Email signature templates for various professions

Use these templates to quickly create your email signature. Simply copy the examples for business use and tailor them to your needs.

### Template 1: Marketing / Sales

**John Brown** | *Senior Marketing Manager*

IONOS · 123 High Street · London · SW1A 1AA

🕿 020 7946 0123 | 🖂 john.brown@ionos.co.uk 🌐

www.ionos.co.uk | 🔗 LinkedIn Profile

🖼 \[Insert company logo\]

### Template 2: Medical Practice

**Dr. Carol Fisher**

*General Practitioner*

Example Medical Practice

58 Church Road

Manchester M1 2AB

🕿 0161 496 0123 | 📠 0161 496 0124

🌐 www.example-practice.co.uk

🖼 Opening hours as PDF

🖼 \[Insert logo here\]

### Template 3: Real Estate Agents

**Michael Turner**

*Real Estate Agent (Licensed)*

🏢 Turner & Associates Ltd.

📍 42 Queen Street, Edinburgh EH2 3NH

📘 0131 496 0123

🖂 michael.turner@turnerassociates.co.uk

🌐 www.turnerassociates.co.uk

📘 Facebook Profile

🖼 \[Insert logo optionally\]


This is a markdown version of: [https://www.ionos.co.uk/digitalguide/e-mail/e-mail-marketing/how-to-optimize-professional-e-mail-signatures/](https://www.ionos.co.uk/digitalguide/e-mail/e-mail-marketing/how-to-optimize-professional-e-mail-signatures/) for AI/LLM consumption.