Is this email signature generator free to use in Australia?

Yes. There is no account, no watermark, and no limit on how many signatures you create or export. Everything runs in your browser, so nothing is uploaded or stored on a server.

How do I add a signature template in Outlook?

Build your signature above, click "Copy signature", then in Outlook go to File > Options > Mail > Signatures, create a new signature, and paste. Full click-by-click steps for desktop, web and new Outlook are in the install guide below.

Should my email signature include my ABN?

It is not a strict legal requirement for every business, but if you are GST-registered it is good practice to show your ABN on business correspondence, including email, the same way you would on an invoice. Add it via the disclaimer field above.

Can I use this free email signature generator for more than one staff member?

Yes — there's no limit on how many signatures you build or download. Many Australian small businesses build one signature per staff member by changing just the name and job title fields, keeping the logo, colours and layout identical across the whole team.

What's the best email signature template for Outlook so it doesn't break when forwarded?

Choose one of the table-based templates in the gallery above rather than a free-form design — table layouts are what keeps spacing and alignment intact in Outlook desktop, which renders HTML email using Microsoft Word's rendering engine and is notoriously fussy about CSS.

Will my logo or photo make my emails go to spam?

A reasonably sized, properly hosted image in a signature does not typically trigger spam filters on its own. Just avoid oversized images, broken image links, or attaching the logo as a file rather than embedding it via a hosted URL, all of which can affect deliverability and load time.

Do I need a different signature for mobile emails sent from my phone?

Not with this generator — every template is designed to be responsive, and you can preview exactly how it will look on a mobile screen using the "Mobile" toggle in the live preview before you copy it into your phone's mail app.

Can I add a banner promoting an event or a seasonal offer to my signature?

Yes, use the Banner section to add an image with its own click-through link — this is commonly used by Australian businesses to promote an EOFY sale, a webinar, or a new office location without needing to change the rest of the signature.

Email Signature Generator

Build a professional, client-safe HTML email signature and copy it straight into Gmail, Outlook, Apple Mail or Thunderbird — free, no account, no watermark.

Personal details

First name

Last name

Job title

Company name

Contact details

Email address

Phone

Mobile

Website

Address

Photo

Logo

Social links

Banner

Banner image URL

Banner link URL

Disclaimer

Style

Accent colour

Choose a template

Every template is table-based and inline-styled so it survives Gmail, Outlook, Apple Mail and Thunderbird.

Minimal

Modern

Corporate

With photo

Creative

Live preview

Accent Rail

How to add this to your email client

Pick your email client for step-by-step install instructions.

Build your signature above and click "Copy signature".
Open Gmail in a web browser and click the gear icon in the top right, then choose "See all settings".
Stay on the "General" tab and scroll down to the "Signature" section.
Click "Create new", give it a name (e.g. your own name), then click in the signature editing box and paste (Ctrl+V or Cmd+V).
Under "Signature defaults", set this signature for new emails and for replies/forwards if you want it to appear automatically.
Scroll to the bottom of the page and click "Save Changes".

Free email signature generator for Australia

An email signature is one of the few pieces of marketing collateral every single person at your company sends out, dozens of times a day, without thinking about it. For Australian businesses that means every quote, invoice follow-up and client email either reinforces your brand or quietly undermines it — a blurry logo, a mismatched font, or a mobile phone number that's actually your Sydney office landline all chip away at the professional impression you're trying to create.

This generator builds a proper table-based, inline-styled HTML signature, the same technique used by paid signature-management platforms, so it renders consistently whether the recipient opens it in Gmail on an Android phone, Outlook on a corporate Windows laptop, or Apple Mail on an iPad. There's no account to create, no seven-day trial, and nothing gets uploaded to a third-party server — everything is generated and copied straight from your browser.

Below the builder you'll find guidance specific to Australian business signatures — what local businesses typically include, how to handle your ABN and GST details, and click-by-click install instructions for the seven most common email clients used across Australian workplaces, from Outlook desktop through to the Gmail app on Android.

What a professional email signature looks like in Australia

Australian business correspondence tends to sit somewhere between the more formal conventions of the UK and the informality of the US — a signature that lists your first name, surname, job title and one or two direct contact methods reads as professional without feeling stiff. Most Australian businesses keep phone numbers in the local format (02, 03, 04 for mobile, and so on) rather than switching to +61 international formatting unless the business regularly deals with overseas clients, in which case both are often shown.

It's also common practice among Australian firms in regulated industries — accounting, legal, financial advice, real estate — to include a short confidentiality disclaimer beneath the contact details, along with the relevant licence or registration number where applicable (for example an AFSL number for financial services, or a real estate licence number). Retail and hospitality businesses, by contrast, usually keep things much leaner: name, role, and a single phone number or the general enquiries line.

