Sales email signature template: what to include, with examples

A good sales email signature has your name, title, company and one way to reach you, in about four lines. It tells the reader who you are and where to reply. It is not a banner ad. A shorter signature is easier to read on a phone and is less likely to look like marketing.

When to use it

Set it up once for every mailbox you send sales email from, so each message ends the same way, whether you send by hand or from a sequence. For cold email, keep it plainer than the signature you use with customers.

The template

(your name) (title), (company) (company website) (phone, optional) (company legal name and physical postal address)

What to include

• Name and title. The reader should know who you are without opening a link.
• Company and one website link. One link is enough.
• A phone number, only if you want calls. Leave it out otherwise.
• A postal address. US law asks for a valid physical postal address in commercial email. It can live in the signature or a footer line.

Why it works

• Four short lines look like a message from a person.
• One link gives the reader a single place to check who you are.
• A consistent signature across a team looks organized, even for a team of three.

Two variations

Plain, for the first email:

(your name) (title), (company) (company address)

Fuller, for later in the thread:

(your name) (title), (company) (website) | (phone) (link to book a meeting) (company address)

What to check before you send

1. The text is plain or lightly formatted. Heavy images and many links make a message look like marketing.
2. Titles, phone numbers and links are current. Update them when someone changes role.
3. Your postal address is accurate. The FTC's CAN-SPAM guide lists a valid physical postal address, accurate sender details and a clear way to opt out among its requirements, and it states the law makes no exception for business-to-business email.
4. An opt-out line exists for cold or marketing messages. In a sequence, it is usually added below the signature.
5. For the EU, UK or Canada, check GDPR or CASL before you write.

Mistakes to avoid

• A tall signature with a logo, three social icons, a quote and a legal block.
• A "book a demo" banner in every cold email.
• Different signatures for each rep on the same team.
• Leaving out the address because "everyone knows where we are".

Where a signature lives in Rodok

In Rodok, each connected mailbox has its own sender name and signature in the account's email settings. Email steps in a sequence send from your own Gmail or Outlook with that signature, then add the unsubscribe line below it. Team-wide, set the same shape for every mailbox. For how the steps are spaced, see sales sequences.

Frequently asked questions

Should a cold email have a signature?

Yes, a short one. It tells the reader who you are and where you work. Keep it to name, title, company and an address.

Should I add a photo or logo?

For cold email, usually not. Images can make a message look like a newsletter. Use them in later, warmer conversations if at all.

Do I need a physical address in my signature?

US CAN-SPAM asks for a valid physical postal address in commercial email. Put it in the signature or a footer, and check the rules for any other region you email.