- Free email signature generators at a glance
- Ten free email signature generators
- What UK limited companies have to show
- What a good email signature includes
- Adding a signature to your email client
- Email signature mistakes to avoid
- Dark mode and mobile checks people forget
- My plain advice on email signatures
- Frequently asked questions
A free email signature generator lets you build a tidy signature with your name, role, logo and contact details, then copy it into Gmail, Outlook or Apple Mail in a few minutes. For a whole team, signature management software keeps everyone consistent. This page lists ten free generators in no particular order, then shows what a good signature includes.
Your email signature is the business card you hand out dozens of times a day. Most people set it once, years ago, and never look at it again, which is why so many signatures still carry an old job title, a broken image or a phone number that no longer works.
Below are ten free generators and design tools in no particular order, sorted alphabetically. Each description comes from the tool's own website, re-checked today. If you'd like your signature to do more than look neat, my piece on email signature marketing explains how to use it to drive enquiries.
Keep it simple. A good signature is quick to read on a phone, works in dark mode and doesn't turn into an attachment when someone replies.
Free email signature generators at a glance
In the free plan column, Yes means the tool's own site describes a free generator, free plan or free templates. Some add a small credit link on free signatures.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| Adobe Express | Design tool with templates | Designed signatures from templates | Yes |
| Canva | Design platform | Branded signature graphics | Yes |
| Exclaimer | Signature generator and management | A free generator from a specialist | Yes |
| HubSpot | Free signature generator | Quick professional signatures | Yes |
| Mail-Signatures.com | Free generator and templates | Lots of free templates | Yes |
| Microsoft Create | Microsoft templates | Outlook users on Microsoft 365 | Yes |
| MySignature | Signature generator | Individuals starting free | Yes |
| Newoldstamp | Signature generator and management | Free signatures with templates | Yes |
| Si.gnatu.re | Free HTML signature generator | A signature in a minute | Yes |
| WiseStamp | Signature generator | Signatures that work everywhere | Yes |
Ten free email signature generators
Adobe Express
Best for: People who want to design a signature graphic from templates and export it for their email client.
Canva
Best for: Small businesses that already design in it and want a signature that matches their brand colours.
Exclaimer
Best for: People who want a free generator from a company that also manages signatures for whole organisations.
HubSpot
Best for: Anyone who wants a quick, clean signature with social icons and a call to action button.
Mail-Signatures.com
Best for: People who want to choose from a large set of free templates and copy the result into their client.
Microsoft Create
Best for: Outlook users who want free signature templates from Microsoft to adapt for their own details.
MySignature
Best for: Individuals who want a free plan for basic signatures, with team features available later.
Newoldstamp
Best for: Small teams who want a free signature generator with pre-designed templates to start.
Si.gnatu.re
Best for: Anyone who wants a free HTML signature built in under a minute without signing up.
WiseStamp
Best for: Freelancers who want a free signature that works across email clients and devices.
What UK limited companies have to show
This catches out plenty of small companies. GOV.UK says limited companies must show their registered number, registered office address, where the company is registered and the fact that it's a limited company on business letters, order forms and websites.
An email often does the job of a business letter, so many companies add those same details to their signature as a matter of habit. A small line of grey text at the bottom covers it without cluttering the design.
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What a good email signature includes
- Your name and role: so people know who they're dealing with.
- One phone number: the one you answer.
- Your website: a plain text link rather than a big banner.
- A small logo: sized for mobile, hosted online rather than attached.
- Company details: the legal information your country requires.
Adding a signature to your email client
- Build the signature in a generator and preview it.
- Copy the signature, not a screenshot of it.
- Paste it into your email client's signature settings.
- Send a test to your own phone and check it in dark mode.
- Update the same signature on every device you send from.
Email signature mistakes to avoid
- Quotes and slogans that date quickly.
- Large banner images that slow down mobile email.
- Several phone numbers that confuse people.
- Out-of-date job titles after a promotion or rebrand.
Your signature is part of your brand, so it's worth reading my thoughts on how your brand name affects your business too.
Dark mode and mobile checks people forget
More people read email on a phone than on a laptop, and many of them use dark mode. A logo with a white background can look like a white box, and tiny text becomes unreadable. It's worth sending a test to your own phone, switching dark mode on and off, and checking the signature still looks tidy. If it doesn't, try a logo with a transparent background and slightly larger text.
It's also worth checking how the signature looks in a reply thread. Some email clients strip images or formatting in replies, so a simple text version underneath your design means your details are always there.
Do you make email signature tools? Tool makers can ask to be considered for a featured place on this list.
My plain advice on email signatures
Less is more. Name, role, one number, your website and the legal details if you need them. Every extra icon is one more thing to break or look odd on a phone.
And if you have a team, agree one template and use it everywhere. A consistent signature makes a small business look organised, which is exactly the impression you want.
Frequently asked questions
What is the best free email signature generator?
There isn't one best tool. Pick a generator with a template you like that works in the email client you use.
What should a business email signature include?
Your name, role, one phone number, your website, a small logo and any legal details your company must show.
Do UK companies need details in email signatures?
GOV.UK lists company details that must appear on business letters, order forms and websites, and many companies add them to emails too.
How do I add a signature in Gmail?
Open Gmail settings, find the signature section, paste your signature and save the changes.
How do I add a signature in Outlook?
Open Outlook's settings, find signatures, create a new one and paste in your design.
Why does my logo show as an attachment?
It's usually embedded rather than hosted online. Generators that host the image avoid this.
Should I include social media icons?
Only for the profiles you keep up to date. Two or three is plenty.
Can I use one signature for my whole team?
Yes. Use the same template and change the personal details for each person.
