Email signature for students: how to look professional in every email

Whether you are emailing a professor, following up after a career fair, or cold-emailing a potential mentor, a professional signature makes you look organised and serious. It takes two minutes to set up and pays off every time you hit send.

What to include

1. Full name. Use the name you go by professionally — if your legal name is different from your preferred name, use your preferred name.
2. Degree, major, and graduation year. "BSc Computer Science, Class of 2027" gives the reader instant context.
3. University name. Spell it out in full — not an abbreviation — so it is clear at a glance.
4. LinkedIn profile. This is the most important link for students. Make sure your profile is up to date before you add the link.
5. GitHub, portfolio, or personal site — if relevant to your field (common for engineering, design, and data science students).
6. Email address. Include your university or professional email, not a casual-looking personal one.

What to skip

• GPA — unless you are applying somewhere that explicitly requests it
• Social media accounts other than LinkedIn
• Inspirational quotes (they can come across as unprofessional in formal contexts)
• A photo unless a specific context (like a modelling or acting portfolio) calls for it
• Phone number — email is fine; you can share your number once contact is established

Example student signature

Tips for using your signature effectively

• Turn on the signature for replies, not just new emails. A lot of email threads with professors happen in replies, and your signature reminds them who you are.
• Use your university email address for academic and internship correspondence — it has built-in credibility.
• Keep the signature short. One to two lines of contact info is enough for a student. You are not running a business yet.
• Update it when you graduate or accept a position. A signature that still says "Class of 2024" in 2026 looks like you forgot about it.