Free Email Signature Generator

How to Create a Professional Email Signature

A professional email signature reinforces your credibility with every message you send. It tells recipients who you are, how to reach you, and what you do — without them having to search for it. Our free generator creates HTML email signatures that work in Gmail, Outlook, Apple Mail, Yahoo Mail, and Thunderbird. Fill in your details, pick a template, customise colours and fonts, add your photo and social links, and copy with a single click. The whole process takes under 60 seconds.

What to include in your email signature

A well-structured email signature typically contains: your full name; your job title and company name; a phone number (direct line or mobile); a link to your website or LinkedIn profile; and optionally a professional headshot. Keep it to these essentials — signatures that include motivational quotes, lengthy legal disclaimers, or four lines of social icons tend to look cluttered and render inconsistently across devices. One or two carefully chosen social links (LinkedIn for B2B, Instagram or Twitter/X for creative work) are sufficient.

How to add your signature to Gmail

Click Copy Signature in the generator, then open Gmail and go to Settings → See all settings → General → Signature. Create a new signature, click into the text area, and paste (Ctrl+V on Windows, ⌘V on Mac). Your formatted signature — with colours, fonts, and layout intact — will appear exactly as designed. Set it as the default for new emails and replies, then save changes at the bottom of the page.

How to add your signature to Outlook

In Outlook on Windows, go to File → Options → Mail → Signatures → New. Give the signature a name, click into the editor, and paste. In Outlook on the web, go to Settings → View all Outlook settings → Mail → Compose and reply and paste into the signature field. In both cases, set the signature as the default for new messages and replies before saving.

Why your photo may not appear in Gmail

Gmail blocks images that are embedded directly as Base64 data (local file uploads) for security reasons. If you upload a photo from your device and find it missing after pasting, the fix is to use a hosted image URL instead — paste the link to your photo from your company website, LinkedIn profile picture URL, or any image hosting service. A hosted URL renders correctly in Gmail and every other major email client. This is explained in detail in the FAQ above.

HTML vs. plain text email signatures

HTML signatures use table-based layout to display formatted text, colours, photos, and links — the kind of signature this generator produces. Plain text signatures are unformatted and work in any environment, but they cannot include logos, colours, or clickable links. All modern email clients (Gmail, Outlook, Apple Mail) support HTML signatures. Our templates use table-based HTML specifically because it renders correctly in email clients that do not support CSS layout — the same reason HTML email has used tables since the 1990s.

Signature fonts and email client compatibility

The generator offers 8 handwriting and script signature fonts for your name — a popular choice for adding a personal, pen-signed feel to emails. These fonts load from Google Fonts and render beautifully in Gmail, Apple Mail, and Outlook on the web. In older desktop Outlook versions that block external font loading, the signature gracefully falls back to a cursive system font that still looks elegant. Standard body fonts (used for your title, company, and contact details) are system fonts that render identically everywhere, with no fallback risk.