Email Signature Template Generator

FAQ Content

What is an email signature?

An email signature is a professional information block containing your contact details, job title, company logo, and social media links that automatically appears at the end of every email. The signature acts as a digital business card, making you instantly reachable while reinforcing brand identity with each message sent.

Email signatures serve three core purposes:

1. Build Trust: Complete signatures increase email response rates because recipients trust senders who provide full contact information
2. Enable Contact: Multiple contact methods let recipients call your direct line, visit your LinkedIn, or book meetings through your website
3. Promote Your Brand: Company logos, taglines, and website links turn every email into a marketing touchpoint. 

HubSpot's Email Signature Generator creates signatures that convert contacts into conversations. The free tool generates professional signatures in under 5 minutes.

What is an email signature maker?

HubSpot's Email Signature Generator is a free, browser-based tool that creates professional HTML email signatures compatible with Gmail, Outlook, Apple Mail, Yahoo Mail, and HubSpot CRM. The signature maker generates responsive HTML signatures with images, brand colors, and social media links that maintain formatting across all major email clients.

Key differentiators from competitor tools:

• Zero-cost professional templates that are free and accessible
• Native HubSpot CRM integration for seamless signature transfer
• Mobile-optimized responsive design that adapts to smartphone displays
• Direct social media integration with LinkedIn, Twitter, Facebook icons

Are email signature makers free?

Get premium features at no cost with HubSpot's free Email Signature Maker. While competitors charge fees for basic features, HubSpot provides unlimited free access to enterprise-grade design templates, social media icon integration, custom color branding schemes, mobile-responsive designs, and direct HTML export.

HubSpot’s free email signature maker delivers professional results in under 5 minutes, without hidden costs or feature limitations.

What should be included in an email signature?

A professional email signature requires 5 essential elements and benefits from 5 optional enhancements to maximize response rates and brand recognition. HubSpot's Email Signature Generator automatically formats all elements for optimal display across Gmail, Outlook, Apple Mail, and 50+ email clients.

Essential Information (Required):

• Full name - Your complete professional name
• Job title - Current position and seniority level
• Company name - Full business name with proper spelling
• Email address - Direct professional email
• Phone number - Direct line with extension if applicable

Professional Enhancements (Recommended):

• Company logo - Builds brand recognition
• LinkedIn profile - Primary professional social network
• Company website - Direct link to your business homepage
• Physical address - Office location for local businesses
• Calendar booking link - Streamlines meeting scheduling

How to Use the HubSpot Email Signature Generator

Create your professional email signature in 5 simple steps:

1. Enter contact details in the first tab: name, title, email, phone number, and company. Information automatically formats for professional display.

2. Upload visual elements in the second tab: add a profile picture, company logo, or handwritten signature to enhance professional impact.
3. Select a template in the third tab: choose from professional layouts that present information cleanly and directly. 

4. Customize styling in the fourth tab: select brand colors, font, and font size to match your brand guidelines.

5. Generate your signature: click 'Create Signature' to instantly generate HTML code ready for any email client!

​​How to Create An Email Account to Use Your Email Signature

Before adding a professional signature, you'll need an active email account. The setup process works identically across Gmail, Outlook, Yahoo Mail, and other major providers.

Quick Setup Steps:
1. Visit your chosen email provider (gmail.com, outlook.com, yahoo.com)
2. Click "Create Account" from the sign-in page
3. Complete the registration form with your information. Choose your email address carefully – this cannot be changed later. Pro tip: Select a professional email format like firstname.lastname@ or firstinitiallastname@ for business credibility.

Once activated, add the signature created with HubSpot's Email Signature Generator to start building professional relationships.

What are email signature best practices for 2025? 

HubSpot's Email Signature Generator ensures your signature follows these 2025 essential best practices:

1. Contact Information Hierarchy

• Full name displays in largest font size
• Job title and department appear prominently
• Direct phone number enables immediate contact
• Professional email address confirms authenticity
• Company name and website URL build credibility

2. Visual Brand Consistency

• Company logo reinforces brand recognition
• Brand color palette maintains visual identity
• Professional headshot adds personal connection
• Social media icons limited to 3-4 professional platforms

3. Mobile-First Design Principles

• Single-column layout ensures smartphone compatibility
• Readable font sizes optimize mobile viewing
• Clickable elements use proper HTML formatting

Create a signature that meets all 2025 standards in under 5 minutes with HubSpot's free Email Signature Generator.

