How to Create a Professional Email Signature (2026 Guide)
A complete step-by-step guide to creating a professional email signature that works in every major email client.
Your email signature is often the last thing people read before they decide to reply, book a call, or visit your website. A clear, professional signature builds trust and keeps your contact details consistent across every message.
What to include in a professional email signature
- Full name and job title
- Company name and optional tagline
- Phone number and email address
- Website link and key social profiles
- Logo or professional photo (keep file size small)
Step 1: Choose a layout
Start with a proven layout instead of designing from scratch. Browse email signature templates or open our free email signature generator to pick a style that matches your brand.
Step 2: Add your details and brand colors
Fill in contact fields, upload your logo, and align colors with your brand. Keep fonts web-safe (Arial, Georgia, Verdana) so the signature renders correctly in Gmail and Outlook.
Step 3: Preview and export
Use live preview to check spacing, links, and image sizes. Export HTML and follow client-specific paste instructions — Gmail and Outlook handle signatures differently, so always test in the inbox you use daily.
Best practices for 2026
- Keep the signature under 600 px wide
- Use absolute URLs for images (hosted links, not local paths)
- Limit social icons to 3–5 relevant platforms
- Avoid large banners that trigger spam filters
- Update signatures when role, phone, or branding changes
Install in your email client
After export: Gmail setup guide, Outlook setup guide, Apple Mail setup guide.
Learn more
Professional email signature · HTML email signature basics · Signature examples · Create from website URL