How to set up your email signature

This guide shows you how to create signatures that work for cold outreach and how to add them in Snov.io.

Why your signature matters for cold emails

How to set up your email signature in Snov.io

Best practices for cold email signatures

Signature strategy by campaign stage

Signature optimization checklist

Why your signature matters for cold emails

Impact on deliverability

Your signature is part of the email content you send. Certain elements can trigger spam filters, so keeping it simple helps improve deliverability and reply rates.

✅What helps deliverability	🚫What hurts deliverability
Professional contact information Plain text Simple, clean formatting Light image use	Promotional disclaimers or legal text Multiple large images or banners Flashy colors or heavy HTML Too many links (more than 3–4)

Additionally,  when others forward your email to colleagues or decision-makers, your signature tells them who you are and how to contact you.

How to set up your email signature in Snov.io

Step 1. Open Email Settings page

In Snov.io, your signature can include text, images, and your logo.

Go to My account dashboard and open the Email Accounts tab. Click the Edit button next to your email account. Now you can add an email signature in the email account setting from the sidebar.

Step 2. Add your signature

Create the signature using an inbuilt editor: type in text, insert links and add images.

Or make use of an online signature generator and copy-paste its code into a source code section. Click the Save button to keep changes and finish signature setup.

After you add it to your email account settings, the signature will be automatically added to all outgoing messages.

Check out our blog post on how to create a perfect business signature.

Best practices for cold email signatures

Cold emails should feel like they're coming from a person, not a marketing department. Use a simple, conversational signature, and save the polished branding for later conversations.

✅Essential elements to include	⛔Elements to avoid in campaigns
Your full name Job title Company name Email address Phone number Company website link	Multiple images or logos Social media icon rows Marketing banners Long legal disclaimers Quotes or taglines Calendar booking links

Good example:

John Smith

Sales Manager @ CompanyName

john@company.com | +1 234 567 8900

Bad example:

[Large banner image]

John Smith | Senior Sales Manager | Award-Winning Team

Email: john@company.com | Phone: +1 234 567 8900

LinkedIn | Twitter | Facebook | Instagram

Visit our website | Book a demo | Download our app

[Promotional banner]

[Legal disclaimer - 5 lines]

Tips for better performance

Use text-based signatures for initial outreach
Plain text signatures have better deliverability than HTML-heavy ones. Save branded templates for follow-ups or warmer prospects.

Match your signature to your sender reputation
New email accounts should use minimal signatures. Add branding elements gradually as your domain reputation improves.

Keep it mobile-friendly
It’s estimated that 40-60% of emails are opened on mobile devices. Short signatures display better on small screens. Test your signature on both desktop and mobile before launching campaigns to ensure all information remains visible and tappable.

A/B test your signature elements
If you're running multiple campaigns, test different signatures, track reply rates for each version and optimize based on results. Try:

• With vs. without company logo
• Phone number included vs. email only
• Company website link vs. no link

Keep your signature fresh
Update your signature as often as there are any changes. This is especially important if:

• Your company rebrands
• You launch a new product or service
• Your contact information changes
• You change roles or get promoted

Signature strategy by campaign stage

Stage 1. First touchpoint (cold outreach)

Keep it minimal. Focus on name, title, and one contact method.

Sarah Johnson

Head of Marketing @ Snov.io

sarah@snov.io

Stage 2. Follow-up emails

Add your phone number and website to make it easier for interested prospects to reach you.

Sarah Johnson

Head of Marketing @ Snov.io

sarah@snov.io | +1 234 567 8900

snov.io

Stage 3. Later-stage conversations

You may include your calendar link or additional resources once there's mutual interest.

If you have a physical office, store, or regularly host in-person meetings, try adding a Google Maps link. This makes it easy for interested prospects to find your location without searching.

Signature optimization checklist

• Match signature to campaign type
  Keep cold outreach signatures minimal. Create separate versions for different campaign types.
• Test before you send
  Always send test emails to yourself and check how your signature displays across different email clients (Gmail, Outlook, Apple Mail).
• Optimize image size
  Each image in your signature increases load time and spam risk. If you must use a logo, keep it under 10KB.

Ready to launch your campaign?

Now that your signature is optimized for cold outreach, you're ready to create campaigns that get replies.

Check out our step-by-step guide on building your first cold email campaign to start connecting with prospects.