Free Email Signature Generator
Create a professional email signature in seconds. 4 templates, custom accent colors, photo support. One-click copy into Gmail, Outlook, Apple Mail, or any email client.
Photos are embedded as base64 so the signature stays self-contained. Keep images under 1 MB. Many email clients block large attachments — for best results, host the image on a public URL and use that instead.
Live preview
Professional|
Alex Johnson
Marketing Director
Acme Inc
|
How to install
Gmail
Settings → See all settings → Signature → New. Paste the signature into the editor. Save Changes at the bottom.
Outlook (desktop)
File → Options → Mail → Signatures. Click New, name it, then paste into the editor. Set as default for new messages.
Apple Mail
Mail → Settings → Signatures. Pick your account, click +, then paste the signature. Untick “Always match my default message font” to preserve formatting.
Other clients
If “Copy signature” fails, use “Copy HTML” and paste into your client's HTML or source-code mode.
Every Detail That Matters
Professional email signatures used to need a designer. Now you can build one in two minutes.
4 Polished Templates
Minimal for clean text-only signatures, Professional with a photo, Modern with a coloured accent bar, and Compact for short emails. Pick one and customize.
Brand Accent Colors
Pick from six built-in palettes or enter any hex code to match your company colors. The accent is applied to your name, links, and divider bars consistently across templates.
Photo Support
Upload a headshot and it's embedded directly into the signature. Round avatars on Professional, square rounded on Modern — both ready to paste into your client.
One-Click Copy
Copy the rendered signature to paste straight into Gmail, Outlook, or Apple Mail with formatting intact. Or copy raw HTML for clients that need source code.
Social Links
LinkedIn and Twitter / X handles are added as styled links. Modern template uses colored badges; other templates use clean text links.
100% Private
Everything runs in your browser. We don't save your name, contact details, or photo. Nothing is uploaded to a server.
When You Need a Great Signature
Your email signature is the most-seen piece of branding in your business. Make it look the part.
New Job
First week at a new company? Spin up a polished signature in two minutes — no waiting on IT or design.
Founders & Freelancers
Look established from your first cold outreach. A clean signature signals professionalism in every email you send.
Sales & Outreach
Get more replies. A signature with a phone number and LinkedIn raises perceived trust and reply rates.
Small Teams
Roll out consistent signatures for the team — give everyone the same template and accent color, just swap names.
Frequently Asked Questions
How do I add this signature to Gmail?
Click the gear icon in Gmail and select “See all settings.” Go to the Signature section, click “Create new,” give it a name, then click “Copy signature” here and paste it into the Gmail editor. Set it as the default for new emails and replies, then scroll to the bottom and click Save Changes.
How do I add this signature to Outlook?
In desktop Outlook, go to File → Options → Mail → Signatures. Click New, give it a name, paste the signature into the editor, and choose the default for new messages and replies. Click OK. In Outlook on the Web, the path is Settings → Mail → Compose and reply → Email signature.
Can I use my own photo or company logo?
Yes — upload any image under 1 MB and it's embedded directly. For best email-client compatibility, however, it's often better to host your photo on a public URL (your website, S3, Imgur) and use that link, because embedded images can be flagged by spam filters. The HTML output is editable if you want to swap the src tag.
Why does my signature look different in some emails?
Email clients render HTML inconsistently. Gmail strips some styles, Outlook on Windows uses Microsoft Word as its rendering engine (older and stricter), Apple Mail is generally most faithful. The templates here use inline styles and table layouts — the same techniques email marketers use — to maximise consistency, but minor visual differences across clients are unavoidable.
Should I include a phone number in my signature?
For B2B and sales contexts, yes — having a phone number visible significantly increases perceived legitimacy and response rates. For purely public-facing personal use (newsletters, support replies), it can be omitted. If you don't want personal numbers public, use a virtual number through Google Voice, Grasshopper, or a similar service.
What should a professional email signature contain?
At minimum: your name, job title, and one way to reach you (email or phone). Beyond that, include your company name, website, and one or two relevant social profiles (LinkedIn is the highest-value addition for B2B). Avoid stuffing it with quotes, multiple banners, or every possible link — a clean signature looks more senior than a busy one.
Is the “Sent from my iPhone” line professional?
It's informal and slightly excuses brevity or typos, which can be useful on the go. But it's no replacement for a real signature on important threads. If you want both, set the iPhone disclaimer as your default mobile signature and use this generator for desktop / outgoing client emails.
Will recipients see the colors and formatting?
In almost all modern email clients, yes. Some recipients view email in plain-text mode by choice — they'll see your name, email address, and phone number as text without colors, which is still readable. The signature degrades gracefully.
Why Your Email Signature Matters More Than You Think
A typical knowledge worker sends 40+ emails a day. Multiplied across a year, that's ten thousand impressions of your signature seen by colleagues, prospects, clients, and partners. No other piece of personal branding gets that kind of repeated exposure — not your LinkedIn profile, not your business card, certainly not your website's About page. And yet most people give their signature no thought at all.
The Three Jobs of a Signature
Identification. The recipient needs to know who you are, what your role is, and which company you represent — without re-reading your name and trying to remember. Especially important when you're cold-emailing, joining a thread, or replying to someone who emails dozens of people a day.
Trust. A well-designed signature signals that you're a real person at a real company. Phone numbers, company addresses, and consistent branding all reduce the “is this spam?” reflex in a recipient's mind. This is particularly important for B2B sales and outbound outreach where reply rates already hover in the 5–15% range.
Conversion. A signature is also a quiet call-to-action. Linking to your LinkedIn means anyone who's curious can vet you in 30 seconds. Linking to your booking page means anyone who wants a meeting can self-serve. The signature converts passive readers into active prospects.
Common Mistakes
Too much information. Listing every social profile, all five phone numbers, three office addresses, a quote, and a legal disclaimer makes the signature look amateurish — like you're trying too hard. Senior professionals usually have very short signatures.
Tiny illegible images. A logo or photo that's 30 pixels wide doesn't convey what it's trying to convey. If you include an image, make it at least 64–80 pixels in its smallest dimension so it's clearly visible at a glance.
Mobile incompatibility. A signature that looks great on Outlook desktop but breaks into a stretched mess on iPhone Mail is hurting your image with the recipients viewing it on phones — which is now more than half of all email reads. The templates in this generator are designed to render cleanly on mobile.
Outdated information. Job title, phone number, or company name out of date? Recipients notice. Update your signature whenever any of these change — it takes two minutes and signals attention to detail.
Signature Etiquette by Email Type
Cold outreach. Use your full signature with photo if possible. The recipient knows nothing about you — every signal of legitimacy helps.
Internal company emails. Use a compact version. Your colleagues already know who you are. A long signature on every internal email is just noise.
Personal correspondence. Optional. Brief is fine — just your first name suffices in casual messages.
Client services / B2B. Full signature is appropriate. Include direct phone, calendar booking link if you have one, and consider a customer-facing role title rather than internal role.
Disclaimers and Legal Footers
In some industries (legal, financial services, healthcare, regulated industries), email signatures must include a legal disclaimer or confidentiality notice. If your employer or industry requires one, append it after the signature block. It's usually formatted in small grey italic text to stay out of the way.
For most other businesses, legal disclaimers are unnecessary and just add visual noise. The standard “This email is confidential” line has been shown in court not to have any legal effect — it's essentially cargo culting. Skip it unless you're required to include one.