How to create an email footer in Zoho Mail: The complete email footer creator guide

Have you heard of the term "email footer"? Are you wondering what an email footer is? Or have you been assuming that email signatures and email footers are the same thing?

You're not alone and you're in the right place. This article will answer all of your questions about email footers, from the basics to advanced customization.

What is an email footer?

An email footer is the section at the bottom of your business emails that includes your contact information, company details, legal disclaimers, and branding elements. It’s like your digital business card meets your office lobby, all in one compact space.

Unlike an email signature that represents you personally, a professional email footer represents your entire organization. It's the difference between saying "Hi, I'm Jessica from marketing" and "Hello, we're a credible business with proper credentials, and here's everything you need to know about us."

Why every business needs a professional email footer

A well-designed company email footer isn't just for corporate giants. Whether you're a freelancer, a startup founder, or running a boutique shop, here's why you need a custom email footer.

• It builds instant credibility: When clients see a professional email footer with proper contact details and legal information, they immediately recognize you as a "legitimate business."
• It keeps you legally compliant: Many countries require specific information in business email footers. A proper email footer template helps you stay on the right side of regulations.
• It maximizes marketing opportunities: Your email footer is a prime position for CTAs, social links, and promotional content. 
• It ensures consistent branding: A company email footer maintains your brand identity across all business correspondence globally.

Email footer design: Layout, size, and visual hierarchy

Before you start creating your business email footer, it's important to understand the principles of why you should.

• Getting the dimensions right: The ideal email footer size ensures that your footer looks great and renders perfectly on every device. Here are the approximate numbers for email footer size:

Note: Mobile optimization is essential because 60%+ of emails are opened on mobile devices.

• Key elements of professional email footer design: Your email footer design should include these essential components:

Pro design tip: When creating your email footer template, arrange elements by importance, such as primary contact info first, legal notices in the middle, optional elements last.

How to create an email footer in Zoho Mail

Step 1: Add a footer to email settings

1. First, log into your Zoho Mail account.
2. Click the Settings icon (gear icon) in the top-right corner.
3. Select Mail Accounts from the left panel.
4. Choose the email account you want to add your email footer to.
5. Next, click on Signature in the left panel below Mail accounts. This is where you'll build your professional email footer from scratch.

Step 2: Create your email footer template

Now comes the fun part—designing your custom email footer. Below is an example of a simple email footer template.

[Company Name]
[Your Name] | [Position]
Phone: [Number] | Email: [Address]
Website: [URL]
[Office Address]
[Legal Disclaimer]

This basic email footer template works great as a professional email footer for small businesses and solopreneurs.

Step 3: How to add footer to email with images

• Host your image online: Upload to your website, Zoho WorkDrive, or your desktop.
• Insert in your email footer template: Use the image button to insert the image.
• Optimize for proper email footer size: Compress images to maintain fast loading.

Remember: The right email footer size for images is crucial. Keep logos under 100KB and a maximum of 150px wide.

Step 4: Customize your email footer with links and CTAs

Make your custom email footer interactive by adding essential links, including:

• Website homepage or landing page.
• Social media profiles (LinkedIn, Twitter, Instagram, Arattai, WhatsApp Business).
• Booking or contact page.
• Latest blog post or resources.

Here are a few examples of CTA additions that you can add to your business email footer:

• "Schedule a free consultation."
• "Download our latest guide."
• "Shop our new collection."
• "Subscribe to our newsletter."

These elements transform a basic email footer template into a powerful marketing tool.

Step 5: Add legal information to your company email footer

Every professional email footer needs appropriate legal disclaimers. Here's what different regions require in their business email footer:

Professional email footer template examples

Let's look at some email footer examples that demonstrate excellent email footer design across different industries and regions.

Email footer example 1: Tech startup company email footer

This business email footer example shows how to create an email footer that's both professional and personality-driven. The email footer size is optimized, and it includes all necessary elements for a professional email footer.

