Small business email signature templates

For a small business, the signature is often the only place a customer sees your opening hours, address and booking link together. This template puts the business name first when the business is what people remember, adds your hours on one line, and finishes with the single link you most want people to click, whether that's online booking, your shop or your reviews page.

Template;sig-smb

Full name, Your role Business name Address Open Opening hours Phone · Website

Then type ;sig-smb in any app.

Variations

The same message for a different channel or tone. Copy the one that fits.

When customers know the shop, not the person, e.g. a café, salon or repair shop.

Business first

Business name Address · Phone Open Opening hours Book or order: Booking link First name

For holiday hours, a closure or an event. Swap the last line out when it's over.

With a seasonal note

Full name Business name · Phone Seasonal note

When to use it

You answer customer email yourself and want every reply to show your hours.
Staff share the same inbox and need a consistent sign-off.
You've changed address or hours and need every outgoing email to say so.

What to avoid

Don't list hours you won't keep up to date. Outdated hours do more harm than none.
Avoid three links. Customers click the first one or none.
Don't put a promotion code in the signature permanently. It stops meaning anything.

The fields in this template

Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.

Full name{fill:Full name}: The person sending. Customers like knowing who they're talking to.
Your role{fill:Your role}: "Owner", "Manager", "Front desk". Keep it to one or two words.
Business name{fill:Business name}: The name on your sign, not your registered company name.
Address{fill:Address}: Street and town on one line.
Opening hours{fill:Opening hours}: Compact form, e.g. "Mon–Fri 8–6, Sat 9–1".
Phone{fill:Phone}: The shop or business line.
Website{fill:Website}: Your homepage or main listing.
Booking link{fill:Booking link}: Your booking, ordering or appointment page.
First name{fill:First name}: The sender's first name.
Seasonal note{fill:Seasonal note}: One line, e.g. "Closed Dec 24 to Jan 2. Orders placed now ship Jan 3."

More about dynamic fields

Tips

•Write hours the way people search: "Tue–Sat 9–5" is easier to read than a paragraph.
•Use the seasonal version in December with a closure note, then switch back. Retext makes the swap one edit.
•If staff answer from their phones, have them paste the plain-text version into their phone's mail signature too, so mobile replies carry the same details.

Works in Gmail, Outlook, Mail and every other app

Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.

Use it with your team

Keep the business line, hours and booking link in one team snippet. When your hours change, the owner edits it once and every staff member's signature updates.

See Retext for Teams

Questions

What should a small business email signature include?

Your name and role, the business name, address, opening hours, a phone number and one link, usually booking or ordering. Leave out anything you can't keep current.

Should I put opening hours in my email signature?

Yes, if customers visit or call. It answers the most common question before they ask it. Just remember to update it for holidays.

How do staff keep the same signature?

Put the business details (name, address, hours, booking link) in a team snippet you create, such as ;sig-company. Each staff member's signature has their own name typed in and pulls the rest in with {snippet:sig-company}.