How do you format an email signature block?

Six lines of contact info. A logo wider than the screen. A phone number split across two lines. On desktop it looks fine. On a phone the reader gives up before finding your website link.

Email signature block formatting is the structure behind those lines. It covers line order, spacing, separators, and where your logo sits. Good formatting keeps the block scannable in three seconds. It supports the same clarity you apply when you follow formal email format for business in the message body.

How an email signature block is structured

An email signature block is the grouped set of lines below your sign-off. Each line carries one type of information. The reader's eye moves top to bottom: who you are, what you do, how to reach you.

Put your name on the first line, either alone or with your title. Follow with company name on the next line. Contact details come last: phone, email if needed, and website. This order matches how people scan contact cards and business listings.

Formatting rules that keep signatures readable

Small choices in spacing and punctuation affect how polished your block looks. These rules work for plain text and formatted signatures alike.

1. Use one separator style

Pick pipes, bullets, or line breaks to divide phone and website. Do not mix all three in one block. A single pipe between items keeps one line compact: (555) 123-4567 | yourbrand.com.

2. Limit line length

Keep each line under roughly 72 characters so it does not wrap awkwardly on narrow screens. Break long titles or department names onto their own line instead of cramming everything together.

3. Size logos for email

Logo width between 100 and 150 pixels works for most inboxes. Place the logo above or beside the text, not below a wall of disclaimer text. Heavy images slow loading and trigger spam filters, a concern related to DNS records for custom domain email and sender reputation.

Plain text vs formatted signature blocks

Plain text blocks use line breaks and simple characters. They display consistently in every client. Formatted blocks add color, links, and images but may render differently across devices.

Many brands use a formatted block for external mail and a shorter plain text version for quick replies. Your email signature template should document both if you use them. The chapter on HTML signatures goes deeper into formatted options.

Test your block by sending yourself a message and opening it on phone and desktop. Adjust line breaks until the full block fits on one mobile screen without scrolling past your actual reply.

Frequently asked questions