Build a professional email signature, free
Free Email Signature Generator
Fill in your details, pick a template, and add a photo, or create one with the AI headshot generator . Then copy your signature straight into Gmail or Outlook.
100% free.·No signup.·Works everywhere.·Done in 30 seconds.
Your details
Live preview
To: noreply@headshotpro.com
Subject: Following up on our conversation
Hi Sarah,
Thanks for taking the time to meet earlier — it was great to hear more about what your team is working on this quarter.
I've attached the overview we discussed. Let me know if any questions come up and I'll be happy to jump on a quick call.
Best regards,
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How the Email Signature Generator works
Every email you send carries your signature. This builds a good one in about 30 seconds, no account needed.
Fill in your details.
Your name, title, phone, email, and website. The preview updates as you type, so you see exactly what lands in the inbox.
Add a photo.
Upload your own, or generate a professional AI headshot so your signature looks the part on every email you send.
Copy it into your email.
Hit copy and paste it straight into Gmail or Outlook. It pastes as a proper formatted signature, not a flat image.
Email signature examples
Real, professional signatures by role. Use one as a starting point, then build your own in the tool above.
Jordan Avery
Senior Marketing Manager, Northbeam
Marco Reyes
Account Executive, Tideline
Priya Kapoor
Realtor, Cedar & Oak Realty
Daniel Lowe
History Teacher, Westbrook High
Sofia Chen
VP of Operations, Halden Group
Amara Okafor
Computer Science Student, BSc 2027
They all follow the same shape: a photo, your name and title, then a clean line of contact details. Build your own version in the tool at the top of the page.
How to add your signature to Gmail & Outlook
Once you've copied your signature, it takes about a minute to set it as your default.
Gmail
- Open Gmail and click the gear icon, then See all settings.
- Scroll down to the Signature section and click Create new.
- Paste your copied signature into the box.
- Set it as the default for new emails and replies, then Save changes.
Outlook
- Open Outlook and go to Settings, then Mail, then Compose and reply.
- Under Email signature, create a new signature.
- Paste your copied signature into the editor.
- Choose it as the default for new messages and replies, then Save.
How to make a professional email signature
The best signatures are short, clear, and easy to read on a phone. Here's what to include, and what to leave out.
The essentials, in order
Name, title, and one or two ways to reach you are the core. A phone number, an email, and a website is plenty. Everything else competes with the message you actually sent.
A clear, professional photo
A small headshot makes a signature feel personal and helps people remember you. Use a current, well-lit photo rather than a cropped party shot, or generate one with our AI headshot generator .
Keep colors and fonts simple
One accent color and one font read as professional across every email client. Skip the rainbow of links and logos. Keeping it simple looks more senior than dressing it up.
Make it work on mobile
More than half of email is read on a phone, so keep it to a few short lines. A signature that needs two thumb-scrolls to get past is doing too much.
Use an HTML signature, not an image
A signature pasted as a flat image can't be clicked and often gets blocked. This tool gives you a proper formatted signature, so links stay clickable and text stays selectable.
Doing it for the whole team?
Consistent signatures make a company look put-together. Use the same template and a matching set of headshots for everyone. Our Team Page Generator and team headshots help here.
Want to skip the fiddly part? Fill in the builder at the top, pick a template, add your photo, and copy a clean signature in about 30 seconds.
Frequently asked questions
Quick answers about the free tool, your photo, and using your signature everywhere.
Is it really free? Is there a catch?
Yes, it's 100% free. No account, no email, no watermark. Build as many signatures as you like.
Does it work in Gmail and Outlook?
Yes. Copy your signature and paste it into Gmail, Outlook, or any email client that supports formatted signatures. The steps for Gmail and Outlook are above.
Can I add a photo to my signature?
Yes. Upload your own, or generate a professional AI headshot with HeadshotPro and use that. Start with the AI headshot generator .
Image signature or HTML signature?
This tool gives you a proper formatted (HTML) signature, so your links stay clickable and your text stays selectable. A flat image can't be clicked and often gets blocked.
Can I make signatures for my whole team?
Yes, build one per person with the same template so they match. For a consistent set of photos, see our team headshots and Team Page Generator .
Will it look right on a phone?
Yes. The templates are kept short and simple so they read cleanly on mobile as well as desktop.
Where can I get a professional photo?
HeadshotPro turns a few selfies into studio-quality headshots in under an hour, for hundreds less than a photographer. Start with the AI headshot generator .
More free tools
Build out the rest of your professional presence. Each one is free, no email.
Your signature shows a photo. Make it a great one.
The headshot in your signature rides along on every email you send. Get a studio-quality one that looks like you, from a few selfies, with no photographer, no studio, and no half-day off work.
18M headshots created for 200K+ professionals