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How to Create a Professional, Text-Based Email Signature That Works Everywhere

Hands typing on a white keyboard with a mouse nearby. A yellow watch and smartphone are on the minimalist white desk.


Your email signature is more than just a sign-off—it’s a digital business card, a branding tool, and an easy way to ensure clients can contact you.

But here’s the catch: if you rely too heavily on images, logos, or fancy formatting, your signature might not display correctly across all email platforms and devices. Instead, a clean, text-based email signature ensures compatibility, professionalism, and easy accessibility no matter where it’s viewed.


Here’s how to create a sleek, effective email signature that keeps things professional without unnecessary images or formatting issues.

A Text-Based Signature Helps You Get Saved in Contacts

One often-overlooked benefit of a well-structured text-based signature is that many email systems will recognize it as contact information and prompt the recipient to save it to their address book. When you format your name, phone number, and email clearly, email clients like Gmail, Outlook, and Apple Mail may offer a one-click option to add you to their contacts. This small but powerful detail increases the chances of your clients remembering you, making future communication smoother and increasing the likelihood that your emails land in their inbox rather than spam. A simple, text-based signature ensures you remain accessible and top-of-mind for potential clients.


Why Avoid Image-Based Email Signatures?

While adding your logo or a headshot might seem like a great branding move, using images in your email signature can cause more problems than it solves. Here’s why:


  • Images don’t always display – Many email clients (especially Outlook) block images by default, leaving your signature looking broken or incomplete.

  • They increase load times – Large image files can slow down email load times, especially on mobile devices.

  • They don’t work as hyperlinks – If you embed contact info into an image, recipients can’t copy and paste your phone number or email address.

  • They may get flagged as spam – Image-heavy emails can trigger spam filters, increasing the risk that your messages go unread.

  • They create formatting issues – Some email clients resize or misalign images, making your signature look unprofessional.


The best solution? A well-structured, text-based email signature that looks great on every device and email client.


Key Elements of a Great Email Signature

A clean, text-based signature should be simple, professional, and easy to read. Here’s what to include:


1. Your Name and Job Title

Keep this at the top in a bold or slightly larger font for emphasis. Example:


Jane Doe

Professional Voice Actor


2. Your Contact Information

List essential details clearly so clients can reach you easily. Example:


Phone: (555) 123-4567


3. Social Media Links (Optional)

Only include relevant platforms for your business, and use direct text links instead of icons. Example:



4. A Simple Call-to-Action (CTA)

Encourage engagement with a short, compelling CTA. Example:


Listen to my latest demos: janedoevoice.com/demos


5. A Legal Disclaimer (If Needed)

If you send business-related or confidential emails, you may need a short disclaimer. Example:


“This email and any attachments are confidential. If you are not the intended recipient, please notify the sender and delete this email.”


Formatting Tips for a Perfect Text-Based Signature

  • Use basic fonts – Stick to system fonts like Arial, Verdana, or Helvetica for universal compatibility.

  • Limit font sizes and colors – Keep it professional; use a single color (black or dark gray) and a readable font size (10-12pt).

  • Avoid excessive styling – No bolding every line, no underlining everything, and definitely no rainbow-colored text.

  • Use vertical spacing – Break up information with line spacing for readability.

  • Keep it concise – Your signature shouldn’t take up more space than your actual email message.


Example of a Clean, Text-Based Email Signature:


Jane Doe

Professional Voice Actor

Phone: (555) 123-4567


Listen to my latest demo: janedoevoice.com/demos


“This email and any attachments are confidential. If you are not the intended recipient, please notify the sender and delete this email.”


This format ensures your signature is always professional, readable, and accessible, no matter where it’s viewed.


A well-designed email signature doesn’t need flashy graphics or oversized logos to make an impact.

In fact, a simple, text-based signature is often the best way to ensure your contact information is clear, functional, and universally compatible. Keep it professional, keep it clean, and let your words—and your work—speak for themselves.


Need help refining your branding? Let’s connect!



Thanks for reading! - Anne



 
Work with Anne

Anne Ganguzza is California-based Voice Actor, Voiceover Coach, and award-winning Director & Producer specializing in target-marketed Voiceover Demo Production.



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