Email footer example 2: Creative agency custom email footer

This email footer template demonstrates creative professional email footer design while maintaining all legal requirements. Also, notice how the email footer size stays compact despite rich content.

Email footer example 3: E-commerce business email footer

This sample email footer shows how to make an email footer work for e-commerce with clear CTAs, shipping info, and compliance elements. A perfect email footer design for retail.

Email footer ideas: Industry-specific 

Looking for more email footer ideas? Here are sample email footer concepts for different sectors:

Business email footer for consulting

When creating an email footer for consulting services, emphasize credentials, expertise areas, and easy booking options. Your professional email footer should include certifications and a clear CTA for scheduling consultations.

Email footer for tech companies

Tech company email footer examples should highlight innovation, include GitHub/Stack Overflow profiles, and link to documentation or developer resources. The email footer design should be clean and modern.

Email footer for healthcare

Healthcare business email footer examples must include HIPAA compliance notices, medical registration numbers, and clear patient contact channels. Professional email footer templates for healthcare prioritize privacy and accessibility.

Email footer examples for real estate

Real estate email footer examples work best with property search links, virtual tour CTAs, and multiple contact methods. Include your real estate license number in your professional email footer.

Email signature vs. email footer

There's often confusion between an email signature and a company email footer. Here's the breakdown:

Why use both? Combining an email signature with a company email footer provides complete information. Your email signature identifies you personally, while your business email footer establishes organizational credibility and legal protection. Many professional email footer examples show both elements working together in one cohesive email footer template.

How to change your email footer as your business evolves

Your business email footer isn't set in stone. Below are a few reasons why you would need to update your template.

• New phone number or office address
• Rebranding or logo changes
• New services or product launches
• Updated legal requirements
• Award wins or new certifications
• Seasonal campaigns or promotions

To change your email footer in Zoho Mail, follow the steps below:

1. Navigate to Settings > Signature.
2. Select your current email footer.
3. Make the necessary changes to your professional email footer.
4. Click on Update and test your updated business email footer.

Email footer template best practices for global audiences

When designing your business email footer, consider these email footer design tips.

Professional email footer sizing for mobile

Because most emails are opened on mobile devices, it’s important that your email footer size is responsive. Always remember, the ideal email footer size adapts from 600px desktop width to 320px mobile width.

Localize your custom email footer

Create multiple email footer template versions for different markets such as:

• Language-specific versions.
• Region-appropriate contact methods. 
• Local office addresses and phone numbers.
• Market-specific legal disclaimers.

Include time zones

For global teams, ensure to include time zone information in your company email footer such as “Available Mon-Fri, 9am-5pm SGT”.

Common email footer troubleshooting and solutions

How to create an email footer that converts

The best professional email footer examples don't just inform; they drive action. Here's how to make an email footer that works well for your business:

Strategic CTA placement in your business email footer: Your email footer template should include one primary and one secondary CTA maximum. Any further links beyond that dilutes focus.

Social proof in your company email footer: 

• "Trusted by 10,000+ businesses worldwide"
• Award badges or certification logos
• Client testimonials or ratings
• Industry recognition mentions

Personalization in your custom email footer: Even automated emails can have personalized email footer elements.

• Industry-specific resources in your business email footer
• Personalized next-step CTAs

The ultimate email footer checklist

Wrapping up

Learning how to create an email footer may seem daunting initially, but with the right email footer template and these best practices, you'll have a professional email footer that elevates every business communication.

Whether you're designing your first business email footer, updating an existing company email footer, or exploring email footer examples for inspiration, remember that your custom email footer is often the last impression you leave. Make it count with proper email footer design, appropriate email footer size, and all of the necessary elements.

It's important that you remember the 4Cs while creating an email footer: Compliant, Consistent, Compelling, Compatible.

Ready to create an email footer that works? Log into Zoho Mail today and use this guide as your email footer creator blueprint. Start with our sample email footer examples, customize one to your brand, and watch your email communication become more professional and effective.