An email signature template gives every person on your team the same block at the bottom of each email: name, job title, company, phone, website and one useful link. Fill in the form below, pick one of four layouts, and copy the result. The templates are built from tables with inline CSS, the HTML that Gmail and Outlook display reliably, and each one stays under Gmail's 10,000 character limit. No signup, and nothing you type leaves your browser.
Maya Ortiz Head of Partnerships, Brightquay |
Code length: 1,025 characters. Gmail allows up to 10,000.
Illustrative defaults: Brightquay is a fictional company and the contact details are placeholders. Use "Copy signature" for Gmail and Outlook. Use "Copy HTML code" for tools that accept raw HTML.
Most email signature templates on Google sit inside a design tool or a signup flow: a Canva or Word layout to edit, or a generator that asks for your email before it gives you the code. That suits one person. A B2B team needs one signature that every seller, founder and support agent can fill in the same way in two minutes, and that holds up when a prospect forwards the thread to their boss. The four templates below are built for that.
Which email signature template should you pick?
| Template | Best for | What it shows |
|---|---|---|
| 1. Classic | Most teams; the safe default | Name, title and company, phone and email, website and LinkedIn, with a thin bar in your brand color. No images, so nothing breaks. |
| 2. Logo or headshot | Founders, account managers, partner teams | A 72 by 72 pixel logo or photo (or your initials in your brand color), a divider, then the same details. |
| 3. Minimal text | Replies, internal email, support, regulated industries | Four short lines. The shortest code, the least to go wrong. |
| 4. Sales, with meeting button | SDRs, account executives, customer success | A colored button to your booking page under the name, then smaller contact details. |
Pick one template per team and stick to it. Mixed signatures from the same company look like a company that has not agreed on its brand, and prospects notice when two people on the same deal sign off differently.
What should a professional email signature include?
Full name
The name you use on LinkedIn and in your CRM, so a prospect can find you.
Job title and company
The title a buyer understands. "Head of Partnerships" beats an internal level code.
Phone and email
One number with the country code, and a clickable email link that survives forwarding.
Website and one link
LinkedIn for most roles; a meeting link for sales. Two links are enough.
Logo or headshot
One small image, hosted at a public URL, with width and height set.
Legal line
Registered company details or a disclaimer, only where your legal team requires one.
Dartmouth's communications office, one of the top results for this search, sets the minimum at name, job title, department and phone number, and asks staff to leave out quotations, vCards and logos or images, citing accessibility, spam filtering and forwarding. That is stricter than most software companies need, but the reasoning holds: every extra image and icon is one more thing that can be blocked, stripped or turned into an attachment. Skip inspirational quotes, rows of social icons and images of text. If an element does not help a buyer reach you or trust you, cut it.
What size should an email signature be?
Google publishes size limits for Gmail signatures. Microsoft's Outlook signature article does not, so design for Gmail's limits and test in Outlook.
| Element | Size | Source |
|---|---|---|
| Gmail signature length | Up to 10,000 characters; images count toward the limit | Google, Create a Gmail signature |
| Gmail signature image, recommended | 70 to 100 pixels high by 300 to 400 pixels wide | Google, Troubleshoot Gmail signatures |
| Gmail signature image, maximum | 100 pixels high by 1,000 pixels wide | Google, same page |
| Outlook signature | No size or character limit stated | Microsoft, Create and add an email signature in Outlook |
| Templates on this page | 480 pixels wide at most; logo shown at 72 by 72 pixels; name 15 px, other text 12 to 13 px | Our design choice, inside Google's limits |
Two habits keep images sharp and the right size. First, export the image file at twice the size it is shown at (a 144 by 144 pixel file for the 72 pixel logo), then set the width and height on the image tag so clients do not show it at full size. Second, host it at a public URL. Google notes that a signature image added by URL must be publicly available, and that deleting the Drive file or Google Doc that holds the image removes it from the signature.
How do you add the signature in Gmail?
- Fill in the form above and press Copy signature.
- Open Gmail on a computer. Go to Settings, then See all settings.
- In the Signature section, create a signature, give it a name and paste into the box.
- Choose it as the default for new emails and for replies and forwards, then press Save Changes at the bottom of the page.
Gmail lets you keep more than one signature and pick a different one per email, which suits people who want template 4 for prospects and template 3 for replies. If the pasted signature looks wrong, Google's troubleshooting page suggests the Remove formatting option in the signature editor, then paste again.
