Free email signature generator
Fill in your details, choose a template and color and copy the finished signature. Works in Gmail, Outlook, Apple Mail and Thunderbird.
Free, no sign-up. Everything runs in your browser. Your data never leaves your device.
How to use
- 1Choose a template: card, line or minimal.
- 2Enter your name, position, company and contact details.
- 3Click Copy signature.
- 4Paste it into the signature settings in your email client.
About this tool
An email signature is a small business card that goes with every message. A good signature contains name, position, company and one or two ways to get in touch, without too many colors and images.
The generator creates the signature as an HTML table with inline styles, because email clients display that most reliably. A photo or logo must be hosted online (for example on your website), so the signature links to the image. If the image does not exist, the signature still looks neat.
How to paste: in Gmail go to Settings, General, Signature and paste. In Outlook open Settings, Mail, Compose and reply, Signature. For companies we set up consistent signatures for the whole team via Microsoft 365 and Google Workspace.
How to Create a Professional Email Signature That Works Everywhere
A good email signature does not depend on expensive design, but on a few technical decisions made before you even start choosing colors. Email clients are conservative: Gmail, Outlook, Apple Mail and Thunderbird each interpret HTML and CSS in their own way. That is why a signature should be simple, without exotic fonts and without images loaded from a local disk.
The generator on this page creates a signature as an HTML table with embedded styles. That is no accident: tables and inline styles are the only combination that renders reliably in Outlook on Windows, which is the strictest of all clients. Flexible layouts and external CSS often fall apart in Outlook, so a signature that looked perfect in a browser appears as a series of disconnected rows.
What to Include in a Signature and What to Leave Out
A signature is a business card, not a brochure. If you put too much into it, people stop reading it.
- First and last name, without nicknames and without all caps.
- Job title and company name, short enough to fit on one line.
- One phone number and one email address, both as links.
- Company website, preferably without "https://" so it is easier to read.
- Optional: logo or photo, and one row of social media links.
Leave out quotes, motivational images, multi line legal disclaimers and animations. If a legal disclaimer is mandatory for you, keep it to one sentence in a smaller font.
Why the Image Does Not Display and How to Fix It
The most common reason is not an error in the generator, but where the image comes from. If you dragged a photo from a folder on your computer, a path like C:\Users\... ended up in the signature, and that path exists only on your computer. The recipient cannot see that image.
The solution is for the image to be available on the internet and for the signature to contain a link to it. The most practical approach is to upload it to the company website, for example into a /signatures/ folder, and enter the full address in the generator. Mind the size: an image about 100 to 150 pixels wide and up to around fifty kilobytes loads quickly and does not create messy spacing.
Another common case is that the recipient uses Outlook, which blocks automatic image loading by default. They then see an empty frame until they click "show images". That is why you should always include a text part with your name and contact details in the signature, so the message is understandable even without the image.
How to Make the Signature Work on Mobile and in All Email Clients
A signature that looks good on a large monitor can break on a narrow phone screen. Two things help most with this: a fixed table width of no more than about 600 pixels and a font size of 12 to 14 pixels. Avoid fonts that are not widely available, such as various script fonts. Arial, Helvetica, Verdana and Tahoma exist on every device.
Once the signature is ready, be sure to send it to yourself and open the message on your phone, in the Gmail app and in the Outlook app. That is the fastest way to check whether the table collapses correctly and whether the links can be tapped with a finger.
Practical tip: before you put the signature into use, send a test message to an address where you use Outlook with automatic image loading turned off. If the signature still looks tidy there, it will certainly look good everywhere else too.
Most Common Mistakes When Creating a Signature
- Too many colors. Two colors are enough: one for the name, one for the rest of the text.
- An image without a text alternative. If the image does not load, the signature must not lose its meaning.
- Different signatures within the same company. When everyone creates their own, the brand falls apart. For a team of ten or more people, centralized setup via Microsoft 365 or Google Workspace is a more reliable solution, and EVI Solutions can set it up for you when the problem outgrows a single generator.
- No check after a change. If you change your phone number, change it in the signature too, otherwise the old contact lives on for months.
Frequently asked questions
Why is the image not showing in the signature?
The image must be available at a public link (https). Some clients block images until the recipient allows them.
Does the signature work on mobile?
Yes. The HTML table displays correctly in the Gmail and Outlook mobile apps.
How can the whole company have the same signature?
Via Microsoft 365 or Google Workspace rules the signature is added automatically for everyone. We set this up as part of IT maintenance.