Every email you send is a small piece of marketing. A clear, professional email signature tells people who you are, how to reach you and where to find your business, without them having to search. Yet many small business owners still sign off with a plain name, or a signature that breaks into a mess of images and links.
We built Undersign, a free email signature generator, to fix that in about a minute. This guide covers what a good signature includes, how to use the tool and how to add your signature to Gmail, Outlook or Apple Mail.
What a good email signature includes
- Your name and role, so people know who they are dealing with.
- Your business name and, if useful, your location or service area.
- One or two ways to contact you, usually phone and website. Your email address is already in the message.
- Your logo or photo, kept small.
- Optional extras: social links, a short tagline or one button, such as “Book a call”.
Keep it short. A signature that is longer than the email itself looks cluttered, especially on a phone. It also works best alongside a proper business email address. See why your business needs a professional email address.
How to use Undersign
Open Undersign, our free email signature generator, and work through four short steps. The preview updates as you type.
- Pick a layout. Choose from a bordered card with a photo, an accent bar, a minimal one-liner or a dark card, and set your accent colour.
- Add your details: name, job title, company, location, email, phone, website and an optional tagline.
- Add a logo or photo. These need to be public image links (starting with https://), because a file from your computer won’t survive being pasted into your email program. No logo handy? Leave it blank and Undersign uses your initials as a monogram.
- Add links to LinkedIn, Instagram or Facebook, plus an optional button for bookings or a portfolio.
Then copy the signature, download it or view the HTML. Nothing you type is stored or sent anywhere, there is no sign-up and there is no watermark.
Adding it to your email
Gmail
Copy the signature, then open Gmail on a computer and go to the full settings. In the General tab, find the Signature section, create a new signature and paste it in. Set it as the default for new emails and replies, and remember to save at the bottom of the page.
Outlook
Open Outlook’s settings, find the signature option under your mail settings, paste in the signature and give it a name. Choose it for new messages and replies, then save. Outlook for Windows may show rounded corners as square, but everything stays readable.
Apple Mail
Open Mail’s settings and go to Signatures. Pick your account, add a new signature and paste it in. Untick the option to always match your default message font, or Mail will strip the styling.
Copying works best on a desktop browser, which is also where Gmail lets you set a formatted signature.
Tips for a signature that works
- Test it. Send an email to yourself and open it on your phone and computer.
- Keep your branding consistent with your logo, colours and website. See what a brand style guide is and logo files explained.
- Use the same style across your team, so every email looks like it comes from the same business.
- Skip long legal disclaimers unless your industry needs them.
- Update it when your phone number, role or offer changes.
Want your whole brand to look this polished?
Madexify helps small businesses across Pakenham, Officer, Beaconsfield, Berwick, Narre Warren, Cranbourne, Clyde and Bunyip with logos, brand guidelines, business email and everything that carries their brand. See our branding and visual identity services, or contact us to talk about your brand.
This article is part of our Domains and Business Email Guide. Browse all our guides on the guides page.
