Build an HTML email signature – copy to Gmail or Outlook

The Details tab holds all the fields you can fill in. Only two are required: your name and your email address. Every other field is optional. If you leave a field empty, it will not appear in your signature.

Available fields

• Line above name - extra text shown above your name. Use it for your company name, a tagline, or a short slogan.
• Avatar / logo (image URL) - paste a link to your profile photo or company logo. The image should be square (at least 120 × 120 pixels) and publicly accessible. After you paste the link, you can choose the shape (round, rounded, or square) and the size (small - 40 px, medium - 56 px, large - 72 px).
• Full name - required. Enter your first and last name.
• Name tag - a short label next to your name, such as pronouns or an abbreviated title.
• Job title - your role in the company, for example Sales Manager or Marketing Specialist.
• Company name - the organization you work for.
• Additional line - a brief description of what you do or what you offer.
• Email - required. Enter your business email address.
• Phone - your contact number in any format, for example +1 555 000 000.
• Website - the full URL of your site, starting with https://.
• Address - your company's physical address (street, city, postal code).
• Formal details - tax ID number, registration number, license number, or any other details your industry or country requires. This field is especially important for legal compliance - see the section on legal requirements below.

A CTA button (call to action) is a clickable element that sends the reader to a page you choose. It can link to a meeting calendar, a contact form, a product page, or a special offer. The email signature creator lets you add two CTA buttons.

Main button

1. Open the Buttons tab in the editor.
2. In the Main button section, type the text the reader will see, for example Schedule a free consultation.
3. In the CTA link field, paste the full URL. The address must start with https://.

Secondary button

You can add a second button in outline style (a transparent background with a visible border). Fill in the fields in the Secondary button section the same way as for the main button.

Button shape

At the bottom of the Buttons tab you will find the Button rounding option. Three shapes are available: None (sharp corners), Slight (gently rounded), or Full (oval shape).

If you leave both fields (text and link) empty, the button will not show in the signature. Both fields are needed for the button to appear.

The Social Media tab lets you add links to your profiles. The signature builder supports twelve platforms: LinkedIn, Instagram, Facebook, TikTok, YouTube, X (formerly Twitter), GitHub, Dribbble, Behance, WhatsApp, Telegram, and Pinterest.

Adding your profiles

1. Open the Social Media tab.
2. Next to each platform you will see a URL field. Paste the full link to your profile, for example https://www.linkedin.com/in/yourprofile.
3. Fill in only the platforms you use. Empty fields will not appear in the signature.

Social media icons

At the bottom of the tab you will find the Show icons next to service names toggle. When you turn it on, links appear as colorful SVG icons instead of plain text names.

• Icon size - Small (16 px), Medium (20 px), or Large (24 px).
• Icon color - Platform colors (each platform keeps its own color), Accent color (all icons use your chosen accent), or Text color (icons match the text).

The Appearance tab lets you change colors, fonts, and other visual elements of your signature block.

Color themes

At the top of the tab you will find five ready-made themes: Dark, Blue, Purple, Green, and Gray. Click a theme to apply its accent color and text color instantly. This is the fastest way to get a consistent look.

Individual colors

• Accent color - used for the side bar or top bar, the CTA button, and links. Pick any color from the palette.
• Text color - the color of all text in the signature (name, contact details, disclaimer).
• Background color - the background of the entire signature. White by default, but you can change it to match your brand.

Font and text size

• Font - choose from Arial, Verdana, Tahoma, Trebuchet MS, or Georgia. All five are email-safe fonts. They will display correctly on the recipient's device.
• Text size - three options: Small (12 px), Standard (14 px), or Larger (16 px).

Signature border

You can add a border to any side of the signature: left, right, top, or bottom. Select all four sides to create a full border. The border uses your accent color. A left-side border is a popular choice - it adds a clean vertical accent without taking much space.

The Text Style tab gives you fine control over the color and font size of each text element in the signature.

Which elements can you style?

Only elements that have content are visible. For each one you can set a custom color and a size offset:

• Name - shown in the accent color by default.
• Job title - your role in the company.
• Company - the organization name.
• Contact details - email, phone, website labels.
• Social media - profile links.
• Legal disclaimer - the legal text at the bottom.

Changing the color

Next to each element you will see a row of color options. Click a color square to select it. You can also add a custom color: click the square with the plus icon, pick a color, and click Save. Custom colors (up to eight) are shared across all elements. The reset button restores the default color.

Changing the size

Below the color row you will find size controls with minus and plus buttons. The number shows the offset from the base font size you set in the Appearance tab. The range is from −4 to +4 pixels.

The Spacing tab lets you control the exact distance between each part of the signature.

Inner padding

At the top of the tab you will find the padding option. This sets the gap between the signature content and its outer edges. Three values are available: 8 px (small), 16 px (medium), and 24 px (large).

