EMailSignatur

An emailsignatur is a block of text appended to emails that identifies the sender and provides contact information and branding. It can be plain text or rich text (HTML) and may include a company logo or banner as an image.

Typical content includes: full name, job title, organization or department, office and mobile phone numbers, fax if relevant, email address, and website. Many signatures also list a physical mailing address, social media profiles, and a short tagline. Some signatures incorporate a confidentiality or data-protection disclaimer, or a note about not creating binding obligations.

Design and technical considerations emphasize clarity and deliverability. Keep the signature concise, usually 3–6 lines. For HTML signatures, use simple, inline styling to improve compatibility across clients; for plain-text signatures, avoid special characters that render poorly. Limit or optimize images to reduce loading time and deliverability problems; provide alternative text for images and ensure readability on mobile devices. Include internationally formatted contact details when communicating with a global audience.

Policy and compliance guidance suggests aligning signatures with corporate branding and legal requirements. Be mindful of privacy and data protection rules; avoid excessive sharing of personal information, and tailor content to regional regulations where applicable (for example, GDPR considerations in the EU).

Best practices include creating standardized templates, ensuring consistency across employees, and regularly updating signatures when roles or contact details change. Test signatures in multiple email clients and devices, and avoid overloading signatures with promotional content or banners. Regular audits help maintain accuracy and brand coherence.

Example:

Jane Smith

Product Manager

Acme Industries

Phone: [phone]

Mobile: [phone]

www.acme.example

LinkedIn: linkedin.com/company/acme

This message may contain confidential information.