Signing emails professionally matters more than you might think. This guide covers choosing the right sign-offs, setting up email signatures on your phone, and digitally signing documents.
Email is about more than just the message you write. How you sign off reflects your professionalism, attention to detail, and respect for the person you're emailing. Whether you're sending a quick update to a colleague or a formal proposal to a client, knowing how to sign an email correctly leaves the right impression.
But signing an email isn't just about choosing between "Best regards" and "Sincerely." It also includes creating a professional email signature and digitally signing attached documents. This guide covers both aspects, with practical steps for desktop, phones and tablets.
How to sign off an email professionally
Your email sign-off is the last thing the recipient sees, so it matters. A good sign-off should match the tone of your message and the relationship you have with the recipient.
Here are the most common professional email sign-offs:
"Best regards" works for almost any professional context. It's formal enough for clients but not stiff for colleagues you know well.
"Sincerely" is best for formal emails, especially when you're writing to someone for the first time or discussing serious matters.
"Thank you" works when you're asking for something or expressing gratitude.
"Kind regards" is slightly warmer than "Best regards" and works well when you want to sound friendly but still professional.
Avoid casual phrases like "Cheers," "Later," or "Talk soon" unless you’re confident in your relationship with the recipient. also warns against abbreviating your sign off to words like ‘Thanx’. These work fine with close colleagues but can come across as too informal in other contexts.
Include your full name, especially in professional or first-time correspondence. If you're emailing someone who doesn't know you well, add your job title and company name. For business emails, include your phone number so recipients can reach you easily if needed.
Keep your sign-off concise and consistent. Using the same closing phrase across your emails helps build a professional brand and makes your messages instantly recognizable.
How to create a professional email signature
An email signature saves you from typing your contact details every time you send a message. It also makes your emails look more polished and professional. If you have an Outlook email account, read our full guide: How to add or change your email signature in Outlook
What to include in your email signature:
Your full name and job title make it clear who you are and what you do. Add your company name and website if you're emailing clients or external contacts. Include your phone number and any relevant social media profiles, like LinkedIn.
If you're representing a company, consider adding your logo. Just keep it small and simple. Large images or complex formatting can look distorted on different devices and email clients.
How to set up your email signature on desktop:
Open your email client (Gmail, Outlook, Apple Mail, etc.) and go to Settings.
Look for the Signature option and type your details.
Format your signature with line breaks to keep it readable, then save your changes.
Send a test email to yourself to see how your signature looks. Check it on both desktop and mobile to make sure the formatting holds up.
How to set up your email signature on your phone:
Mobile email signatures should be simpler than desktop versions. Skip the logo and complex formatting, which can appear distorted on smaller screens.
Open your email app and navigate to Settings.
Select Signature, type your closing line and essential details, then save.
Send yourself a test email to check that the formatting works on mobile devices.
How to digitally sign a document attached to an email
Many professional emails include attachments that need signatures. Digitally signing documents saves time, provides legal security, and looks more professional than printing, signing, and scanning.
How to sign a document attached to an email:
First, open the attachment using a PDF editor or document management app like Adobe Acrobat, DocuSign, or HelloSign.
Then select the "Sign" or "Fill & Sign" tool. You can draw your signature using a mouse or trackpad, type it using a font that looks like handwriting, or insert an image of your handwritten signature.
Finally, once you've added your signature, save the document and attach it to your reply email.
Digital signatures created through reputable platforms are legally recognized in most jurisdictions.
The easiest ways to digitally sign a document
If you need to sign documents regularly, using the right tools makes the process faster and more secure.
Use built-in tools in Adobe Acrobat, Microsoft Word, or Apple Preview. These programs let you insert signatures without downloading additional software.
Try online platforms like DocuSign, HelloSign, or SignNow. These services are designed specifically for digital signatures and offer features like signature tracking and multi-party signing.
Ensure your signatures are secure, particularly for contracts, financial documents, or sensitive agreements. Reputable platforms encrypt your signature and create an audit trail showing when and where the document was signed.
Signing documents on your phone
How to sign documents directly from your phone:
Install a trusted app like Adobe Fill & Sign or DocuSign.
Open the document and select the signature option.
Draw your signature using your finger or a stylus.
Save and send the signed document via email.
These apps also track signature completion, which is useful for contracts or formal agreements. You can see when the other party has viewed and signed the document, keeping everyone on the same page.
Keep your email communication professional
Signing an email professionally involves more than just choosing a closing phrase. Create clear and consistent sign-offs, set up email signatures on both desktop and mobile devices, and use digital signature tools when you need to sign attachments.
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Frequently asked questions (FAQs)
How do you sign off an email?
Use a professional closing phrase like "Best regards" or "Sincerely," include your full name, and add your job title and contact information if relevant. An email signature automates this process for you.
How do I sign an email on my phone?
Go to your email app settings, select Signature, type your closing line and essential details, and test it with a draft message to ensure proper formatting. Keep mobile signatures simple to avoid formatting issues.
How do you sign a document that has been sent to you?
Open the document with a PDF editor or digital signature app like Adobe Acrobat or DocuSign. Use the "Sign" tool to draw, type, or insert your signature, then save and return the signed document.
How do I add a signature in an email via my phone?
Open your email app, go to settings, select the signature option, add your details, and test it across devices to make sure the formatting looks right.
What is the easiest way to digitally sign a document?
Use apps like DocuSign, HelloSign, or Adobe Acrobat, which let you draw, type, or insert a signature image. These tools are secure, legally recognized, and work on both desktop and mobile.
Can digital signatures on documents sent by email be legally binding?
Yes. In most jurisdictions, digital signatures created using reputable platforms are legally recognized and carry the same weight as handwritten signatures.
How do I ensure my email signature looks professional?
Keep it concise, include only essential contact information, avoid excessive images, and maintain consistent formatting across devices. Test your signature on both desktop and mobile to ensure it displays correctly.