How do you add the signature in Outlook?
- Press Copy signature above.
- In new Outlook for Windows or Outlook on the web, open Settings, then Accounts, then Signatures. Microsoft says the steps are the same in both.
- Select Add signature, give it a name and paste into the editing box.
- Use the checkboxes to apply it to new messages, replies and forwards, then select Save.
One catch from Microsoft's own help: if you use both Outlook and Outlook on the web with a Microsoft account, you need to create the signature in both. Classic Outlook stores signatures on the device where they were made, so they may not appear on your other computer. Send yourself a test email after setup, and open it on your phone too.
Copy the HTML email signature templates
Here is the code for each template with the illustrative Brightquay details. Replace the text and links, or use the generator above to do it for you. Every style is inline, and the layout uses tables, because many email clients strip style sheets and handle modern CSS layout badly.
Template 1: Classic
<table cellpadding="0" cellspacing="0" border="0" role="presentation" style="border-collapse:collapse;font-family:Arial,Helvetica,sans-serif;font-size:13px;line-height:19px;color:#1f2328;max-width:480px;"><tr><td style="border-left:3px solid #2F6FED;padding:2px 0 2px 12px;font-family:Arial,Helvetica,sans-serif;"><div style="font-size:15px;line-height:20px;font-weight:bold;color:#1f2328;">Maya Ortiz</div><div style="color:#57606a;">Head of Partnerships, Brightquay</div><div style="padding-top:6px;"><a href="tel:+15550142290" style="color:#1f2328;text-decoration:none;">+1 (555) 014-2290</a> <span style="color:#8c959f;">|</span> <a href="mailto:maya@brightquay.example" style="color:#2F6FED;text-decoration:none;">maya@brightquay.example</a></div><div><a href="https://brightquay.example" style="color:#2F6FED;text-decoration:none;">brightquay.example</a> <span style="color:#8c959f;">|</span> <a href="https://www.linkedin.com/in/example" style="color:#2F6FED;text-decoration:none;">LinkedIn</a></div></td></tr></table>Template 2: Logo or headshot
<table cellpadding="0" cellspacing="0" border="0" role="presentation" style="border-collapse:collapse;font-family:Arial,Helvetica,sans-serif;font-size:13px;line-height:19px;color:#1f2328;max-width:480px;"><tr><td style="padding:0 14px 0 0;vertical-align:top;"><table cellpadding="0" cellspacing="0" border="0" role="presentation"><tr><td width="72" height="72" align="center" valign="middle" style="width:72px;height:72px;background:#2F6FED;color:#ffffff;font-family:Arial,Helvetica,sans-serif;font-size:24px;font-weight:bold;">B</td></tr></table></td><td style="border-left:1px solid #d0d7de;padding:0 0 0 14px;vertical-align:top;font-family:Arial,Helvetica,sans-serif;"><div style="font-size:15px;line-height:20px;font-weight:bold;color:#1f2328;">Maya Ortiz</div><div style="color:#57606a;">Head of Partnerships</div><div style="font-weight:bold;color:#2F6FED;">Brightquay</div><div style="padding-top:6px;"><a href="tel:+15550142290" style="color:#1f2328;text-decoration:none;">+1 (555) 014-2290</a> <span style="color:#8c959f;">|</span> <a href="mailto:maya@brightquay.example" style="color:#2F6FED;text-decoration:none;">maya@brightquay.example</a></div><div><a href="https://brightquay.example" style="color:#2F6FED;text-decoration:none;">brightquay.example</a> <span style="color:#8c959f;">|</span> <a href="https://www.linkedin.com/in/example" style="color:#2F6FED;text-decoration:none;">LinkedIn</a></div></td></tr></table>Template 3: Minimal text
<table cellpadding="0" cellspacing="0" border="0" role="presentation" style="border-collapse:collapse;"><tr><td style="font-family:Arial,Helvetica,sans-serif;font-size:13px;line-height:19px;color:#1f2328;"><strong>Maya Ortiz</strong><br>Head of Partnerships, Brightquay<br><a href="tel:+15550142290" style="color:#1f2328;text-decoration:none;">+1 (555) 014-2290</a> <span style="color:#8c959f;">|</span> <a href="mailto:maya@brightquay.example" style="color:#2F6FED;text-decoration:none;">maya@brightquay.example</a><br><a href="https://brightquay.example" style="color:#2F6FED;text-decoration:none;">brightquay.example</a></td></tr></table>Template 4: Sales, with meeting button
