Guide
How to create an email signature that works
Everyone you email sees your signature. It should be short, easy to read on a phone, and look the same in Gmail, Outlook, and Apple Mail. Here's what to keep in mind.
What goes in a signature
Your name and job title, company, phone number, and website. Recipients see your email address in the header, but it's handy in forwarded messages. A photo or logo helps people remember you. Only add social media and a button if you actually use them.
Required company details
In the Czech Republic, Section 435 of the Civil Code requires businesses to show their name, registered office, and Company ID (if assigned) on business documents, plus their Commercial Register entry with section and file number, or their entry in another register, such as the trade register. The law doesn't list the documents, but in practice they include business letters. In Slovakia, Section 3a of the Commercial Code covers business letters and orders, including electronic ones: business name, registered office or place of business, legal form (for legal entities), Company ID, and the register with the registration number. It makes sense to add them in small print to your emails too.
Why a signature isn't just one image
Many email programs don't show images until the recipient allows them. Nobody can tap a phone number inside an image, and screen readers can't read it. That's why the generator builds your signature from text and uses images only for your photo and logo.
5 final tips
- Stick to 4 to 7 lines.
- One color is enough, ideally your brand color.
- Upload images to your website and link to them over https.
- Check the mobile preview: your signature has to fit within 360 px.
- Give the whole team the same template, just with different details.