Email Signature Examples | The Elements to Include

An email signature should make it easy for people to identify you and find your contact details at the end of your email—without oversharing personal information. The right balance depends on the capacity you’re writing in, whether that’s as a professional representing a company, an individual using a personal email address, or a student communicating in an academic context.

In this guide, you’ll find email signature examples for professional emails, personal emails, and student emails—along with the elements people commonly include in each type—to help you create an email signature that fits the context and doesn’t leave out anything important.

If you plan to include a headshot, you can also use QuillBot’s free background remover to create a clean, professional image for your email signature.

Professional email signature examples

Your work or company email signature should clearly present the information that helps recipients understand who you are, what you do, and how to reach you—think of it as part of email etiquette. If you work for a company or organization, it’s a good idea to check whether it has specific guidelines for email signatures, such as required elements, formatting rules, or branding standards.

Essential elements of a professional email signature are:

• Full name
• Job title or position
• Company or organization name
• Phone number

Optional elements of a professional email include:

• A professional email sign-off
• Email address
• Department or division name
• Link to the website of your company or organization
• Company logo
• Headshot photo
• Messaging app handle (e.g., WhatsApp)
• Social media profile links (e.g., LinkedIn as a clickable icon)
• Multiple phone numbers (e.g., your office landline as well as your work cell phone number)
• Links that relate to the purpose of the email address (e.g., the support section of a company website if the email address you’re using is for support inquiries)
• A legal disclaimer
• Preferred gender pronouns
• Academic or professional titles (e.g., Dr. or CPA)
• Mailing address
• A call to action (e.g., an invitation to sign up to a newsletter or visit a product webpage)
• Your time zone
• Your availability/office hours

Personal email signature examples

Personal email signatures are usually more flexible in terms of what to include than professional ones. Since personal email addresses are often used for many different types of correspondence, it can be helpful to create more than one personal email signature and switch between them depending on who you’re emailing. This allows you to protect your privacy by only sharing relevant personal information and keep things more relaxed when writing to friends and family.

For example, you might use a very simple personal email signature—containing only your name and city and state—when contacting a business or customer support team for the first time. In other cases, such as emailing a landlord, school, healthcare provider, or service company, you may prefer a more detailed personal email signature that includes extra contact details or your mailing address. For friends and family, you might use a third, more casual personal email signature.

If you prefer to stick with just one personal email signature, you can leave your name out of the template and manually add either your first name or your first and last name, depending on how formal you want the message to feel.

Basic elements of a personal email signature are:

• Name
• Phone number
• City and state

Optional elements of a personal email signature include:

• Email address
• Preferred gender pronouns
• Mailing address (for trusted or transactional correspondence)
• Personal website or portfolio link
• Social media profile links

Student email signature examples

If you’re a college or university student, it’s a good idea to use a professional-looking email signature when writing from your school email address to faculty, administrative staff, and external contacts. This is especially important when emailing about internships, job applications, research projects, or academic opportunities, for example.

Check if your institution has any guidelines or preferred format for email signatures.

Common elements of a student email signature include:

• Full name
• University or college name
• Degree program or field of study
• Year of study or expected graduation year

Other elements you can add to your student email signature include:

• Department or faculty
• Type of student (e.g., undergraduate, graduate, PhD candidate)
• Position in a university club, society, or student organization
• Official student role or responsibility (e.g., student ambassador, teaching assistant)
• Link to a resume or portfolio
• Academic or extracurricular achievements and awards
• Preferred gender pronouns
• Phone number

Frequently asked questions about email signature examples

Should I include my email address in my email signature?

Including your email address in your email signature is generally a good idea, as it keeps all your contact details in one place where readers expect to find them. It’s also helpful if your message is viewed outside an email client—for example, if it’s printed, forwarded, or copied into an internal system—because your email address remains easy to find.

QuillBot’s free AI email writing tool can also help you quickly draft clear, professional emails.

Does PS go before or after my email signature?

A PS, or postscript, is usually added at the end of an email or letter, after your sign-off and name. However, if you have a long email signature, you may want to include the PS before.

The following example shows what this might look like:

Hi Sam,

Just a quick reminder that your slides for Monday’s meeting are due tomorrow. Let me know if you need any extra time or support pulling them together.

Cheers,
Taylor

PS: If it’s easier to drop them in the shared folder and shoot me a quick DM, that works too!

—
Taylor Nguyen
Research & Data Strategist | Company Name
(123) 456-7890 | www.companyname.com
taylor.nguyen@company.com 

If you want to double-check for grammar and spelling mistakes before you hit “send,” try QuillBot’s free Grammar Checker tool.