Email is the heartbeat of professional communication. Whether you’re closing a deal or sending a company-wide announcement, your email signature speaks volumes about your role, your brand, and your attention to detail. What exactly should be included in a professional email signature?
What Should a Professional Email Signature Include?
If your email signature is a plain text grouping of your name and phone number, you’re missing a massive opportunity to tell your story. A professional email signature isn’t just a sign-off; it’s a handshake, a mini-resume, a brand billboard, all rolled into one. When done well, it adds credibility, promotes consistency, and opens the door to deeper connections.
Here’s what to include, why it matters, and how HiHello can help you bring it all together.
The Building Blocks of a Great Email Signature
Make your identity crystal clear
Start with the essentials of who you are:
- Your full name
- Your pronouns
- Your job title and department
- Your company name
HiHello makes it easy to auto-fill these fields with the most current information from your business card, so your information never goes stale.
Add a visual touch
Include a photo for warmth and credibility, add a company logo, and choose custom colors to reinforce your brand.
With HiHello, you can choose from multiple designs for your email signature to perfectly fit your brand.
Link out strategically
Your email signature is quietly driving traffic, engagement, and even conversions if you use it right. Include links to:
- Your company website
- Social media profiles
- A Calendly or booking link
- A powerful landing page
HiHello makes every link clickable, customizable, and trackable.
Advanced Tips for Standout Signatures
When your whole team is using HiHello Business or HiHello Enterprise, your email signatures become a coordinated brand asset, not just a personal sign-off. Instead of each person managing their own design, admins can roll out updates instantly across the entire company, ensuring every email reflects your latest campaigns, compliance requirements, and brand style. From banners and call-to-action buttons to legal disclaimers, HiHello gives teams the tools to keep signatures consistent, on-brand, and impactful.
Add a custom banner to promote what matters
Your email signature doesn’t have to be static. With banners, you can:
- Announce a product launch
- Promote events
- Drive sales
With HiHello, admins can update banners across the whole company in just a few clicks with HiHello, keeping your messaging fresh and relevant.
Drive action with a custom CTA
Sometimes you need to go beyond the normal links in your email signature. A custom call-to-action button can guide recipients to the next step, whether it’s booking a meeting, downloading a resource, or requesting a demo. HiHello lets you add bold, clickable CTA buttons to your email signature. Designs to stand out while staying on brand, it’s a small addition with a big impact.
Include a legal disclaimer
Certain industries, finance, healthcare, and legal, require disclaimers in email communications. Even if it’s not mandatory, adding a quick note about confidentiality or compliance shows that you’re trustworthy.
Your Signature, But Smarter
HiHello isn’t just an email signature generator, it’s a smarter way to manage your professional presence in every email you send. With HiHello, you can:
- Automatically update your title and contact info
- Customize fonts, logos, and layouts to match your brand
- Share more with less using an integrated QR code
- Create your signature in minutes, no design skills needed
- Centralize banners, links, and disclaimers for your whole team
- Automate distribution for your whole team
👉 Ready to get started? Try the HiHello email signature generator for free, or get in touch with our team to get the email signature manager for your entire team.
