Free Email Signature Generator

Every one of these is rendered by the same generator below, so what you see is what you would get. They are grouped by the thing that actually decides the shape: how much the reader needs to know about you before replying.

Read them for the pattern rather than the detail. The good ones answer three questions — who is this, what do they do, how do I reach them — and stop.

A signature is not a business card. A business card is handed over once; a signature repeats under every message in a thread, on every reply, forever. Ten lines is a reasonable-looking block the first time and fifty lines of noise by the fifth reply.

The test is simple: remove a line and ask whether anyone would struggle to reach you. A second phone number you never answer, a fax line, the office address when you have never had a visitor, four social icons for accounts you post to twice a year — each one fails that test.

Mobile makes it sharper. On a phone, a four-line signature is a glance; a twelve-line one with a logo and icons fills the screen and the reader scrolls past your actual message to get to it.

Email HTML is roughly a 1999 subset of the web, and each client strips something different. These are the five that cause almost every broken signature.

Gmail stops rendering a message at roughly 102 KB and hides the remainder behind a "View entire message" link. Anything below that cut — including your tracking pixel, if you use one, and often the unsubscribe link — is not seen and not counted.

The signature is the part most likely to get you there, because it repeats. A 30 KB signature on the fifth reply in a thread has been sent five times inside the same message. That is why the tool shows the byte size and flags anything over 10 KB: it is nowhere near the limit on its own, and exactly the thing that takes you to it.

Images are the usual culprit. A logo exported at print resolution is often ten times larger than it needs to be. If you want to see how the same arithmetic plays out for attachments, the attachment size checker does that maths.

Two different things get called a disclaimer and only one of them is required.

Company details are a statutory requirement in several countries. A company registered in the UK must show its registered name, number, place of registration and registered office address on business email. In Germany the equivalent duty sits in § 35a GmbHG — § 80 AktG for an AG — and it covers business email, not only the website imprint. These are legal obligations with penalties attached, and they belong in the signature.

Confidentiality boilerplate is not. The "if you have received this email in error, please delete it" paragraph has no statutory basis, and courts have generally been unimpressed by the idea that you can impose obligations on someone by emailing them. It is a convention that spread because everyone copied it from the last company they worked at.

If you need the first kind, put it in the disclaimer field above — it renders smaller and greyer than the rest, which is the convention. If you are only adding the second kind out of habit, that is three lines you could delete.

Test it on a reply, not just in the composer. Most signature problems only show up on the second message — indentation, quoted-text colours, dark mode inverting a transparent logo into an invisible one.

Check it on a phone. Over half of email is read on mobile, where a wide table forces horizontal scrolling and a four-line signature is already a screenful.

If you are still deciding what your address itself should be, the professional email address generator covers the conventions; and if you want a contact link on your site that opens a pre-filled message, the mailto link generator builds one.