Have you ever gone to call someone, looked up their last email, only to find their phone number isn’t at the bottom? Imagine if that happened to your customers. They may not call you because it’s just too hard to find your number again — and that means a potential sale or inquiry lost simply because of a missing few lines of text.
The good news is that this is one of the easiest things to fix. It isn’t a matter of typing your phone number at the bottom of every email. You can set up an “email signature” so that it automatically appears at the bottom of every email you send. It takes just a few minutes to configure, and once it’s set up, you never need to type your contact details into an email ever again.
What to include in your email signature
A professional email signature typically includes:
- Your full name
- Your job title or role
- Your business name
- Your phone number (including mobile if relevant)
- Your website URL
- Optionally, links to your social media profiles
Keep it clean and concise — a signature that’s too long or contains too many images can be distracting and may even trigger spam filters.
Where to find the signature settings
Outlook 2003 / 2007
Go to Tools > Options, then click the Mail Format tab. You will see a Signatures button at the bottom of that tab — click it to create and manage your signatures.
For other email programs, simply Google “set up email signature in [your email program]” — for example, “set up email signature in Gmail” or “set up email signature in Apple Mail.” Every major email client has this feature and step-by-step instructions are easy to find.
Going further
If you’d like a custom-designed email signature that matches your brand — including your logo, brand colours, and a consistent professional layout — please contact Blue Platypus. A well-designed signature reinforces your brand every time you send an email, and makes a great first impression on new contacts.
Frequently Asked Questions
What should a business email signature include?
Your name, role, business name, phone number and website. That is enough. Anything beyond it competes for attention with the message itself.
Should I put my logo in my email signature?
A small one is fine. Large images add weight to every message, sometimes appear as attachments, and often get blocked by default — so the signature should still read properly with images turned off.
Should I include social media links?
Only the accounts you actively maintain. A link to a Facebook page last updated three years ago does more harm than leaving it out.
Do email disclaimers do anything?
Legally, very little in most cases. If your industry requires one, keep it short — long disclaimers appended to every reply make threads harder to read for no practical benefit.