How do I add an image to my email signature?

Add images to your email signature in three steps:

1. Upload your image to a hosting platform like HubSpot's file manager or Dropbox. Note: Google Drive images may not display correctly due to recent platform changes – keep this in mind for reliable image display.

2. Upload your image to generate a URL. Click on the uploaded image and select "Copy URL" to grab the link you'll need.

3. Finally, paste the URL into HubSpot's Email Signature Generator.

Should I include my photo in my business email signature?

Yes, adding a professional headshot to your email signature increases response rates and builds instant trust. A quality photo humanizes your emails, making recipients more likely to remember and respond to you. After uploading your photo to HubSpot's Email Signature Generator, our tool will automatically optimize the dimensions for perfect display across all email clients and templates.

Is an email signature the same as an electronic signature?

No, email signatures and electronic signatures serve completely different purposes. Email signatures are marketing tools that make emails look professional, while electronic signatures are legal tools that make contracts binding.

Email Signatures vs. Electronic Signatures: 

Email Signatures:

• Add contact information and branding to your emails
• Include clickable social media links and CTAs
• Anyone can create one for free
• Not legally binding
• Can be edited or changed anytime

Electronic Signatures:

• Legally bind you to contracts and documents
• Function like digital fingerprints
• Cannot be altered once applied
• Protect against fraud
• Require verification software

HubSpot's Email Signature Generator creates professional email signatures only, not legal electronic signatures.

How to Create A Professional Email Signature

Create a professional email signature by following these five essential steps:

Step 1: Choose a Clean and Simple Design

Select a design that aligns with your professional image and brand guidelines. Professional email signatures use no more than 2-3 colors and stick to standard fonts like Arial, Times New Roman, or Georgia in 10-14pt size. Avoid cluttered layouts that distract from your contact information.

Step 2: Include Your Full Professional Identity

Add your complete name, current job title, and company name to establish credibility immediately. Recipients should know exactly who you are and what you do within one glance at your signature.

Step 3: Provide Essential Contact Information

List your direct phone number, professional email address, and company website URL. Including links to your professional social media profiles, such as LinkedIn, can also enhance your credibility.

Step 4: Personalize with Visual Elements

Consider adding a professional headshot or company logo to make your signature more memorable. Remember to keep the design consistent with your brand and ensure that all the information is up to date.

HubSpot's Email Signature Generator automates these five steps. Create a professional signature that works across all email platforms in under 5 minutes. 

How to Make A Business Email Signature

Effective business email signatures include 5 essential elements that transform emails into networking opportunities:

1. Full Name and Professional Title: List your complete name and current job title on separate lines. Recipients immediately understand who you are and your role within the organization. Example: "Jane Smith | Senior Marketing Manager"

2. Company Name and Department: Include your company's full legal name and specific department if relevant. Large organizations benefit from adding department names to route inquiries correctly. Example: "HubSpot, Inc. | Enterprise Sales Division"

3. Direct Contact Information: Provide your direct phone number with extension and professional email address. HubSpot’s Email Signature Generator automatically formats these fields to be clickable.

4. Company Logo and Visual Branding: Incorporate your company's logo to reinforce brand recognition. Maintain consistent brand colors across all employee signatures.

5. Strategic Website and Social Links: Include your company website URL and 3-5 relevant social media profiles. Prioritize LinkedIn for B2B companies, Instagram for visual brands, and Twitter/X for thought leadership. 

Follow these 5 best practices to create a first-rate professional signature that drives results. HubSpot's Email Signature Generator automatically optimizes all elements for professional impact across every email platform.

What fonts work best for email signatures across all platforms?

HubSpot's Email Signature Generator uses web-safe fonts that display perfectly everywhere: Arial, Georgia, Times New Roman, Verdana, and more. These system fonts guarantee a consistent, professional appearance across Gmail, Outlook, Apple Mail, and all devices– whether Windows, Mac, iOS, or Android.

