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Business email signature

A business signature has two jobs: tell the reader who you are and how to reach you, and look the same for everyone in the company. Here is what to put in it, four examples, and how to give a whole team one design without accounts or IT work.

What to include

  • Name, job title and company. The essentials. Use the company name customers know.
  • One or two phone numbers. A direct line or mobile is more useful than the switchboard.
  • Website. The company site, or a page that is useful to the reader (booking, support).
  • Logo. Linked from your website at a fixed width, about 150 to 200 pixels (see email signature size).
  • Address, if customers come to you or your industry expects it.
  • Legal company details, where the law asks for them (see below).
  • Company social accounts, three or four at most, only the ones you keep up to date.

Leave out quotes, several logos, award badges nobody asked for, and long confidentiality notices. Every line you add is a line the reader skips. More on this in what to include in a professional signature.

Four business signatures

Companies, names and numbers are fictional.

CEO with company logo

Executives rarely need a photo: the logo carries the brand, and the contact band keeps a long address readable. No social links, because a CEO's inbox is not a marketing channel.

Use this signatureCorporate template

Sales manager with photo

A friendly photo puts a face to a cold email, and the direct line sits first in the contact list because prospects who are ready to buy tend to call.

Use this signatureClassic templateIncludes social links

Management consultant

A large name and a firm rule underneath read as confident without decoration. The logo sits to the side so the name stays the first thing you see.

Use this signatureBold template

UK limited company (legal footer)

UK companies must show their registered name, number, place of registration and registered office on business email. The corporate template puts them in small print below the contact band.

Use this signatureCorporate template

More layouts on the templates page, and more roles in the examples.

One design for the whole company

A consistent signature is mostly about four choices: template, accent colour, font and logo. Make them once, then share them:

  1. Choose a template, your brand colour and a font in the generator.
  2. Share a generator link that carries those settings. For example, this link opens the Corporate template in a company blue with Arial. Change template, accent (a hex colour without #) and font to match yours.
  3. Put the logo on your website and send everyone its https address; they paste it into the logo field. The link doesn’t carry the logo, the legal details or anyone’s personal details.
  4. Each person fills in their own name, title and phone number, copies the signature and installs it with the guide for their app.

Nothing is stored on our server and nobody needs an account. The signature is built in each person’s browser.

Legal company details

Several countries require company details on business email. The generator has a Legal details section (in the Extras step) with presets that check the required fields:

Install it

Copy the signature and paste it into your email app’s signature settings. Step-by-step guides: Outlook (new, classic, web and Mac), Gmail, Apple Mail and iPhone.

Tips for business signatures

  • Use the same template for everyone; let the content differ, not the design.
  • Make a short reply version (name, title, phone) for long email threads. The generator makes one for you.
  • Check it on a phone and in dark mode before sending it to the whole team (see the dark mode guide).
  • Review it once a year: titles, phone numbers and social accounts go out of date.

Ready? The free Fairsig generator builds a signature that works in Gmail, Outlook and Apple Mail, in your browser, with no sign-up. Create your business signature →

Questions

What should a business email signature include?

Your full name, job title, company name, one phone number, the company website and, if you have one, the logo. Add the address if customers visit you, and the legal company details your country requires (for example the registered number in the UK). Leave out quotes, more than three or four social icons and long disclaimers.

How do I give everyone in the company the same signature?

Pick a template, colour and font once, then send your colleagues the generator link with those settings in it. Each person opens it, types their own name, title and phone number, pastes the company logo address and the legal details, and copies the result into their email app. Nobody needs an account.

Is it free for a business?

Yes. The seven core templates are free for personal and business use. Free signatures include a small “Made with Fairsig” link; Pro removes it and adds premium templates, a call-to-action button, a banner and image hosting, for $9 once per person.

Should the logo be an image file or a link?

A link to an image file hosted on your website (https), with a fixed width. Email apps then load the same file for everyone and don't turn it into an attachment. Keep it about 150 to 200 pixels wide in the signature.

Does a company email signature need legal details?

In some countries, yes. UK companies and LLPs must show their registered name, number, place of registration and registered office on business emails; German and French companies have similar rules. The generator has presets for all three countries.