Element spacing

Below the padding you will see controls for individual elements. Each control has plus and minus buttons to increase or decrease the gap. Only the elements that are currently in the signature are listed.

• After name - space below the name line.
• After title / company - space below the job title and company line.
• After additional line - space below the extra description.
• After contact details - space below the email, phone, and website.
• After social media - space below the profile links.
• After CTA button - space below the call-to-action button.
• Before disclaimer - space above the legal text.

If you remove a field (for example, delete the phone number), the matching spacing option disappears from the tab automatically.

The Disclaimer / Legal tab lets you add legal text that appears at the bottom of the signature in a smaller font.

When should you add a disclaimer?

• Business correspondence - a confidentiality notice asks the reader to delete the message if they received it by mistake.
• Regulated industries - some fields, such as law, medicine, and finance, require specific information in every email.
• Data protection - a short GDPR or privacy note tells the reader how you handle personal data.
• Legal compliance - in many EU countries, company emails must include registration details. The disclaimer area is a natural place for these.

By default, the field contains a sample confidentiality text. You can edit it, delete it, or replace it with your own wording. If you leave the field empty, no disclaimer will appear.

Separator line

Below the text field you will find the Show divider between contact details and disclaimer toggle. Turn it on to add a horizontal line above the legal text.

After you enable the line, three extra options appear:

• Line style - solid, dashed, or dotted.
• Line thickness - 1 px, 2 px, or 3 px.
• Line color - default gray (#e5e7eb). You can choose any color or click Default to reset it.

In many countries, business emails must include certain company details by law. An email signature is the easiest way to meet these requirements. Below is a summary of the most common rules. This is general information, not legal advice - always check the current regulations in your country or consult a lawyer.

European Union - E-Commerce Directive

The EU E-Commerce Directive (2000/31/EC, Article 5) requires businesses that operate in the EU to clearly identify themselves in electronic communications. This means your emails should include your company name, geographic address, and a way to contact you. Most EU member states have turned this directive into local laws with even more specific requirements.

GDPR and data protection

If your email signature contains personal data, such as a photo or a personal phone number, the General Data Protection Regulation (GDPR) may apply. Companies that process personal data should consider adding a short privacy notice or a link to their privacy policy. This is especially relevant for businesses that act as data controllers.

United Kingdom

Under the Companies Act 2006 (Section 82), every business email sent by a UK limited company must show the company's registered name, registration number, registered office address, and the place of registration (for example, England and Wales). These rules also apply to LLPs under similar regulations. Use the Formal details field in the generator to add this information.

Germany, Austria, and Switzerland

Germany has some of the strictest email signature rules in the EU. Under §35a GmbHG, every email from a GmbH must include the company name, legal form, registered office, court of registration, HRB number, and the names of all managing directors. Similar rules apply to other legal forms under §37a HGB and §80 AktG. Austria follows comparable rules under §14 UGB. Switzerland recommends including the UID number but is less strict. See the German-language version of this page for a full breakdown.

France, Belgium, and Luxembourg

French commercial law (Article R123-237 of the Code de commerce) requires business emails to show the company name, legal form, share capital, SIREN or SIRET number, RCS registration city, and registered office. Belgium requires the KBO/BCE number, and Luxembourg requires the RCS Luxembourg number. See the French-language version for detailed guidance.

United States and Canada

The United States does not mandate a specific email signature format for regular business emails. However, the CAN-SPAM Act requires commercial promotional emails to include a valid physical postal address. In Canada, CASL (Canada's Anti-Spam Legislation) requires clear sender identification and contact information in commercial messages. Adding your company address and contact details to every email is a good practice even when it is not legally required.

Other countries at a glance

Here is a brief overview of what several other countries require in business email signatures:

• Spain - NIF/CIF number, registered address (LSSI, Article 10).
• Italy - Partita IVA, Codice Fiscale, REA number (Camera di Commercio requirements).
• Netherlands - KvK number, legal name, registered office (Handelsregisterwet 2007).
• Portugal - NIF number, company details (Decreto-Lei 7/2004).
• Poland - KRS number, NIP, REGON for sp. z o.o. and S.A. companies.
• Romania - CUI, J-number, registered office (Legea 365/2002).
• Czech Republic - IČO and DIČ numbers, registered office.
• Sweden - Organisationsnummer, registered office (Lag 2002:562).
• Denmark - CVR number (E-handelsloven).
• Norway - Organisasjonsnummer, MVA status (E-handelsloven).
• Finland - Y-tunnus / Business ID (Laki 458/2002).
• Hungary - Cégjegyzékszám, registered office (2001/CVIII. tv.).
• Greece - ΑΦΜ (AFM) number, ΓΕΜΗ registration (PD 131/2003).
• Australia - accurate sender information (Spam Act 2003).
• Ireland - company name, registration number (Companies Act 2014, s.150).