Do's and don'ts for images, logo sizing and mobile rendering

Keep your logo image between 120–200px wide at the display size — export it at 2x that resolution (e.g. 300–400px) so it still looks sharp on high-DPI phone screens without slowing down every email.
Save logos as PNG with a transparent background if your signature sits on a coloured or dark background; use JPEG only for photographs.
Keep total image weight (photo + logo + banner combined) under roughly 100–150KB — heavier signatures can trigger "images blocked by default" warnings and slow down mobile inboxes on patchy 4G connections regional Australian clients may be using.
Avoid animated GIFs in a business signature — most corporate Outlook environments (including many Australian government and enterprise networks) strip them down to a single static frame anyway, which often looks broken.
Always add alt text to your logo and photo (most email clients let you do this through the image's HTML attributes) so the signature still makes sense to recipients using a screen reader or with images turned off.
Test your signature in both light and dark mode before rolling it out — a dark logo on a transparent background can disappear entirely against Gmail's or Outlook's dark-mode background, which is now the default on plenty of Android and iPhone handsets.
Never paste a screenshot of your whole signature as a single image. Aside from being unreadable to screen readers, most email clients block images by default for unknown senders, so the recipient would see nothing at all until they click "show images".
Host logo and banner images on a stable, permanent URL (your own website's asset folder is ideal) — images that live on a personal Google Drive or Dropbox link can expire or break, leaving a red "x" icon in every email you've ever sent.

Including your ABN and GST details in a signature — a worked example

As covered in the legal note above, there's no single Commonwealth law that forces every business to print its ABN in an email signature the way, say, company number disclosure is mandated on letterhead in some other jurisdictions. But in practice it's become the accepted standard for Australian businesses that are GST-registered, largely because it makes life easier for the recipient's accounts payable team, who will often need that ABN to process an invoice or set up a supplier record regardless of whether it appeared in the email itself.

A worked example: a Sydney-based marketing consultancy invoicing clients for GST-inclusive services might add a line to the disclaimer field reading "Harbourview Advisory Pty Ltd | ABN 45 123 456 789" directly beneath the company name, or as a smaller line under the address block. Sole traders operating under their own name rather than a company are equally entitled to include their ABN this way — it's especially useful if your invoices, quotes and email signature don't otherwise make it obvious that you're operating a registered business rather than sending a personal email.

If your business is not registered for GST (for example, if you're under the $75,000 turnover threshold), there's no obligation to display an ABN at all, and plenty of small Australian sole traders simply leave it off their signature entirely and only include it on formal invoices, which is perfectly acceptable.

Keeping signatures consistent across your whole team

Build the master signature once in this generator, then share the exported HTML file (via "Download .html") with the rest of the team rather than asking everyone to rebuild it individually — this avoids the classic problem of five staff members ending up with five slightly different fonts and logo sizes.
For businesses using Google Workspace, an admin can push a company-wide signature template through the Admin Console under Apps > Google Workspace > Gmail > Compliance > Append footer, which is worth doing once you've settled on a design so new starters get the correct signature automatically.
Microsoft 365 admins can achieve the same result with a transport rule or a tool like Exchange signature management add-ins, which is generally more reliable than trusting every staff member to set it up correctly in Outlook themselves.
If your team travels between time zones within Australia (WA is up to three hours behind the east coast for parts of the year due to daylight saving), consider adding your state or time zone next to your phone number so recipients don't call at 7am thinking it's 10am.
Set up an out-of-office auto-reply that references your signature's contact details rather than duplicating them — for public holidays that only apply in some states (a Melbourne Cup Day public holiday in Victoria, for instance), a quick note in the auto-reply avoids confusion for interstate clients who aren't on the same holiday.

Including your ABN in business email signatures

There is no single law that mandates an ABN in every business email signature, but if your business is registered for GST it is standard best practice to display your Australian Business Number on business correspondence — the same way it appears on your invoices and website.

Add it as a line in the disclaimer/footer field so it appears under your signature automatically.

Frequently asked questions

Is this email signature generator free to use in Australia?: Yes. There is no account, no watermark, and no limit on how many signatures you create or export. Everything runs in your browser, so nothing is uploaded or stored on a server.
How do I add a signature template in Outlook?: Build your signature above, click "Copy signature", then in Outlook go to File > Options > Mail > Signatures, create a new signature, and paste. Full click-by-click steps for desktop, web and new Outlook are in the install guide below.
Should my email signature include my ABN?: It is not a strict legal requirement for every business, but if you are GST-registered it is good practice to show your ABN on business correspondence, including email, the same way you would on an invoice. Add it via the disclaimer field above.
Can I use this free email signature generator for more than one staff member?: Yes — there's no limit on how many signatures you build or download. Many Australian small businesses build one signature per staff member by changing just the name and job title fields, keeping the logo, colours and layout identical across the whole team.
What's the best email signature template for Outlook so it doesn't break when forwarded?: Choose one of the table-based templates in the gallery above rather than a free-form design — table layouts are what keeps spacing and alignment intact in Outlook desktop, which renders HTML email using Microsoft Word's rendering engine and is notoriously fussy about CSS.
Will my logo or photo make my emails go to spam?: A reasonably sized, properly hosted image in a signature does not typically trigger spam filters on its own. Just avoid oversized images, broken image links, or attaching the logo as a file rather than embedding it via a hosted URL, all of which can affect deliverability and load time.
Do I need a different signature for mobile emails sent from my phone?: Not with this generator — every template is designed to be responsive, and you can preview exactly how it will look on a mobile screen using the "Mobile" toggle in the live preview before you copy it into your phone's mail app.
Can I add a banner promoting an event or a seasonal offer to my signature?: Yes, use the Banner section to add an image with its own click-through link — this is commonly used by Australian businesses to promote an EOFY sale, a webinar, or a new office location without needing to change the rest of the signature.