Looking for an email signature example you can copy? Below are three, plus what to include, what to leave out, and how to set your signature up in Outlook and Gmail. A good signature saves readers from hunting for your number and gives them a direct way to keep the conversation going.
What to include in a professional email signature
- Full name.
- Title or service, and company.
- One phone number (with country code if you have international clients).
- One main link: your website, your digital card or your booking page.
- A small logo, optional.
What to leave out: inspirational quotes, five social icons, very long legal disclaimers on sales emails, and heavy images that arrive as attachments.
Email signature examples
Example 1: simple
Laura Gomez Account Executive · Andes Supply Co. +1 555 000 0000
Example 2: with an action link
Carlos Ruiz Kitchen & Bath Remodeling Text: +1 555 000 0000 See projects and request a quote → (link to your digital card)
Example 3: with a QR code
Ana Torres Employment Attorney +1 555 000 0000 [small QR image] Scan to save my contact
Names and numbers are placeholders.
How to add a signature in Outlook
Menus shift a bit between versions; these are the usual paths:
- New Outlook and Outlook on the web: Settings (gear) → Accounts → Signatures. Name the signature, paste your content and choose whether it goes on new messages and replies. Save.
- Classic Outlook for desktop: File → Options → Mail → Signatures. Create a new one, paste your content and under "Choose default signature" pick the account and when to use it.
- Outlook mobile: Settings → Signature. Text only there.
If you can't find these options, search "signature" in the settings search bar; Microsoft moves menus between updates.
How to add a signature in Gmail
Settings (gear) → See all settings → General → Signature → Create new. Paste your content, set defaults for new emails and replies, scroll down and click Save Changes.
Add your digital card to your signature
A signature has very little room, and that's its limit: no space for your portfolio, services or a booking button. The practical fix is a link or small QR code to your digital business card.
With Cardreen you get your own link and a PNG QR code to paste into your signature. Whoever opens it sees your buttons (save contact, WhatsApp, book a call, request a quote) and can leave their details in a form that lands in your mini CRM. Cardreen doesn't build the signature for you: it gives you the link and QR code to add to the signature you already use. The guide on how to make a QR code covers size and contrast.
Common mistakes
- A signature that's a single image: the phone number can't be copied and many clients block it.
- An oversized logo that arrives as an attachment.
- Outdated details after a role change.
- Different signatures on your phone and your computer.
FAQ
What is a good email signature example?
Name, title and company, one phone number and one link, in four or five lines. Example 2 above is a good starting point for sales.
How do I add an image to my Outlook signature?
In Outlook's signature editor, use the insert image button. Keep the file light so it doesn't show up as an attachment.
Why isn't my signature showing up in Outlook?
Usually it isn't set as the default for new messages or replies, or it was created on another device: phone and desktop signatures are set up separately.