The Formal details field in the email signature builder is designed for exactly this purpose. Enter your country-specific registration numbers there, and they will appear in every email you send.

A good email footer is clear, consistent, and easy to read. Here are the most important tips to follow when you build your signature.

Keep it short

Aim for four to seven lines of contact information. A long signature can overwhelm the reader and push the actual message out of view, especially on mobile phones. Include only the details that matter: name, title, company, one phone number, email, and website.

Use two or three colors at most

Too many colors make the signature look cluttered. Pick an accent color that matches your brand and keep the rest of the text in a dark, neutral tone. The Appearance tab in the email signature maker lets you set these colors in seconds.

Make the name and title stand out

Your name should be the most prominent element. Use the accent color or a slightly larger font for it. The Text Style tab lets you adjust the color and size of each element independently.

Always include a call to action

A CTA button turns every email into a gentle marketing message. Link it to a meeting calendar, a portfolio, a contact form, or a current offer. Even a simple "Visit our website" can drive traffic.

Choose email-safe fonts

Not all fonts work in every email client. The generator offers five fonts that render correctly in Gmail, Outlook, Apple Mail, and Thunderbird: Arial, Verdana, Tahoma, Trebuchet MS, and Georgia. Avoid decorative or web-only fonts - they will be replaced by a default font on the recipient's device.

Think about mobile screens

More than half of all emails are opened on a phone. Keep your signature narrow, use a reasonable text size (14 px is a good default), and avoid elements that rely on wide layouts. The Standard and Compact layouts work best on small screens.

Host images on your own domain

If you add a logo or avatar, use an image hosted on your own website or a reliable CDN. Avoid link shorteners, Google Drive, or Dropbox links - some email clients block images from untrusted sources. The image should be square, at least 120 × 120 pixels, and in JPG, PNG, or WebP format.

The Formal details field in the Details tab is a multi-line text area where you can enter any registration numbers, tax IDs, or other legal identifiers your country requires.

What to enter - examples by business type

• UK limited company - Company No. 12345678 | Registered in England and Wales | Registered office: 10 Example Street, London, EC1A 1BB
• German GmbH - HRB 12345, Amtsgericht Berlin | Geschäftsführer: Max Mustermann
• French SARL / SAS - SIREN 123 456 789 | RCS Paris | Capital social: 10 000 EUR
• Italian company - P.IVA 01234567890 | C.F. RSSMRA80A01H501U | REA MI-1234567
• Dutch BV - KvK 12345678 | BTW NL001234567B01
• US LLC / Corporation - EIN 12-3456789 | 123 Main St, New York, NY 10001
• Freelancer / sole trader - Tax ID or VAT number, business license number if required.

If your country is not listed, check the legal requirements section above or consult your local business authority. The text you enter here will appear at the bottom of your email footer, right before the legal disclaimer.

The email signature builder saves your work automatically in your browser's local storage. When you refresh the page or come back later, all your data, layout, colors, and other options will still be there.

How does auto-save work?

Every change you make - text, color, layout, spacing - is saved to your browser's memory right away. There are no save buttons to click. It all happens in the background.

How to reset everything

Below the signature preview you will find a Reset appearance button. When you click it, a confirmation dialog will appear. If you confirm, all data and settings go back to their default values. This action cannot be undone.

Export and import your configuration

Below the preview you will also find Export settings and Import settings buttons. Export saves everything - your data, colors, layout, spacing, and text styles - to a JSON file. Import loads a previously saved configuration from a file.

This feature is useful when you want to:

• Move your signature setup to a different computer.
• Share settings with coworkers so the whole team uses the same design.
• Keep a backup before you reset or make big changes.

The preview panel sits on the right side of the editor. It updates automatically every time you make a change. The panel is sticky, so it stays visible even while you scroll through the editing options.

Preview backgrounds

Above the preview you will find three background buttons: Light (default gray), Dark (dark background - useful for checking readability), and Checkerboard (shows transparency and edges clearly).

Action buttons

Below the preview you will find several buttons:

• Copy signature (Gmail / Outlook) - copies the signature as formatted HTML. Paste it directly into your email client's signature settings.
• Copy HTML code - copies the raw HTML source code. Useful when you need to paste the code into an HTML editor or a CMS.
• Download as HTML - saves the signature as an .html file. Handy for archiving or sharing with a developer.
• View HTML code - opens a popup with the full source code. You can review and copy it from there.
• Export settings - saves your entire configuration (data, colors, layout, spacing, text styles) as a JSON file.
• Import settings - loads a configuration from a JSON file. All settings are applied automatically.
• Reset appearance - restores all data and settings to their defaults (after you confirm).