Choose fonts that match your industry: Sans-serif options like Arial and Helvetica deliver modern clarity and superior mobile readability, while serif fonts like Georgia convey traditional authority ideal for legal and financial professionals.

How to Make A Student Email Signature 

HubSpot's college student email signature generator helps students create a signature that bridges the academic and professional worlds. Your email signature becomes crucial during these pivotal moments:

• Internship applications
• Professor communications
• Networking with alumni
• Student organization emails
• Job hunting senior year

Convert every professional communication into an opportunity. Good email signatures for college students include the following elements:

• Full Name + Graduation Year
• University + Major/Minor
• Student Email + Phone Number
• LinkedIn Profile
• Relevant Personal Websites or Portfolios

Convert every academic email into a professional opportunity with HubSpot's free student email signature generator. 

Does this tool support handwritten signatures? 

Yes! Our tool offers multiple ways to add authentic handwritten signatures to your email, giving your professional communications a personal touch. Create and insert a custom handwritten signature either manually or from a variety of preexisting fonts. 

How can I create a handwritten signature?

Click into the “Images” tab on the left to quickly create a handwritten signature through one of the following methods: 

1. Import existing signature: Insert the URL of your pre-existing handwritten signature image.

2. Draw a new signature freehand: Use your mouse or touchpad to create a signature directly in the tool to capture your unique style.

3. Select handwriting font: Choose from 8 professional handwriting fonts to effortlessly generate a signature.

4. Once you have generated your handwritten signature, adjust the size to your liking. 

Your handwritten signature will automatically integrate with your other signature elements to create a cohesive, personalized email signature! 

How do I create my email signature on mobile or tablet?

HubSpot’s Mobile Email Signature Generator works seamlessly on phones and tablets. Our mobile-optimized user experience allows you to create professional email signatures directly from any device.

To create your signature on mobile:

1. Visit the HubSpot Email Signature Generator directly in your mobile browser
2. Select from our range of professional templates
3. Customize with your information, including your name, title, company, and contact details
4. Add your brand colors and logo to match your company's visual identity
5. Preview how your signature will look
6. Copy your signature to your clipboard or send it directly to your email

Our mobile version provides the same powerful features as desktop, ensuring you can create professional-looking email signatures on the go. 

How do I add a calendar booking link to my signature?

Navigate to the "Details" tab and scroll to the "Custom Field" section. Enter your calendar booking link here – it will appear below your contact information, automatically styled to match your chosen template design. 

How do I get my signature from this tool into my email client?

Once you've generated your email signature, use the "Copy" buttons to copy the signature or the source code.

Depending on your email client, there will be different steps for uploading your email signature. To help, we've covered the instructions for how to add your email signature to HubSpot, Gmail, Outlook, Apple Mail, and Yahoo Mail below.

How do I add my new email signature to HubSpot?

To add a personalized signature to HubSpot, you must: 1) have HubSpot CRM installed in your account 2) have Sales access. To set up your email signature, which will be used for your one-on-one emails sent through the CRM, follow the instructions below:

1. Copy the source code from Email Signature Template Generator.
2. Log in to your account and click your account name in the top right corner. Then, select Profile & Preferences.
3. Scroll down to the Signature section and select the Edit signature option on the right.
4. Select the HTML option on the top right and paste the code generated by Email Signature Template Generator into the text box.
5. Click Save.

Don't have HubSpot CRM? It's entirely free. Get started with HubSpot CRM today.

How do I add my new email signature to Gmail?

1. Log in to your Gmail account, then click the cog in the top right corner.
2. Select Settings from the drop down menu.
3. Scroll down until you reach the email signature editor, then paste your new email signature there.
4. Scroll to the bottom of the page and click 'save changes’.

How do I add my new email signature to Outlook?

1. Log in to your Outlook account and select the Home Tab > New Email
2. Click the Message tab
3. In the Include group section, select Signature > Signatures
4. In the Choose Default Signature section, select the account you would like to associate with the signature from the email account dropdown
5. In the Select Signature to Edit section, click the New button and name your signature
6. In the Edit Signature section, paste in your HubSpot generated signature and select OK

How do I create a signature for Outlook on the web and Outlook.com?

