Classic
For a consultant or individual: a concise text sign-off with the essentials.
Use the free Classic layoutBuild a Professional Email Signature in 2 Minutes
Pick a layout, type your details, and paste it into your email app. No HTML needed.
$5.99 · one-time purchase for this template
Edit your details and preview this template for free. Purchase is required to export, save to your account or publish images. Each template is sold separately.
Example images are for preview only and will not be included in your signature. Replace them with your own images.
Live preview
Your email message goes here.
Thank you for your time. I look forward to hearing from you. Best regards,
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Email apps may change spacing and colors or hide images. Send yourself a test email to check.
Personal Brand·$5.99
Sign in to export. Free to edit and preview. One-time purchase per template to export.
Add it to Gmail
- In Gmail, open Settings → See all settings → General → Signature, and create a new signature.
- Paste, choose your defaults for new emails and replies, then save changes.
Send yourself a test email and check it on a phone.
Professional email signature examples by role
Start with an example, then replace the fictional details with your own. Compare a compact text signature with layouts that make room for a company identity or a portrait.
Business Split
For sales and company correspondence: separate your identity from the contact details people need.
Preview Business SplitPersonal Brand
For client-facing work: add a portrait so recipients can put a face to your name.
Preview Personal BrandWhat Makes an Email Signature Look Professional
Professional is not a style you pick from a dropdown. It comes from a few clear decisions about what to include, how to arrange it, and how to check the result in an inbox.
1. Keep it concise
Start with your name, role and company, followed by the contact details a recipient is likely to use. Three or four lines can be a useful starting point, though the right length depends on the layout and information you need. Leave out details that make it harder to find the essentials.
A shorter version can also be useful for replies, where your recipient may already know who you are. Compare the full and reply versions available in the editor for supported layouts.
2. Make the hierarchy obvious
Let the reader find your name first. Your role and company can sit just below it, with phone, website and other details given a quieter treatment. A logo should support your identity without competing with the person sending the message.
Use legible type, enough space between groups and an accent colour that suits your brand. Check long job titles and company names in a narrow preview before settling on a layout.
3. Check your links and images
Phone numbers, email addresses, websites and social icons are most useful when they lead to the right destination. Replace every sample value, then test each link in a message you send to yourself. Keep only the social profiles you actually use.
Images need a public address that the recipient's mail app can reach. A file left on your computer or a temporary local preview cannot serve as a stable image in sent mail. Include useful alternative text and make sure the signature still communicates the essentials if images are hidden.
4. Test it in real email clients
Email clients may handle fonts, spacing and images differently. A browser preview helps you edit, but it cannot guarantee that Gmail, Outlook or Apple Mail will display the finished message identically. Simple layouts, inline formatting and accessible image URLs are a useful starting point.
After pasting your signature into your email settings, check a new message and a reply. Send a test to another address and open it on both desktop and mobile. Check the received message as well as the compose window, especially if your organisation restricts external images.
5. Choose a clear next step
Think about what your recipient needs to do next: reply, call or visit your website. Give that action a clear place and remove links that do not help. A signature is part of the message, so it should not overwhelm the conversation above it.
If you work with colleagues, agree on the same basic identity details and brand treatment. Each person can still use the contact method appropriate to their role. Check the finished signatures individually before rolling them out.
How to add your signature to Gmail, Outlook or Apple Mail
- Gmail on a computer: open Settings → See all settings → General → Signature. Paste the formatted copy, select your defaults and save your changes.
- New Outlook and Outlook on the web: open Settings → Accounts → Signatures. Select the account, add a signature, paste it into the editor and save. Classic Outlook has its own settings; use Microsoft's guide for your version.
- Mail on Mac: open Mail → Settings → Signatures, choose the account and create a signature. Paste the result and check its appearance in a new message.
Professional email signatures for teams
A consistent name, role and company format helps colleagues present a recognisable identity. Agree on the information and logo each person should use, then have each person review and install their own signature. This editor is designed for individual signatures; bulk deployment and central updates are not currently offered.
Professional Email Signature: Frequently Asked Questions
What should a professional email signature include?
Start with your name, job title, company and a useful contact method. Add a website, photo, logo or social profile when it helps the recipient. Include an address or disclaimer when your organisation or applicable rules require one.
How long should my email signature be?
Three or four lines can be a practical starting point, but there is no universal limit. Keep the details readable on a phone and remove anything that does not help the recipient identify or contact you.
Should I put a photo in my email signature?
A clear headshot can help recipients recognise you, especially in client-facing work. It is optional. Use a suitably sized image, provide alternative text and check that your contact information remains readable when images are hidden.
Why does my signature look different in Outlook?
Outlook versions can interpret email formatting differently. Try a simpler layout, common fonts and accessible images, then send a test from the specific version you use. The editor preview cannot confirm the result in Outlook.
Is a free email signature enough, or do I need a paid template?
The fixed-format Classic layout is free for one copy or HTML download per account after sign-in. Paid templates offer additional designs and repeat exports after purchase; each is $5.99. Check the pricing page for current purchase availability.
How do I add this signature to Gmail or Outlook?
Copy the formatted signature after reviewing it, then paste it into the signature settings for your email account. Save your changes and send yourself a test. Follow the Gmail and Microsoft instructions above for your particular client and version.