How to Add a Phone Number to Your Email Signature

1. Why You Should Add a Phone Number to Your Email Signature
2. How to Add a Phone Number in Popular Email Clients
3. Where to Place the Phone Number in Your Email Signature
4. How to Format a Phone Number in an Email Signature

Adding a phone number to your email signature is a small step that can make a big difference in your email communication. It’s a simple way to share contact details and create a professional look in every recipient's inbox. Whether you’re a freelancer, a small business owner, or part of a larger company, including a phone number in your email signature helps recipients reach you easily, bridging the gap between written communication and real-time conversations.

Let’s go over why it’s important, how to do it, and the best practices to make your signature effective.

Why You Should Add a Phone Number to Your Email Signature

Including a phone number in your email signature does more than just share contact details. It’s like handing someone a digital business card every time you send an email. For employees or business owners, this can make a strong impression on clients, colleagues, or partners. A professional email signature with your phone number simplifies direct communication, helping marketers get quick responses or close sales deals faster.

For larger companies, having a phone number in every employee's email signature helps create a professional image. It also keeps the structure of email signature contact information consistent across the organization.

newoldstamp-email-signature-phone-number

Ignoring this simple addition can make you look unprofessional or generic, especially when you are emailing a new colleague, client, or external partner.

Also, it creates brand consistency across all email platforms. When someone reads your email on a desktop or a mobile email client like Gmail on their iPhone or Android, your contact information looks neat and consistent. If you don't have this, you might miss a chance to connect with someone who prefers a quick phone call instead of an email.

How to Add a Phone Number in Popular Email Clients

Adding a phone number to your email signature is simple. However, the steps can differ based on the email platform you use. Here is a step-by-step guide for some popular email clients, whether you are on a desktop app or a mobile device.

Gmail

Open Gmail on your desktop device and click the gear icon in the top-right corner.
Select “See all settings” from the dropdown menu.
Scroll to the “Signature” section and click “Create new” to open the signature editor.
Add your phone number, job title, email address, and other details like your company logo or personal social media links.
Save changes, and your professional signature will automatically appear in every email you send.

For mobile phone users, you can set a different email signature in the Gmail app on iOS or Android. Go to Settings > Signature and type in your contact details. Keep it simple for small screens to avoid clutter.

Pro Tip: To make sure your email signature design looks good on mobile devices, check how it appears in Gmail on both your desktop and mobile.

Outlook

In Outlook (desktop app), go to File > Options > Mail > Signatures.
Click “New” in the signature editor and type your name, job title, and phone number.
If you want an HTML signature with a professional look, use Outlook’s formatting tools or an email signature software to create one.
Set it as the default signature for new emails or replies to ensure it’s added automatically.

Outlook’s mobile app also lets you add a signature, but it’s plain text, so stick to essential contact information like your phone number and email address.

Apple Mail

Open Apple Mail on your Mac, go to Preferences > Signatures.
Click “+” to create a new signature and add your phone number, job title, and other details.
For iPhone users, go to Settings > Mail > Signature to add a mobile-friendly signature.
Check the box to sync your signature across all email accounts for consistency.

Mobile Email Apps (iOS/Android)

On smartphones like iPhone or Android, go to the email app’s settings and look for a signature option. Most apps, like Gmail or Outlook, let you set a simple signature with your phone number.

Avoid large images or complex HTML signatures, as they may not load well on small screens. A clean, mobile-friendly design ensures quick loading and readability.

If you’re unsure where to start, try to get inspired by signature templates or use an email signature generator for a polished look of a personal email signature.

Scroll to the “Signature” section and click “Create new.” Add your phone number, job title, and other details like your company logo. Save changes, and your signature will appear in all new emails.

Pro tip: If you manage multiple signatures across devices, using an email signature generator can ensure your signature looks perfect everywhere.

Where to Place the Phone Number in Your Email Signature

Your email signature should be clear and easy to read. Place your phone number where it is easy to find, but make sure it does not mess the design. A good way to do this is by placing it below your name and job title, along with your email address and other contact details. For example:

phone number in email signature

Keep your signature clean and organized. If you have different signatures for internal colleagues and external clients, include your phone number in both, but adapt it for each group. For example, use your office phone number for colleagues and your direct line for external clients.

How to Format a Phone Number in an Email Signature

Formatting your phone number correctly makes it professional and functional. Formatting your phone number is important for a few reasons. It helps make your contact information accessible, maintains consistency with your brand, and ensures it works well with different tools and technologies.

Here are some tips to get it right.

International Format Examples

Use the international format for clarity, especially if you communicate with global recipients or large copanies. For example:

US: +1 (123) 456-7890
UK: +44 20 1234 5678
Australia: +61 2 1234 5678

This format avoids confusion and makes it easier for mobile phone users and external contacts to call you without guessing your country code.

Click-to-Call Links (tel:)

In an HTML signature, you can use a tel: link to make the number clickable on smartphones and mobile devices. This works well in HTML signatures and is compatible with most email platforms.

HTML:

<ahref="tel:+12125551234">+12125551234</a>

NOTE💡: Signature generators include this feature automatically.

Should You Use Symbols or Spaces?

Use parentheses, dashes, or spaces for readability (e.g., +1 (123) 456-7890 or +1 123 456 7890). Avoid unnecessary elements like extra symbols (e.g., # or *) that can look unprofessional. Stick to a clean font and size that matches the rest of your signature for consistency.

Final Thoughts

Adding a phone number to your email signature is a simple way to boost your professional image and make it easy for recipients to reach you. Use email signature generators or built-in signature editors to create a consistent, mobile-friendly design that works across all email platforms. Keep it simple, avoid large images or PNGs, and format your phone number clearly with tools like click-to-call links. Whether you’re sending an email from a desktop device or a mobile email client, a well-designed email signature contact detail acts like a digital business card, helping you make a strong impression every time.

In short, don’t overlook the power of email signature contact detail. Your phone number could be the fastest way for a recipient to reach you, close a deal, or simply connect in a more personal way.