Email Signature Photo Guidelines

A headshot in your signature adds a personal touch and builds recognition. Here's how to do it right.

Photo Specifications

• Size: 80-100px square for display
• Actual file: 160-200px (for retina)
• File size: Under 20KB
• Format: JPEG (smaller) or PNG
• Shape: Square or circular crop

Photo Style Guidelines

• Professional quality — Not a casual selfie
• Good lighting — Face clearly visible
• Simple background — Neutral or on-brand
• Recent photo — Looks like current you
• Appropriate attire — Match your industry

When to Include a Photo

• Client-facing roles (sales, account management)
• Personal branding (consultants, executives)
• Small teams where personal connection matters
• Industries where relationships are key

When to Skip the Photo

• Large organizations with minimal design
• Technical/internal roles
• Privacy-conscious industries
• When company policy prohibits

Technical Tips

• Compress images before uploading
• Use consistent photo style across team
• Host on reliable server
• Test on dark mode email clients