An email footer shapes first impressions. This covers what a professional signature should include, layout and image-compatibility pitfalls, steps to add it in Gmail/Outlook, and a free online generator.
What to include
A professional signature usually has name, title, company, phone, email, website, optionally an address and one or two key links (LinkedIn, booking). Keep it tight — 3–4 lines, no more than ~5 items — instead of stuffing links and slogans.
Layout & image pitfalls
- Tables + inline styles: many clients strip external CSS, so inline styling and table layout are safest;
- Small, embedded images: linked images often get blocked — base64 embeds render reliably;
- Avoid exotic fonts: clients may lack them and break the layout;
- Mobile-first: two columns squeeze on narrow screens; use one when needed.
Adding it to each client
Gmail: Settings → See all settings → Signature → create and paste; Outlook: New mail → Signature → paste; QQ/163: Settings → Signature → enable HTML then paste; Apple Mail: Preferences → Signatures. The key is to "Copy signature" in the generator, then paste — don't retype.
Polish that pays off
A consistent company logo, professional headshot and coordinated brand colors instantly make a signature look legit. Size a logo with Cover Maker or image tools, and generate a favicon with Image to ICO for visual consistency.
