A custom email signature adds professionalism to your communications, reinforces your brand identity, and provides recipients with essential contact information. It also creates consistency across your organization and can serve as a mini-marketing tool by including links to your website, social media profiles, or current promotions.

An effective email signature typically includes your name, job title, company, phone number, email address, and website. You may also want to add social media icons, a professional photo or company logo, a call-to-action, and potentially legal disclaimers depending on your industry. Keep it concise—aim for 4-6 lines of text maximum.

Most email clients have signature settings in their preferences or settings menu. For Gmail, go to Settings > General > Signature. In Outlook, navigate to File > Options > Mail > Signatures. Copy your generated HTML signature code and paste it into your email client’s signature editor. Some clients may require you to paste it in HTML mode or “code view” to preserve formatting.

For maximum compatibility across devices, keep your signature width under 600 pixels, use web-safe fonts, and ensure images are properly sized. Our generator creates responsive signatures that adapt to different screen sizes. However, some mobile email apps may simplify formatting, so it’s always good to test your signature on various devices.

When using images in your signature, they should be hosted online (not just embedded) to ensure they display properly. For best results, keep images under 50KB, use standard formats like PNG or JPG, and consider adding alt text. Some email clients block images by default, so don’t put critical information only in image form.