To sign a cover letter, match the channel: typed full name for email and most PDF uploads to Workday or Greenhouse; optional script-style name above the typed name for polished PDFs; wet ink only for printed packets. Skip giant signature images and image-only scans—recruiters need readable text, not a calligraphy project.
This quick how-to covers sign-offs, typed vs script vs ink, ATS/PDF pitfalls, and before/after blocks. Pair it with how to end a cover letter for the final paragraph before the signature.
Key Takeaways
- Email and portal PDFs: typed name is the standard signature
- Script font is optional; keep a typed legal name under it
- Wet ink belongs on paper packets, not most online apps
- Never submit an image-only scanned signature PDF
- Use Sincerely or Best regards before your name
Signature rules by channel: email, PDF, paper
The right signature depends on how the letter travels—not on personal branding flair.
| Channel | Best signature | Avoid |
|---|---|---|
| Email body | Typed name + contact lines | Embedded handwriting images |
| PDF to Workday/Greenhouse | Typed name; optional script line | Full-page scan of wet ink |
| Printed / mailed packet | Wet ink above typed name | Leaving the signature blank |
| Plain-text portal field | Typed sign-off + name | ASCII art or emoji signatures |
Key Takeaway: Channel first—typed for digital, ink for paper.
Typed name vs script font vs wet ink
Typed name: the default for 2026 applications. After Best regards, leave one blank line, then type your full name in the same font as the letter body.
Script font: acceptable as a visual flourish if you also include the typed name beneath. Keep the script modest (14–18 pt) and selectable as text—not an image stamp.
Wet ink: sign in blue or black pen on the printed letter, then type your name under the signature line if space allows. Scan only if the employer asked for a signed PDF; use a text-based export when possible.
DocuSign-style certificates add clutter to cover letters. Reserve them for offer paperwork.
Key Takeaway: Typed name always; script optional; wet ink for print.
Build the sign-off block recruiters expect
Order matters: final sentence of the letter, blank line, sign-off (Sincerely / Best regards), blank line or signature space, typed name, then optional phone and LinkedIn.
If your header already shows contact details, you can stop at the typed name. For email bodies without a header, add phone and LinkedIn under the name.
Match the name to your resume and to Workday or Greenhouse form fields. Inconsistency creates duplicate candidate profiles.
For closing-line ideas before the sign-off, see how to close a cover letter .
Key Takeaway: Sign-off, space, typed name—then optional contact lines.
A clean signature will not fix a resume that fails parsing. Run the resume through HireFlow's free ATS resume checker before you upload both files to Workday or Greenhouse.
Check your resume freeATS and PDF notes: keep the signature text-based
Workday and Greenhouse typically store cover letters as attachments. They do not "score" your ink. Problems start when the entire PDF is a photographed page: text is not selectable, file size balloons, and some viewers show a gray blur.
Export from Word or Google Docs to PDF so letters remain real text. If you must scan a signed page, use a scanner app with OCR—not a dim phone photo.
Avoid placing the signature in a text box or floating image that sits in the margin. Layout quirks that hurt resumes also hurt letters—see cover letter formatting for ATS .
Taleo and iCIMS portals follow the same advice: selectable PDF text beats decorative signature graphics.
Key Takeaway: Selectable text PDFs beat scanned signature pages in every major ATS.
Before/after signature blocks
Fix the common mistakes that make a letter look unfinished or overdesigned.
| Before | After |
|---|---|
| Ends with "Thanks!" and no name |
Best regards, Alex Morgan |
| Huge PNG of a signature covering half the page | Optional 16-pt script "Alex Morgan" plus typed Alex Morgan beneath |
| Phone photo of a wet-ink letter uploaded to Greenhouse | Text-based PDF export with typed name (ink only if print was required) |
| Signs as "AJ" while resume says Aisha Johnson | Signs Aisha Johnson (AJ) once, matching the application form |
Key Takeaway: Clear typed identity beats decorative signature files.
Signature checklist before you upload
- Choose Sincerely or Best regards.
- Add a blank line, then your full typed name.
- Add phone/LinkedIn only if missing from the header or email signature.
- For PDF, confirm you can select the name with your cursor.
- For paper, sign in ink above the typed name.
- Match the name to resume and Workday/Greenhouse fields.
