Is this free email signature generator really free?

Yes. There is no account, no watermark, and no limit on how many signatures you create, edit or export — every template, the photo and logo upload, and the HTML export are all free.

What makes this different from other email signature makers?

The templates are built as HTML tables with inline styles rather than modern CSS layout, which is the only approach that renders reliably across classic Outlook, new Outlook, Gmail, Apple Mail and Thunderbird. Plenty of signature makers look great in a browser preview and then break apart the moment a recipient opens the email in desktop Outlook — this one is built and tested against that specific failure case.

How do I set up a signature for Gmail?

Build your signature above, click "Copy signature", then in Gmail go to Settings > See all settings > General, scroll down to the Signature section, click Create new, and paste. Full click-by-click steps are in the install guide below.

Can I use the same signature template in Outlook?

Yes — every template here is built with tables and inline styles, the approach that renders consistently in classic Outlook, new Outlook, and Outlook on the web. The install guide below covers each version separately since the settings menu is in a different place for each.

Do I need a legal disclaimer on my email signature in the US?

There's no general federal requirement for one, unlike some countries. It becomes relevant mainly in regulated industries — broker-dealers and investment advisers under FINRA/SEC rules, attorneys under state bar advertising rules, and healthcare providers as HIPAA-adjacent best practice. If none of those apply to your business, a disclaimer is optional; if one does, add the appropriate line using the disclaimer field above.

How do I add a signature in Outlook on a Mac?

Outlook for Mac keeps signatures in Outlook > Settings > Signatures. Click the "+" to add a new one, paste your copied signature into the editing pane, then set it as the default for new messages and replies under the accounts list on the right.

Can I use one signature across multiple email addresses or accounts?

Yes — build it once here, then paste the same copied signature into each account's signature settings in Gmail, Outlook or Apple Mail. Most clients let you set a different default signature per account if you'd rather vary the details (for example a direct line that differs by office).

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 color

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.

Open Gmail on desktop and click the gear icon in the top right corner, then select "See all settings".
Click the "General" tab if it isn't already open.
Scroll down to the "Signature" section and click "Create new".
Name the signature (for example "Work") and click "Create".
Paste your copied signature into the text box — formatting, colors and images carry over automatically.
Under "Signature defaults", set this signature for new emails and for replies/forwards.
Scroll all the way to the bottom of the page and click "Save Changes" — nothing saves until you do.

Free Email Signature Generator for US Businesses

An email signature is one of the few pieces of branding that shows up in front of a client or prospect dozens of times a week, and most people spend more effort picking a font for a slide deck than they do on the block of text that closes every message they send. This generator builds a real HTML signature — table-based and inline-styled so it survives Gmail, Outlook, Apple Mail and Thunderbird without collapsing into misaligned text or a broken red-X image icon. Choose a template, fill in your details on the left, and check the live preview in both light and dark mode before you copy anything.

American business email tends to run a shade less formal than UK correspondence — "Best," "Thanks," and first-name-only sign-offs are all standard even in fairly senior client communication — but the signature itself is still expected to carry the basics cleanly: full name, title, company, and a couple of ways to reach you. It's increasingly common in the US to see a scheduling link (Calendly, a "Book a call" button) or a short call-to-action banner built into the signature, something that's much rarer in more conservative markets, so this tool supports a banner field if you want one without forcing it on you.

Unlike some countries, there's no single federal law dictating what a US business email signature must contain — nothing equivalent to the UK's Companies Act disclosure rules. But that doesn't mean signatures are a compliance-free zone: broker-dealers, registered investment advisers, attorneys and healthcare providers all operate under sector-specific rules that commonly show up as a disclaimer line under the signature. The section below covers what actually applies and to whom, with example wording you can drop straight into the disclaimer field.

What a professional email signature looks like in the US

The reliable default in the US is name, title, company, and two or three contact methods — a direct line formatted with the area code in parentheses, e.g. (212) 555-0148, a mobile number if you're reachable there, and a website. Compared to UK signatures, US ones lean slightly more promotional: it's common to see a single social icon row (LinkedIn plus one or two others depending on the industry — Instagram for consumer brands, X for media and PR), a small headshot even outside sales roles, and occasionally a short tagline under the company name. Pronouns after the name (he/him, she/her, they/them) have also become a common optional line in many US corporate signatures, particularly in tech, nonprofit and education sectors.

Where US signatures most often go wrong is over-adding: a banner, a calendar link, three social icons, a company tagline and a disclaimer all stacked on top of each other reads as cluttered rather than thorough. If you're going to include a call-to-action banner — a demo booking link, a review request, a case study — treat it as a replacement for one of the other optional elements rather than an addition, and keep the destination link direct rather than routed through a marketing redirect that recipients can't preview before clicking.

