Free email signature generator

What to include in a professional email signature

A good signature tells the reader at a glance who you are and how to reach you. The usual elements are:

• Full name, slightly larger than the rest.
• Job title and company, so readers know where you fit.
• A phone number and website; your email is already in the sender field, but it helps when the message is forwarded.
• Company logo, kept small: around 40 px high is enough.
• Professional networks such as LinkedIn, only if you use them for work.
• Legal or confidentiality notice, if your company requires one.

Signature templates

There are three templates: Classic, with your details on the left and the QR set off by a coloured line; With bar, with a vertical stripe in your brand colour; and Compact, a single row with logo, details and QR, designed for quick replies and short signatures.

How to add your signature in Gmail, Outlook and Apple Mail

Gmail

1. Choose Images: Hosted and click Copy signature.
2. In Gmail: settings gear → See all settings → General tab → Signature → Create new.
3. Paste with Ctrl+V (⌘+V on Mac).
4. Scroll to the bottom of the page and click Save changes.

Outlook

1. Click Copy signature.
2. New Outlook and web: Settings → Accounts → Signatures → New signature, paste and save.
3. Classic Outlook: File → Options → Mail → Signatures… → New, paste and click OK.

Apple Mail

1. Click Copy signature.
2. In Mail: Mail menu → Settings → Signatures → + button.
3. Untick Always match my default message font and paste the signature into the box on the right.

Roundcube

1. In Roundcube: Settings → Preferences → Composing Messages → Compose HTML messages: always, then save. Without this, mail goes out as plain text: no logo, no QR and lines cut short.
2. Settings → Identities → your address. In the Signature field, switch on the HTML editor with the HTML icon in the toolbar.
3. Here, click Copy HTML code. In Roundcube's editor toolbar, open Source code (<>), paste the code and confirm.
4. Save and send yourself a test email to a Gmail account.

How to make an email signature that looks right everywhere

Every email program interprets HTML its own way. This tool builds your signature with the techniques that work best across all of them, so it looks the same in Gmail, Outlook and on mobile.

• Tables instead of modern layout: classic Outlook renders email with Word's engine, which ignores flexbox and grid.
• Inline styles: Gmail strips stylesheets, so formatting is written on every tag.
• Hosted images: Gmail doesn't show embedded images. The logo and QR must be published online.
• Social links as text: icons are images and many clients block them until the recipient allows them.
• Phone numbers with prefix: adding +34 makes the number work when tapped from any country.

Legal disclaimer for your email signature (GDPR)

A legal notice in your signature isn't mandatory, but many companies add one about confidentiality and data protection. This is the sample text you can insert with one click and adapt to your case:

This message and any attachments are intended solely for the addressee and may contain confidential information. If you have received it in error, please notify us and delete it. We process your data in accordance with Regulation (EU) 2016/679 (GDPR); you may exercise your rights of access, rectification and erasure by writing to the address of this email.