You and Your Email Signature

Every email you send is a chance to make a strong, professional impression. One of the easiest ways to do that is with a well-written email signature. A signature is like your digital business card. It tells the person on the other end who you are, how to reach you, and, in some cases, what you do.

If you’re just starting out in college or dual enrollment, your signature doesn’t need to be fancy. Just be clear and consistent. In this section, we’ll walk through why email signatures matter, what to include, and how to set one up so it works automatically.

What Is an Email Signature?

An email signature is the block of information that appears at the bottom of your email messages. It’s not part of the main message. It’s like a closing note that includes your name, title (if any), and contact details.

Example:

Best,
Jordan Rivera
Psychology Major, Class of 2026
Eastern State University
jordan.rivera@email.com
(555) 123-4567

Your signature gives the recipient quick context about who you are. It saves them the time of asking, “What school is this student from?” or “Who’s Jordan again?”

Why Email Signatures Matter

Even though email feels less formal than a printed letter, you’re still being judged by how you present yourself. A strong email signature helps you:

• Look organized and mature
• Reinforce your name and role (especially when emailing people you don’t know well, like outside your school/organization)
• Make it easier for professors, employers, or advisors to contact you
• Avoid signing off differently every time. consistency = professionalism

If you’re emailing professors, scholarship committees, club advisors, or internship contacts, they expect to see something like a signature at the bottom of your message. It’s a small thing, but it makes you look ready for the academic or working world.

What to Include in Your Signature

You don’t need a long or complicated signature. You only need the basics. Here’s what to include, and the order I recommend including them in:

1. Your Full Name

Avoid nicknames or usernames. Use the same version of your name you want people to remember you by.

2. Your School or Major

If you’re a student, include your college or high school and (optionally) your major. This tells people what kind of work you’re involved in and gives context. Once out of school, this can be replaced with where you work, or be left off.

3. Optional: Graduation Year or Class Year

Optional, but helpful if you’re applying for internships or scholarships. It shows where you are in your academic journey.

4. Your Email Address

Yes, even though you’re emailing them already including your address in your signature helps, especially if your message gets forwarded.

5. Optional: Phone Number

Include a number only if you’re comfortable receiving calls or texts from professional contacts. It’s helpful for job or internship communication.

If you ever get an email from me, you’ll notice it’s missing as I’m rarely in my office, so my phone doesn’t matter much. As I’m usually in a classroom or lab, you’ll find email is a much better way to contact me.

6. Optional: LinkedIn or Website

If you’ve created a LinkedIn profile or have a student portfolio, you can include a clickable link. I strongly recommend including this, especially if you are looking for an internship, or a job. May career fields expect you to have a LinkedIn profile, or something similar (BeHance for example if you are in the design field). Showcasing this here, even early on, helps solidify your seriousness to your topic.

Common Mistake: Leaving Your Signature Blank (or Using a Joke)

Some students end emails with only their first name, initials, or even a funny quote. While this might feel casual or cool, it can come across as unprofessional, especially in a class or job setting.

Examples of what not to do:

Laterzzzz 😎

• J.D.

“Life’s short, nap often.”

That’s not to say I don’t do that… I just do it with my personal email address which I use to keep up with friends.

It’s fine to show your personality in the email body (when appropriate), but your signature should stay clean and respectful. Especially when communicating with professors, intern coordinators, and potential employers.

Creating Your Signature (Step-by-Step)

Here’s how to set up your signature in the most common email systems:

In Gmail:

1. Click the gear icon in the upper-right corner.
2. Select See all settings.
3. Scroll down to the Signature section.
4. Click Create New.
5. Type your signature, format it, and save changes.

In Outlook:

1. Click the Settings icon, then choose View all Outlook settings.
2. Go to Mail > Compose and reply.
3. Type your signature.
4. Choose whether it appears automatically on new messages and replies.

Once it’s set up, every email you send will include your signature automatically – saving you time and helping you stay consistent.

Examples of Strong Student Signatures

Here are a few sample signatures based on different student situations:

General College Student:

Thanks,
Sarah Lopez
Business Administration Major, Class of 2027
Jacksonville College
sarahlopez25@gmail.com

High School Dual Enrollment Student:

Sincerely,
Marcus Lee
Senior, Ridgeview High School
Dual Enrollment Student, Greenville Tech
marcus.lee@email.com

Internship Applicant with LinkedIn:

Best regards,
Elijah Morgan
Computer Science Major, University of Northside
Class of 2026
elijah.morgan@gmail.com | linkedin.com/in/elijahmorgan

Formatting Tips

• Use plain fonts (Arial, Calibri, Times New Roman) and stick to black or dark gray text.
• Avoid bright colors, emojis, or multiple font styles.
• Keep your signature to 5 or 6 lines max.
• Use line breaks to make it easy to read.
• If you’re including a link, make sure it’s clickable and goes to the right location
• Make sure everything spelled correctly.

Your goal is to make it easy for the other person to understand who you are and how to reach you, not to stand out with fancy formatting.

Updating Your Signature Over Time

As you gain more experience or change schools, update your signature to reflect your current information. You might add:

• A new phone number
• Your internship title
• Graduation from high school to college
• A new major or minor

If you’re applying for jobs, consider creating a version of your signature tailored for employers. For example:

Kind regards,
Olivia Zhang
Biology Major, Class of 2026
Pre-Med Track, State University
olivia.zhang@email.com
(555) 555-1212

Final Thoughts

Your email signature is one of the easiest ways to look professional, and it only takes a few minutes to set up. It tells people who you are, where you’re coming from, and how to reach you.

Many times email signatures might seem “overlookable”, and that’s OK. 99% of the time we don’t need them, but that 1% of the time makes them super valuable. With the right details in place, your emails will look polished and prepared, no matter who you’re writing to.

Next up: We’ll put it all together by learning how to How to Write a Professional Email. From subject lines and greetings to paragraphs and closings that make a great impression.

You and Your Email Signature was originally found on Access 2 Learn