Email Signature Generator

The Email Signature Generator helps you create professional email signatures in minutes. Pick a template, fill in your info, and copy to your email client.

What is the Email Signature Generator?

A free tool that creates HTML email signatures compatible with Gmail, Outlook, Apple Mail, and other email clients. Choose from multiple templates and customize with your information, photos, and branding.

How to Use the Tool

1. Access the Generator

Visit /tools/email-signature-generator to open the tool.

2. Fill in Your Information

Enter your details in the left panel:

• Personal Information: Full name (required), job title, company, email, phone, website
• Social Links: LinkedIn, Twitter/X, Instagram (all optional)
• Branding: Profile photo URL, company logo URL, brand color

3. Choose a Template

Select from four professional templates:

• Classic: Clean and professional. Works everywhere.
• Modern: Bold design with accent colors.
• Minimal: Text-only, ultra-simple.
• Photo: Includes headshot, great for sales.

4. Preview Your Signature

The right panel shows a live preview of your signature. Changes update instantly as you type.

5. Copy to Your Email Client

Three options:

• Copy HTML: Copies the HTML code to clipboard
• Copy as Rich Text: Copies formatted signature ready to paste
• Download HTML File: Saves signature as .html file

Adding Your Signature to Email Clients

Gmail

1. Open Gmail and click the gear icon (top right)
2. Click "See all settings"
3. Scroll down to "Signature"
4. Click "Create new" and name it
5. Paste your signature HTML into the editor
6. If it looks weird, click the three dots and select "Paste as HTML"
7. Scroll down and click "Save Changes"

Outlook on the Web

1. Click the gear icon → "View all Outlook settings"
2. Go to "Mail" → "Compose and reply"
3. Under "Email signature", paste your HTML
4. Choose whether to add it to new emails, replies, or both
5. Click "Save"

Apple Mail

1. Go to Mail → Preferences → Signatures
2. Click the + button to create a new signature
3. Paste your signature
4. Close preferences to save

Key Features

Live Preview

See exactly how your signature will look as you type. No guessing, no surprises.

Multiple Templates

Four professionally designed templates optimized for email client compatibility.

Image Support

Add profile photos and company logos. Just provide a public URL to the image.

Brand Colors

Customize accent colors to match your brand. Use the color picker or enter a hex code.

Platform Instructions

After copying your signature, the tool shows step-by-step instructions for Gmail, Outlook, and Apple Mail.

Best Practices

Keep It Short

4-6 lines is ideal. Include essential contact info and one or two links. Longer signatures get ignored.

Use Web-Hosted Images

Host images on your website, Google Drive (with public link), or a CDN. Don't use local files—they won't show for recipients.

Test Before Sending

Send a test email to yourself and check how it looks on different devices and email clients.

Include Only Active Social Links

Only add social media links you actually use professionally. LinkedIn is almost always worth including for business.

What to Include

Must Have

• Your name
• Your email (makes replying easier on mobile)
• One phone number

Should Have

• Job title and company
• LinkedIn (especially for B2B)
• Website if relevant

Optional

• Headshot (great for sales, real estate, client-facing roles)
• Company logo (if brand recognition matters)
• Other social links (only if you actually use them)

Skip

• Inspirational quotes
• Legal disclaimers longer than your signature
• Animated GIFs
• Full mailing address (unless legally required)

Troubleshooting

Signature looks different when I send it

Email clients render HTML differently. Stick to simple formatting: tables for layout, inline CSS, web-safe fonts, and no fancy styling.

Images not showing

Make sure images are hosted on a public URL. Test the image URL in a browser first. Keep images small (under 100KB) for fast loading.

Formatting breaks when pasting

Try "Copy as Rich Text" instead of "Copy HTML". Or in Gmail, use the three dots menu and select "Paste as HTML".

Common Questions

Can I use images in my signature?

Yes, but host them somewhere reliable. Don't use local files—they won't show for recipients.

How long should my signature be?

4-6 lines is ideal. Longer signatures get ignored or clipped by email clients.

Should I include social media links?

Only if you actively use them professionally. LinkedIn is almost always worth including for business.

Related Tools

• Response Time Calculator - Benchmark your email response speed