What a professional email signature does for you
An email signature is the block added automatically at the end of your emails: your name, job title, contact details, often a logo and a few links. You probably send dozens of emails a week, and each one is a chance to remind people who you are and how to reach you. A clean signature reassures prospects, saves the "what's your number?" back-and-forth and sends traffic to your website or booking page.
This generator builds an HTML email signature designed for real email clients, not just for a browser: a table-based layout, styles written directly on every element, fonts installed everywhere and images linked by URL. That is what lets the same signature display correctly in Gmail, Outlook (classic, new and web) and Apple Mail.
How to use the email signature generator
- Pick a template: Classic (logo on the left), Photo (headshot and divider), Minimal (text only) or Compact (with a call-to-action button).
- Fill in your details: name, title, company, phone numbers, email, website and address. Empty fields simply disappear from the signature.
- Add your logo and photo by pasting their online URL (see below for why), then adjust the logo width.
- Customize: brand color, font, social profiles, a button such as "Book a call" and, if needed, a disclaimer.
- Copy and paste: "Copy signature" for Gmail, Outlook and Apple Mail, "Copy HTML source" for tools that ask for the code.
Your inputs are saved in your browser, so your signature is still there when you come back. Nothing is sent to our servers.
Why images are linked by URL, and how to host them
The generator doesn't let you upload a file, on purpose. An image embedded in the message (base64) bloats the signature: Gmail caps signatures at 10,000 characters, images included, and a single logo can blow past that limit. Gmail on the web doesn't always display those images, and Outlook tends to turn them into attachments. An image hosted on a server and linked by its URL displays the same way everywhere.
- Upload the image to your website (WordPress media library, Webflow assets, Squarespace, Wix or Shopify files), then copy its public URL.
- Export it at twice the displayed size to stay sharp on retina screens: 320 px wide for a logo shown at 160 px. PNG for logos, JPG for photos.
- Check that the URL starts with https:// and opens in a private browsing window: if you can see the image, your recipients can too.
- Avoid Google Drive or Dropbox share links: they lead to a preview page, not to the image file itself.
Email signature best practices
- Keep it short. Four to six lines of information is enough: a signature is not a brochure.
- One brand color, for your name or links, with dark text on a white background for readability.
- 600 px wide at most, the reading width of most email clients.
- Web-safe fonts (Arial, Verdana, Georgia): a brand font the recipient doesn't have would be replaced anyway.
- A single call to action, aligned with your current goal: a call, a quote or your latest article.
- Test before you roll it out: send yourself an email to a Gmail and an Outlook address, on desktop and on mobile.
Email signature template: conventions and examples
| Element | Recommendation | Example |
|---|---|---|
| Full name | The way you introduce yourself on a call | Jordan Smith |
| Job title | Short and clear to a client | Marketing Director |
| Phone | International format if you have clients abroad | +1 (202) 555-0143 |
| Website | Without "https://", easier to read | www.example.com |
| Logo | 120 to 200 px displayed, hosted PNG | logo.png at 320 px wide |
| Headshot | Square, 80 to 100 px displayed | 200 × 200 px portrait |
| Social profiles | Two or three you actually keep active | LinkedIn, Instagram |
| Call to action | A verb and a benefit | Book a call |
| Disclaimer | One or two short lines, small print | Confidentiality notice |
Common mistakes
- A signature made of a single image: unreadable when images are blocked, impossible to copy, no clickable links.
- Social media icons as images: often blocked or badly resized. The generator's text links display everywhere.
- Images that aren't hosted, which turn into attachments on every email you send.
- Too much information: three phone numbers, four networks, a quote and a banner. Recipients remember nothing.
- Forgetting mobile: check readability on a small screen, that is what the Mobile preview is for.
- Installing it in only one place: classic Outlook stores the signature on the computer, so you need to recreate it in Outlook on the web and on mobile.
Your signature carries your logo, your colors and your tone. If those aren't defined yet, now is a good time to build a consistent visual identity: that is the core of our branding work, email signatures included.
