Content · Basics
What to put in an email signature (and what the law asks)
An email signature is the block of text, often with a logo or photo, that's added to the end of every email you send. It tells the reader who you are, what you do and how to reach you. For companies it's also where legally required business details often go.
By the Regardly team Updated 5 min read
In short,
- The essentials: your name, role, company, one phone number and your website.
- Optional extras: a photo or logo, one to three social links, a booking link or one call-to-action.
- Leave out quotes, long disclaimers, images of text and every social network you're on.
- Companies often have to show registration details: in the Netherlands the KVK number on business emails, in Germany the full company details for a GmbH.
- Keep it short: four to six lines of text and at most two images is plenty.
On this page
The essentials
A good signature answers three questions in a glance: who is this, where do they work, and how do I reach them. In that order:
- Full name. The name people should use to address you.
- Role or job title. Short and clear: “Account manager” beats “Chief Happiness Hero”.
- Company name. Linked to your website, or with the website on its own line.
- One phone number. The one you actually answer. Format it the way an international reader can dial, for example +31 20 123 4567.
- Website. Short, without “https://”.
Your email address is optional: the recipient already has it. Add it if your emails are often forwarded or printed.
Optional extras that earn their place
- Photo or logo. A photo makes one-to-one email more personal; a logo makes a team look consistent. One of each at most. See image sizes.
- Social links. One to three networks where you are actually active. For most business roles, LinkedIn is enough.
- One call-to-action. A booking link, a review request or your latest case study. One, not three. Templates like CTA-Focused are built around it.
- Pronouns. Increasingly common, and helpful if your name doesn't make it obvious.
- Address. Useful for shops, practices and offices people visit. Skip it if you work remotely.
- A banner. For a campaign or event; see signature banners.
What to leave out
- Inspirational quotes and slogans: they age fast and not everyone shares your taste.
- Every social network you're on.
- Multiple phone numbers, fax numbers and secondary email addresses.
- Your contact details as an image: they can't be clicked, copied or read with images off.
- Disclaimers longer than the email. If your company needs one, keep it short.
- “Sent from my iPhone” when you can replace it with a short mobile signature.
Legal requirements for business emails
In several countries, companies must include business details in their emails. This is general information, not legal advice; rules differ by legal form, so check with your accountant or lawyer.
| Country | Who | What to include |
|---|---|---|
| Netherlands | Businesses registered with KVK | Trade name and KVK number. KVK says the number must appear on letters, quotes, invoices, your website and business emails. A BV or NV also states its statutory seat, and its full statutory name if the trade name differs. |
| Belgium | Companies and sole traders | Name and enterprise number (ondernemingsnummer) on business documents and websites. Companies also list the legal form, registered office and “RPR” or “RPM” with the court. Putting these in your email signature is the safe, common practice. |
| Germany | Businesses in the commercial register | A GmbH: company name, legal form, registered office, register court, register number and all managing directors (§35a GmbHG). Similar rules apply to a sole trader e.K. (§37a HGB) and an AG (§80 AktG). |
| United Kingdom | Registered companies | The registered company name on business correspondence, including email. Most companies also add the company number, place of registration and registered office address. |
A compact way to fit this in is a small line of grey text under the signature, for example: Example BV · KVK 12345678 · Statutory seat Amsterdam. In Regardly you can put it in the disclaimer field, which works with every template.
Examples by role
What belongs in a signature depends on what people need from you:
| Role | Add | Guide |
|---|---|---|
| Sales | Direct phone number, booking link, one call-to-action | Sales signatures |
| Lawyer | Firm, office address, bar or registration details, short confidentiality line | Lawyer signatures |
| Accountant | Firm, registration, secure upload link | Accountant signatures |
| Freelancer | Portfolio, availability, KVK number | Freelancer signatures |
| Small business | Logo, opening hours or address, registration and VAT number | Small business signatures |
More roles on the signatures by profession page.
Formatting tips
- Four to six lines of text. If it needs more, it's probably two signatures.
- One or two colours, ideally your brand colour plus grey.
- Your name slightly larger or bolder; everything else the same size.
- Use a separator (a line or a dot ·) instead of labels like “T:” and “W:”, which add clutter.
- A shorter version for replies. Gmail and Outlook let you pick a different signature for replies and forwards.
Make yours
The free generator has fields for all of the above and puts them in the right order. Pick a template, fill it in, copy it and paste it with the install guide for your mail app. Want to know which of your links get clicked? That's what Pro is for.
FAQ
Frequently asked questions
What should a professional email signature include?
Your full name, job title, company, one phone number and your website. Add a photo or logo and one to three social links if they help. Companies may also need their registration details.
Do I need my KVK number in my email signature?
If you're registered with the Dutch KVK, yes: KVK says your number must appear on letters, quotes, invoices, your website and business emails. Exceptions include associations and foundations without an enterprise.
Should I put my photo in my email signature?
It helps in one-to-one email such as sales, recruiting and client work, because people like to see who they're dealing with. For shared or support inboxes a logo works better.
How long should an email signature be?
Four to six lines of text and at most two images. Legal details can go in a small grey line underneath. Anything longer starts to compete with the email itself.