How to create a professional email signature

Head to the Sigly signature builder and choose a template, or start from the default. Every template is fully editable, so pick whichever is closest to the look you want.

In the Personal panel, fill in your name, job title, company, email, and phone numbers. Toggle any field off if you don't want to show it — for example, hide the fax field or a department you don't need.

Phone numbers are tidied up for you. Type 4165550199, 416.555.0199 or (416) 555-0199 and they all come out the same way — (416) 555-0199 — so everyone on a team matches even though they each type their number differently. Extensions are kept (416.555.0199 x22 becomes (416) 555-0199 ext. 22) — see phone extensions for giving a whole team their own — and international numbers keep the grouping you enter.

Two switches sit under the contact fields, both on by default:

• Make phone numbers tap-to-call — the number becomes a link that dials straight from a phone or a laptop softphone.
• Link address to directions — clicking your address opens it in maps.

Next to each contact field is a small Icon button. Pick from over 1,500 icons in six styles (bold, regular, fill, light, thin, duotone).

The icon replaces the template's text label rather than sitting next to it — so Office: (416) 555-0199 becomes a phone icon followed by the number. Remove the icon and the original label comes back.

Use Extra lines in the Personal panel for whatever your industry needs — a secondary email, a licence or registration number, a certification, a pronoun line, or a booking reference. Give each line a label and a value; email addresses and URLs are turned into links automatically.

The Branding panel controls the look:

• Typography — pick an email-safe font and a size from Small (12 px) to Extra large (18 px).
• Colours — set the colour of your name and of all links independently. Each has a colour swatch and a hex box, so you can paste a brand colour straight from your style guide. It accepts #0085d1, 0085d1, the shorthand #08d, or a pasted rgb(0, 133, 209).
• Background — a colour behind the signature, or None (transparent) so the email client's own background shows through. Transparent is usually the safer choice.
• Line above signature — an accent rule in your brand colour, from thin (1 px) to heavy (4 px), or off entirely.

Still under Branding, paste the URL of your company logo and (optionally) a profile photo. You can position each on the top, left, or right of your signature. For best results in email, host images on a public URL and keep them under ~200 px wide.

In the Links panel, add buttons like "Book a meeting" or your website, and attach icons for LinkedIn, X, Instagram, and more. Keep it to two or three links so the signature stays clean.

Click Save. If you're signed in to a Sigly account, your signature is stored to My Signatures so you can edit it any time — see managing your signatures for renaming, duplicating and browsing templates. On the free plan you can save one signature; upgrade to Premium for unlimited signatures and team features.

Use the Copy signature button, then paste it into your email client's signature settings:

• Gmail: Settings (⚙️) → See all settings → Signature → paste → Save Changes.
• Outlook on the web: Settings → Mail → Compose and reply → paste.
• Apple Mail: Settings → Signatures → paste.

For detailed, per-client instructions see the installation guide.