1. Log in to Outlook on the web and click on the cog in the top-right corner
2. Select View all Outlook settings at the bottom of the column
3. Navigate to Email > Compose and Reply
4. Name your signature in the Edit Signature name field
5. Paste your signature for Outlook in the Edit Signature section
6. Select Save

How do I add my new email signature to Yahoo Mail?

1. Log in to your Yahoo Mail account and select Settings > More Settings.
2. On the left side of the screen, select "Writing email" and then locate the Signature header.
3. If you have multiple Yahoo Mail accounts, use the toggle to toggle on the account you want to customize your email signature for.
4. Paste your new email signature into the text box to save it.

How do I create an email signature for Apple mail?

To set up an email signature for Mac via Apple Mail:

1. Open Apple Mail and click Mail > Settings.
2. Choose the Signatures section of Settings.
3. Click on the plus “+” symbol.
4. Paste your new email signature into the box on the right.
5. Edit the name of your signature.
6. In the “Choose Signature” section, use the dropdown menu to select the name of your newly added signature
   
   

Why doesn't my email signature look as expected?

If your signature doesn't look as expected, here are some solutions to try:

1. On mobile: Almost every email signature template will display as expected on both mobile and desktop, with the exception of template 3. If you're using template 3, remove any images (headshot and logo) to ensure an optimized mobile display.
2. Try using a different web browser to create your signature. Some web browsers don't copy the formatting along with the text and this changes with each update of the browsers.
3. Some email clients require you to copy the source code vs. the email signature itself for uploading. If your signature isn't displaying properly, try copying and uploading the source code instead.

Why does my email signature look different or unreadable in dark mode email clients?

Some email clients automatically invert colors when users enable dark mode, which can make certain signature elements difficult to read. Light-colored text may become invisible against light backgrounds, and some colors may appear distorted.

To ensure your signature remains readable in both light and dark modes:

• Avoid very light text colors (white, light gray) and choose a darker theme color that will remain visible on both light and dark backgrounds
• Select a link color that provides good contrast in both modes (dark blues or purples typically work better than bright colors)
• Test your signature in both light and dark mode email clients
• Check that your logo displays properly in dark mode—logos with light backgrounds or transparent elements may appear poorly or become invisible

Tip: Dark text on transparent backgrounds and mid-tone brand colors typically provide the best compatibility across different email client themes.

How do I change my email signature on iPhone? 

To change your email signature on iPhone, navigate to Settings > Mail > Signature. Here you can replace the default "Sent from my iPhone" text with a professional signature containing your name, title, company, and contact information.

You have two options when adding an email signature on iPhone: 

All Accounts: Use the same signature across Gmail, Outlook, iCloud, and any other connected email accounts
Per Account: Create unique signatures for each individual email account

This simple process takes less than a minute and instantly professionalizes every email you send from your iPhone. 

Do you have any updated email signature templates to use? 

We have just released 6 professional email signature templates to cover every realm of your signature needs! Simply choose the template that matches your communication style, personalize it with your information, and you'll have a polished signature ready to use in seconds. No design skills or technical knowledge required – Choose from our selection of the best email signature templates available. 

Can I create team email signatures with HubSpot's tool?

Yes, HubSpot's Email Signature Generator enables efficient team-wide signature creation. Marketing managers and team leaders can design brand elements (logos, colors, fonts) that employees can then apply when creating their email signatures. This ensures 100% brand consistency across all employee communications while allowing the personalization of names, titles, and direct contact information.

What is the best real estate email signature generator? 

HubSpot’s Email Signature Generator helps you create a real estate email signature that builds trust, showcases expertise, and generates leads. Essential elements include: full name with professional designations (REALTOR®, ABR, CRS), a direct mobile number for instant property inquiries, brokerage name with MLS compliance, active real estate license number for transparency, and a professional headshot that matches marketing materials.

What are email signature best practices for healthcare professionals?

Healthcare professionals must balance professional credentials with HIPAA compliance in their email signatures. Required elements include: full name with medical degrees (MD, DO, RN, NP), medical license numbers when mandated by state law, board certifications and specialty designations, practice or hospital affiliation, and direct phone numbers for non-emergency contact. HubSpot's Email Signature Generator ensures these credentials display correctly across different platforms and email clients.