Email signature generator.
Fill in your details, pick a layout and a colour, and copy your signature. It pastes into Gmail, Outlook and Apple Mail as a formatted signature, not code, and it can include the company details limited companies are asked to show.
Your signature
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How to add your signature to Gmail, Outlook and Apple Mail
Click Copy signature, then follow the steps for your email app. The signature is copied as formatted text, so it pastes as it looks in the preview.
Gmail
- On a computer, click the settings cog at the top right, then See all settings.
- On the General tab, scroll down to Signature and click Create new.
- Give it a name, then paste your signature into the box.
- Under Signature defaults, choose it for new emails and replies.
- Scroll to the bottom and click Save Changes.
New Outlook for Windows and Outlook on the web
- Click the settings cog, then Account, then Signatures.
- Choose New signature and give it a name.
- Paste your signature into the box.
- Choose it as the default for new messages and replies, then click Save.
Classic Outlook for Windows
- Go to File, Options, Mail, then Signatures.
- Click New and give it a name.
- Paste your signature into the Edit signature box.
- Choose it under Choose default signature, then click OK.
In Outlook for Mac, go to Outlook, Settings, then Signatures, and click the plus button.
Apple Mail
- Open Mail and choose Mail, Settings from the menu bar, then the Signatures tab.
- Choose your email account on the left and click the + button.
- Paste your signature into the box on the right.
- Untick Always match my default message font, so your formatting is kept.
- Close the window to save.
Send yourself a test email afterwards, and open it on your phone as well as your computer.
Using your logo
Email apps don't reliably show images that are uploaded into a signature. Gmail and some versions of Outlook remove them, so the generator links to your logo on the web instead.
The easiest way to get a web address for your logo is to open your own website, right-click your logo and choose Copy image address. The address should start with https://. If your logo isn't online anywhere yet, upload it to your website's media library and copy its address from there, or ask whoever looks after your site.
Use an image about 200 pixels wide, as a PNG or JPG. Keep the file small, and don't move or rename it later, or the logo will disappear from every email you've sent.
Company details for limited companies
The Companies Act disclosure rules ask limited companies and LLPs to show these on business letters, order forms and websites, in paper or electronic form:
- Your registered company name
- Your company number
- Where the company is registered, for example England and Wales
- Your registered office address
Business emails are generally treated as covered, so the generator adds them in small print at the bottom of your signature. Leave them blank if you're a sole trader or partnership.
Why a good email signature matters
Your email signature is at the end of every message you send, so the people you deal with see it again and again. A clear one makes it easy to call you or find your website, and shows you're an established business.
For financial advisers and other regulated firms, your signature is also a sensible place for your regulatory details, alongside the company details above.
Tips for a signature that works
- Keep it short. Four to six lines of contact details is plenty.
- Use your brand colour, and no more than one or two colours in total.
- Include only what people need to reach you.
- Make phone numbers and links clickable. The generator does this for you.
- Use a small logo from your website, not an uploaded file.
- Test it by sending an email to yourself on a phone and on a computer.
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Questions people ask
How do I add an email signature to Outlook?
In the new Outlook for Windows and Outlook on the web, go to Settings, then Account, then Signatures. Choose New signature, give it a name, paste your signature into the box and save. In classic Outlook for Windows, go to File, Options, Mail, then Signatures, choose New, paste it into the edit box and click OK. In Outlook for Mac, go to Outlook, Settings, then Signatures.
How do I add an email signature to Gmail?
In Gmail on a computer, click the settings cog, then See all settings. On the General tab, scroll to Signature and click Create new. Name it, paste your signature into the box, choose it under Signature defaults, then click Save Changes at the bottom of the page.
How do I add an email signature to Apple Mail?
Open Mail, then choose Mail, Settings from the menu bar, and open the Signatures tab. Choose your email account, click the plus button, and paste your signature into the box on the right. Untick 'Always match my default message font' so your formatting is kept. Close the window to save it.
Why does my signature paste as code?
Some signature tools copy the HTML code rather than the formatted signature. This one copies both, so your email app picks the formatted version. If your browser blocks that, select the signature in the preview, copy it with Ctrl+C (Cmd+C on a Mac) and paste it into your email app.
Why isn't my logo showing?
Gmail and some versions of Outlook remove images that are embedded in a signature, so your logo needs to live on a website and be linked by its address, starting with https://. Some email apps also hide images until the reader chooses to show them, so make sure your signature makes sense without the logo too.
What size should my email signature logo be?
The signature shows your logo 100 pixels wide. Use an image about 200 pixels wide so it looks sharp on high-resolution screens, saved as a PNG or JPG and kept small, ideally under 50KB. Square or wide logos both work.
What should a professional email signature include?
Your name, job title, business name, a phone number and your website. Your email address is optional, since people already have it, but it helps when an email is forwarded. Keep to one or two colours, skip quotes and long disclaimers, and make sure every link works.
Do limited companies have to put company details in their emails?
The Companies Act disclosure rules ask limited companies and LLPs to show their registered name, company number, where they're registered and their registered office address on business letters, order forms and websites, in paper or electronic form. That's generally taken to include business emails, so it's worth adding them. Sole traders don't need them.
Is this email signature generator free?
Yes, and there's no sign-up. Everything happens in your browser: nothing you type is sent to me or stored anywhere.
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