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

Size a headshot to around 100–150px square so it displays crisply on retina phone screens without dragging down email load time.
Keep a company logo to roughly 150–200px wide, saved as a transparent PNG, so it doesn't show a white or grey box when a recipient's inbox is in dark mode.
Compress every uploaded image — a signature photo or logo has no reason to be larger than 30–50KB; oversized images make every outgoing email noticeably heavier without adding any legibility at signature size.
Skip animated GIFs entirely. Classic Outlook renders HTML email through Word's rendering engine rather than a browser engine, and it will only ever show a GIF's first frame — so an animation just becomes an odd, slightly cropped static image.
Design logos with a small amount of padding or a light halo rather than a hard transparent edge, since dark-mode Gmail and Outlook can otherwise render sharp-edged logos harshly against a near-black background.
Always fill in alt text where the builder allows it — a meaningful share of corporate US mail servers and Outlook security policies block external images by default, so alt text is what a recipient sees before (or instead of) the logo itself.
Never flatten the whole signature into a single image file. Beyond the accessibility problem, most enterprise spam filters score all-image emails as more suspicious than a normal text-and-image mix, and a flattened image can't reflow properly on a phone screen.
Preview the signature on a phone before sending it to anyone. A layout that looks balanced on a widescreen monitor frequently wraps contact details onto three or four separate lines on a 6-inch screen, which looks worse than a plainer layout that was actually designed mobile-first.

Legal and compliance considerations for US email signatures

There's no US federal statute that mandates specific content in a business email signature the way the UK's Companies Act does for registered companies — a general small business, agency or consultancy has no legal obligation to include a registration number, a disclaimer, or any particular boilerplate. Where signature content does become a compliance question is inside regulated industries. Broker-dealers and their registered representatives fall under FINRA Rule 2210, which treats electronic correspondence with retail clients as a form of communication subject to recordkeeping and, in many firms' compliance policies, a required disclosure line about the firm and its regulatory status. Registered investment advisers commonly add similar language reflecting their Form ADV disclosure obligations.

Attorneys are the other group where signature wording genuinely matters: several state bar associations, New York among them, require an "Attorney Advertising" designation on communications that could be considered attorney advertising, and most law firm compliance policies also mandate a confidentiality notice given the volume of privileged material that moves by email. A typical compliant line reads something like: "This email may contain confidential and/or privileged information. If you are not the intended recipient, please notify the sender and delete this email. Attorney Advertising." Healthcare providers covered by HIPAA don't have a specific email-signature mandate either, but a confidentiality notice referencing protected health information is standard practice across the industry as a documented step toward safeguarding PHI in case of a misdirected email.

One area that does carry real federal weight is the CAN-SPAM Act — not for ordinary one-to-one correspondence, but if your signature banner links out to a newsletter signup, a promotional offer, or anything that could be read as commercial email marketing, CAN-SPAM's requirements for a valid physical postal address and a working opt-out mechanism apply to that message. Getting this wrong carries FTC penalties calculated per violation, so if your signature banner is effectively a marketing unit rather than a personal branding element, treat it with the same care as a marketing email footer.

Adding a call-to-action banner, and keeping signatures consistent across a growing team

US businesses use signature banners more freely than most markets — a "Book a demo" button, a review-site link (Google, Trustpilot, G2), or a seasonal promotion strip are all common. If you add one, keep it to a single banner with one clear destination, size the image to the width of the rest of the signature so it doesn't stretch the layout, and make sure the link text or alt text still makes sense if the banner image itself doesn't load — a meaningful number of corporate mail clients block external images by default.

Once a signature works for one person, the harder problem is usually consistency across a growing team — same logo, same accent color, same disclaimer, without depending on everyone copying and pasting correctly every time someone gets a new title. For a small team, agreeing on the template here and distributing the exported HTML with clear fill-in-the-blank instructions works fine. For a larger organization on Microsoft 365 or Google Workspace, it's worth having IT push the signature centrally through Exchange transport rules or a Google Workspace admin-managed signature, which also guarantees a compliance disclaimer can't be quietly deleted by an individual employee editing their own signature settings.

Frequently asked questions

Is this free email signature generator really free?: Yes. There is no account, no watermark, and no limit on how many signatures you create, edit or export — every template, the photo and logo upload, and the HTML export are all free.
What makes this different from other email signature makers?: The templates are built as HTML tables with inline styles rather than modern CSS layout, which is the only approach that renders reliably across classic Outlook, new Outlook, Gmail, Apple Mail and Thunderbird. Plenty of signature makers look great in a browser preview and then break apart the moment a recipient opens the email in desktop Outlook — this one is built and tested against that specific failure case.
How do I set up a signature for Gmail?: Build your signature above, click "Copy signature", then in Gmail go to Settings > See all settings > General, scroll down to the Signature section, click Create new, and paste. Full click-by-click steps are in the install guide below.
Can I use the same signature template in Outlook?: Yes — every template here is built with tables and inline styles, the approach that renders consistently in classic Outlook, new Outlook, and Outlook on the web. The install guide below covers each version separately since the settings menu is in a different place for each.
Do I need a legal disclaimer on my email signature in the US?: There's no general federal requirement for one, unlike some countries. It becomes relevant mainly in regulated industries — broker-dealers and investment advisers under FINRA/SEC rules, attorneys under state bar advertising rules, and healthcare providers as HIPAA-adjacent best practice. If none of those apply to your business, a disclaimer is optional; if one does, add the appropriate line using the disclaimer field above.
How do I add a signature in Outlook on a Mac?: Outlook for Mac keeps signatures in Outlook > Settings > Signatures. Click the "+" to add a new one, paste your copied signature into the editing pane, then set it as the default for new messages and replies under the accounts list on the right.
Can I use one signature across multiple email addresses or accounts?: Yes — build it once here, then paste the same copied signature into each account's signature settings in Gmail, Outlook or Apple Mail. Most clients let you set a different default signature per account if you'd rather vary the details (for example a direct line that differs by office).