Your email signature appears on every message you send. A clean, professional signature makes your business look trustworthy and makes it easy for people to call you, find your website or message you on WhatsApp. It takes 10 minutes to set up.
Quick answer
- Include: name, job title, company, phone, website (and optionally a small logo).
- Keep it short: 3–5 lines.
- Gmail: Settings → See all settings → General → Signature.
- New Outlook / Outlook on the web: Settings → Account → Signatures.
- Classic Outlook: File → Options → Mail → Signatures.
What to include
| Must have | Nice to have | Skip |
|---|---|---|
| Full name | Small company logo | Inspirational quotes |
| Job title | WhatsApp or booking link | Lots of colors and fonts |
| Company name | One or two social links | Huge images or animated GIFs |
| Phone number (with country code) | Office address | Your personal social media |
| Website | Pronunciation of your name, if helpful | The whole signature as one image |
Why no image-only signatures? Many email apps block images by default, so people would see nothing, and they can’t copy your phone number from a picture.
3 examples to copy
1. Simple
Sara Ali
Office Manager | Al Noor Trading
+973 0000 0000 | alnoortrading.com
2. With WhatsApp and address
Omar Khalid
Sales Executive
Bluebay Cafe Supplies
📞 +973 0000 0000 | 💬 WhatsApp: wa.me/97300000000
🌐 bluebaysupplies.com | Building 123, Manama
3. Bilingual (English / Arabic)
Noor Hassan | نور حسن
Accountant | محاسبة
Delta Logistics | دلتا للخدمات اللوجستية
+973 0000 0000 | deltalogistics.com
Use your real business email address (like name@yourcompany.com) rather than a free personal address.
Add your signature in Gmail
- Click the gear icon → See all settings.
- On the General tab, scroll to Signature and click Create new.
- Name it, then type or paste your signature. Use the toolbar to add a link or a small logo.
- Under Signature defaults, choose it for new emails and replies.
- Scroll to the bottom and click Save Changes.
Add your signature in new Outlook or Outlook on the web
- Click the gear icon (Settings).
- Go to Account → Signatures.
- Click + New signature, give it a name, and type your signature.
- Choose it as the default for new messages and replies/forwards.
- Click Save.
Add your signature in classic Outlook (Windows)
- Go to File → Options → Mail → Signatures.
- Click New, name it, and type your signature in the box.
- On the right, choose it for New messages and Replies/forwards.
- Click OK.
On your phone
- Gmail app: Settings → your account → Mobile signature (plain text only).
- Outlook app: Settings → Signature.
- Replace “Sent from my iPhone” with a short version of your signature.
Design tips
- Use the same font and size as your email text, with one brand color at most.
- Keep the logo small (around 150–200 px wide) and link it to your website.
- Make phone numbers and links clickable.
- Use a short reply signature (name + phone) to keep long threads tidy.
- Make the whole team’s signatures match. Create one template and share it. Make the logo in Canva.
Quick summary
- Name, title, company, phone and website in 3–5 lines.
- Text first, with a small optional logo. Never an image-only signature.
- Set it in Gmail, Outlook and on your phone.
- Keep the whole team consistent.
FAQ
Should I add a legal disclaimer?
Only if your industry or company requires it. Keep it short and in smaller text.
Can I have different signatures?
Yes. Gmail and Outlook let you create several signatures and pick one per email, for example English and Arabic versions.