- Skip DocuSign blocks unless the employer requested an e-sign packet.
Closing sentence still weak? Tighten it with cover letter closing lines that get callbacks .
Key Takeaway: A two-minute signature check prevents unfinished or unreadable letters.
Signature mistakes that waste recruiter attention
Leaving "[Your Name]" from a template is an instant reject signal. Search the file for brackets before you send.
Using a different last name than the resume without explanation creates identity friction in background checks later.
Pasting an email signature with legal disclaimers, logos, and tracking pixels into a cover letter PDF looks messy when printed for an interview packet.
Styling the sign-off in neon colors or all caps does not help ATS and looks unprofessional to humans.
Forgetting the sign-off entirely and ending on a demand ("Interview me this week") reads abrupt. Soften the ask, then sign.
Key Takeaway: Templates, mismatched names, and image scans are the frequent failure modes.
Signature examples for email, PDF, and print
Email body example: Best regards, then a blank line, then Jordan Blake, then phone and LinkedIn URL on the next two lines. No image. No legal disclaimer pasted from a corporate footer.
PDF upload example for Workday: same sign-off, optional 16-point script line reading Jordan Blake, then a normal 11-point typed Jordan Blake underneath. Export from Docs or Word so both lines stay selectable.
Print packet example: Sincerely, then one inch of blank space for wet ink, then the typed name. Sign in blue or black after printing—never before you proof the final draft.
If you changed your name professionally, put the application name first and a former name in parentheses once if background checks may surface both. Do not invent a new brand spelling that conflicts with your Social Security or passport records.
International applicants sending US PDF letters should still use Latin-character names that match the Greenhouse or Workday form. Add native-script names only in a parenthetical if the employer invited that detail.
When a recruiter prints your letter for an onsite panel, a clean typed block reads better than a stretched signature graphic that pixelates on the office printer.
If you co-authored a packet with a career coach, remove their name from the signature block. The letter must appear to come from you alone.
Double-check that auto-correct did not change your last name on the sign-off line—a common error when you paste from mobile.
Key Takeaway: Copy the channel example that matches how you will actually send the file.
Signing from a phone without breaking the PDF
Mobile editors often encourage you to "sign" by drawing with a finger. That drawing becomes an image layer. Prefer typing your name in the document app instead.
If you must photograph a wet-ink page, use bright even light, crop tightly, and run OCR. Confirm you can long-press to select the word Sincerely before you upload to Greenhouse.
Upload the PDF from Files rather than inserting it into an email as a preview image. Preview images forwarded to Workday sometimes lose resolution and text.
Name the file Lastname_Firstname_CoverLetter.pdf so recruiters can find it beside the resume in the candidate profile.
After upload, open the attachment from the confirmation screen when the portal allows it. If the signature area looks like a gray rectangle, rebuild the PDF as text.
Key Takeaway: On mobile, type the name—do not rely on finger-drawn signature stickers.
Next step for your applications
Sign the letter cleanly, then confirm the resume beside it will parse—or get a professional rewrite from $29.
Frequently asked questions
Only for printed or wet-ink packets. For email and most Workday or Greenhouse PDF uploads, a typed full name under Sincerely or Best regards is enough. Recruiters expect digital applications to use typed names.
Optional. A subtle script name above your typed legal name can look polished if the text remains selectable. Avoid inserting a huge scanned signature image that turns the page into a flat scan—parsers and recruiters both dislike blurry PDFs.
End the body with a standard sign-off, your typed name, and contact lines if they are not already in your email signature. Do not paste a handwritten image into the email body; it often breaks when forwarded.
Yes. Use the same professional name format on the resume, letter, and application form. Nicknames are fine if used consistently; do not sign as Mike while the Workday form says Michael unless both appear together.
Unnecessary for most job applications. Save DocuSign-style blocks for offer letters and contracts. A cover letter is not a legal instrument in normal hiring—typed name is standard.
Sincerely and Best regards are the safest. Kind regards works for most corporate roles. Avoid cute sign-offs, first names only without a prior relationship, or overly casual closings.
Workday and Greenhouse mainly store the letter as an attachment or text field. They do not need a handwritten mark. What matters is readable text—avoid scanning a signed paper into an image-only PDF.
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