Email Signature Generator
Fill in your details, pick a template and copy a signature that looks right in Outlook, Gmail and Apple Mail. For UK companies it adds the registered details the law requires in business emails, and step-by-step instructions show you where to paste it.
- Works in Outlook and Gmail
- UK company details included
- Made in your browser
Preview
Use Copy signature and paste it straight into your email app's signature box. Use the HTML code for apps or systems that ask for HTML.
Show the HTML code
How to add it to your email
- Click Copy signature above.
- In new Outlook for Windows, select Settings (the gear, top right), then Accounts and Signatures.
- Choose the email account, then select Add signature (or + New signature) and give it a name.
- Click in the signature box and paste (Ctrl+V).
- Under the defaults, choose this signature for new messages and for replies and forwards, then select Save.
- Click Copy signature above.
- In Outlook, go to File, Options, Mail, then Signatures. (Or open a new email and choose Signature, then Signatures.)
- Select New, type a name and select OK.
- Click in the Edit signature box and paste (Ctrl+V).
- On the right, pick the account and set this signature for New messages and Replies/forwards. Select OK.
If the logo doesn't show in emails you've sent, check that its address starts with https:// and opens in a browser.
- Click Copy signature above.
- In Outlook on the web or Outlook.com, select Settings (the gear), then Accounts and Signatures.
- Select Add signature, give it a name and paste into the box.
- Choose it as the default for new messages and for replies and forwards, then select Save.
Signatures you make in Outlook on the web are usually shared with new Outlook for the same account.
- Click Copy signature above.
- In Gmail on a computer, select Settings (the gear), then See all settings.
- On the General tab, scroll to Signature and select Create new. Name it.
- Click in the signature box and paste (Ctrl+V, or Cmd+V on a Mac).
- Under Signature defaults, choose it for new emails and for replies and forwards.
- Scroll to the bottom and select Save Changes.
Gmail allows up to 10,000 characters in a signature. The Gmail apps for phones use a separate, plain text signature.
- Click Copy signature above, using Safari or Chrome on your Mac.
- In Mail, choose Mail, Settings (called Preferences on older macOS), then Signatures.
- Select the account on the left and click +. Type a name.
- Untick "Always match my default message font", otherwise Mail replaces your signature's fonts.
- Click in the preview box on the right, select its placeholder text and paste (Cmd+V).
- Close Settings. Choose the signature in the Choose Signature menu for that account.
What UK businesses must put in their emails
The law treats business emails like business letters. A UK limited company or LLP must show:
- its full registered name, exactly as on the Companies House register (for example "Example Trading Limited", not just "Example Trading");
- the part of the UK it's registered in: England and Wales, Wales, Scotland or Northern Ireland;
- its registered number (company or LLP number);
- its registered office address.
If you mention share capital, it must be the paid-up figure. You don't have to name directors, but if you name any (other than the person signing), you must name them all. These rules come from the Companies Act 2006 and the Company, Limited Liability Partnership and Business (Names and Trading Disclosures) Regulations 2015, which say they apply to documents in electronic form too. Leaving them out is an offence, with a fine of up to £1,000 plus up to £100 a day while it continues.
Sole traders and partnerships trading under a business name must show the owners' names and a UK address for documents on business letters, orders, invoices and receipts. A VAT number isn't required in emails, only on VAT invoices, but many businesses add it. See GOV.UK's guide to signs, stationery and promotional material.
Tips for a signature that works everywhere
- Keep it short: name, role, one or two phone numbers, website and the legal details. Long signatures get clipped on phones.
- Use a logo about 2 times bigger than it appears (for example 240 pixels wide shown at 120) so it stays sharp on high-resolution screens, and keep the file small.
- Some people read email with images turned off, so put everything important in text, not in the logo.
- Send a test email to a Gmail and an Outlook address, and look at it on a phone too.
Why tables and inline styles?
- Classic Outlook for Windows draws emails with Microsoft Word's engine, which ignores modern layout code. Tables are what it understands.
- Gmail and most other apps remove style sheets from signatures, so every style is written into the element itself.
- We use web-safe fonts. A custom font won't be installed on your readers' devices, so it would fall back anyway.
- Social links are text, not icons, so they always show.