How to Create A Professional Email Signature for Your Business


A professional email signature is often an overlooked priority for many freelancers. However, this is a fantastic opportunity to provide potential clients with more information about your business and highlight key information about you.

Your email signature should be a part of your personal branding as a freelancer, and needs to be carefully thought out in order to have the right effect. Here, we’ve covered how to create a professional email signature and the key features you will want to include.\

How to Create a Professional Email Signature

Thankfully, you don’t need to be an experienced designer (or hire one!) in order to create an effective professional email signature.

To create an email signature that suits you, you can use an online template and edit it with your own branding, links, and anything else you want to include. For a simpler template, you can also create one directly with Gmail or your email provider, but this will not have the same customisation options as an online template.

When creating an email signature, you should keep in mind two key things in order to ensure it delivers the right impression to your email recipients:

1. Colours

Do you use particular colours across your branding, for example in your professional website? Use these same colours in your email signature for brand consistency.

2. Keep it Short & Simple

While you do want to include key information in your signature, you don’t want it to be the same length as your email! Keep it short and simple, using icons as links where possible.



What to Include in Your Freelance Email Signature

Good email signatures will be short, concise, and include the key information you want to highlight to your email recipients. 

A few things you should definitely include in your email signature are:

1) Your Name & Job Title

This is, of course, the most important thing to include in your professional email signature. You want your readers to know who you are, why you are messaging them, and what you do. Including your name and job title is the simplest way of doing this.

2) An Image of Yourself

Adding an image of yourself can add a human element to your email, distinguishing you as an actual person rather than just a blank email. This can be a simple but effective way of building trust and a connection with the recipient of your email. Just make sure it is a small and professional image.

3) Your Logo

Do you have a logo that you use on your website, social media channels, invoices, etc? Put this in your professional email signature to create cohesion within your branding.

If you don’t have a logo, this may be something you want to look into at the same time as creating your email signature in order to present a more professional image to your future clients.

If you need help with logo design, do not hesitate to reach out to our logo design experts.

4) Social Links & Website

These days, most people will want to do their own research before replying to a pitch from a freelancer. Including all the links they need to find you online is the best way of directing them to the areas you are most active in, and that display your work most effectively. Only choose your most professional social media channels and avoid ones you have for personal use.

For example, do link to your freelancermap profile with one of our available widgets that you can pick here.

5) A Bio Line

Including a short bio line in your email signature can be a great way of providing a little more information about you in an interesting way. For example, if you have a specialist niche, this is a great place to emphasise it to your email recepients.

Here is the bio line Neil Patel, an extremely well-known internet marketer, uses online:

Here, we can see his name, an image, a social media link, and a few sentences that provide more information about him.

Neil’s bio line takes him from ‘internet marketer’ to marketing expert, having helped enormous brands increase their revenue online. Any potential client that sees a bio like this is instantly going to pay more attention to that email above others.

Of course, you may not have the experience of Neil Patel, but you can still use a small bio line to make a big impact.


Ready to create your professional email signature? You can start from scratch designing your own signature or use one of the many free resources for e-mail signature generator. For example, HubSpot offers a great one that you could check out here.

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