How to Create a Professional Gmail Signature Line

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Remember that scene in Mean Girls where Cady goes to the Halloween house party? After weeks of trying to find her niche at a new school, she gets the invite she had been hoping to receive. She gets dressed up with excitement and chooses the over-the-top bloody corpse bride costume. It is Halloween after all. You’re supposed to dress up as something terrifying. When she arrives though, she finds the other party-goers did not follow the same protocol. To her surprise, she’s met with stares – giggles even! She feels embarrassed and out of place. Not a great feeling, right?

Now imagine you’re reaching investors or customers over email. What does your signature line look like? If it isn’t professional, then you’ll likely be met the same way Cady was at the Halloween party. Stares and giggles. It’s hard enough connecting with potential partners and customers. Don’t make it harder on yourself by coming off as unprepared and unprofessional. In this article we will walk you through how to create an email signature line in Gmail but you can apply these best practices to any platform.

The details are important.

As the saying goes, you only get one chance to make a first impression. You cannot afford to underestimate the power of that first opportunity to connect. A company-branded email address will almost certainly add to your initial costs. If you are just starting, sometimes that additional expense may not be an option. It’s not uncommon to use a free alternative such as Gmail instead. While the cost savings is a bonus, it almost always comes off as more established to have a branded email address. If you’re using the free option you’ll need to do everything you can to gain the confidence of your audience. One way to do this is by creating an effective email signature.

Steps to Update Gmail Email Signature 

Step 1. Go to and log in to your account

Step 2. Within Gmail find the ‘Settings’ button and click ‘See all settings’

Quick settings menu in Gmail

Step 3. Click on ‘Create new’ in the ‘Signature’ section

Signature settings menu in Gmail

Step 4. Design your professional signature line by including these critical elements

  • Your first and last name
  • Business name and your role
  • Your phone number(s)
  • Your email address

In the end you should have something resembling this:

  • First Name Last Name
  • Company Awesome
  • Founder and Business Development Lead
  • 123-555-7890

Once you’re satisfied with the content, you can also jazz your signature line up by incorporating fonts or colors that are unique to your brand:

  • First Name Last Name
  • Company Awesome
  • Founder and Business Development Lead
  • 123-555-7890

If you want to read more of our Entrepreneur Tips, check them out here! For more branding exercises, tips and support explore the Growth Workbook in our store.

– Trevor Lightfoot

Wheelhouse Factory Team - Trevor Lightfoot - Executive Officer - headshot photo

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