<table cellpadding="0" cellspacing="0" border="0" role="presentation" style="border-collapse:collapse;font-family:Arial,Helvetica,sans-serif;font-size:13px;line-height:19px;color:#1f2328;max-width:480px;"><tr><td style="font-family:Arial,Helvetica,sans-serif;"><div style="font-size:15px;line-height:20px;font-weight:bold;color:#1f2328;">Maya Ortiz</div><div style="color:#57606a;">Head of Partnerships, Brightquay</div><div style="padding-top:8px;"><table cellpadding="0" cellspacing="0" border="0" role="presentation"><tr><td style="background:#2F6FED;border-radius:4px;padding:6px 12px;"><a href="https://brightquay.example/meet/maya" style="color:#ffffff;text-decoration:none;font-weight:bold;font-family:Arial,Helvetica,sans-serif;font-size:13px;">Book a 20-minute call</a></td></tr></table></div><div style="padding-top:8px;font-size:12px;line-height:17px;color:#57606a;"><a href="tel:+15550142290" style="color:#1f2328;text-decoration:none;">+1 (555) 014-2290</a> <span style="color:#8c959f;">|</span> <a href="mailto:maya@brightquay.example" style="color:#2F6FED;text-decoration:none;">maya@brightquay.example</a></div><div style="font-size:12px;line-height:17px;"><a href="https://brightquay.example" style="color:#2F6FED;text-decoration:none;">brightquay.example</a> <span style="color:#8c959f;">|</span> <a href="https://www.linkedin.com/in/example" style="color:#2F6FED;text-decoration:none;">LinkedIn</a></div></td></tr></table>How do you roll out one signature across a team?
- Pick the template and the fields, and write them into your brand guide next to the logo and color rules. Our brand guidelines template has a slot for the email signature in its asset list.
- Fix the details people get wrong: the exact job titles, the phone format, which link sales uses, and the HEX value of the brand color.
- Send everyone this page with the template preselected, or paste the finished HTML into your signature manager if you use one.
- Check a sample a week later. Forward yourself one email from each team and look at it in Gmail, Outlook and on a phone.
The signature is the piece of your brand guidelines that a sales team sends on every email, every day. If your logo, colors or type need work before you standardize anything, our brand service designs a new logo, colors, type and a brand guide, plus templates for your deck and social posts.
Frequently asked
What is the best email signature size?
Keep the whole signature narrow and short: the templates on this page are at most 480 pixels wide and four to six lines tall. For images, Google recommends a Gmail signature image 70 to 100 pixels high by 300 to 400 pixels wide, with a maximum of 100 pixels high by 1,000 pixels wide. Microsoft's Outlook signature article does not publish a size limit.
How many characters can a Gmail signature have?
Up to 10,000 characters, according to Google's Gmail help. Images count toward that limit, so if Gmail shows an error, resize the image or host it at a public URL instead of pasting it in. The generator on this page shows the length of each template so you can check before you paste.
What should a professional email signature include?
Your full name, job title, company, one phone number and the company website. Add one more link if it earns its place: LinkedIn for most roles, a meeting link for sales and customer success. A logo or headshot is optional. Leave out quotes, long disclaimers you are not required to carry, and rows of social icons.
Should you put your email address in your email signature?
Yes for B2B teams. The reader can see your address in the header, but replies get forwarded, printed and pasted into CRM notes, and the header is lost. A clickable email link in the signature keeps your contact details with the message wherever it goes.
Why does my signature image look huge in replies?
Usually because the image file is much larger than the size it is shown at, and some clients ignore the display size. Resize the file itself before you upload it, keep it within Google's recommended 70 to 100 pixels high, and set width and height on the image tag, as the logo template on this page does. In Gmail you can also pick Small, Medium or Large for an uploaded image.
Can I paste HTML into the Gmail signature box?
Not as code. Gmail's signature editor is a rich text box, so paste the rendered signature: use "Copy signature" on this page, then paste into Settings, See all settings, Signature. Use "Copy HTML code" for tools that take raw HTML, such as signature managers and CRM email settings.
