Free tool Email signature generator for support and sales teams
A signature is the one block of HTML that goes out with every email your team sends, and the place where many of them break: a layout that collapses in Outlook, a photo that turns into an attachment, a link nobody can read. Fill in the details, pick a support or sales template and copy the result straight into Gmail or Outlook. The HTML uses tables and inline styles, the way email clients expect, and the photo is linked from your own URL rather than uploaded.
- Gmail and Outlook friendly
- Chat link for support
- Runs locally, nothing uploaded
Design your signature
The preview updates as you type. Empty fields are left out.
Support adds a chat link and support hours; sales adds a button for a demo or meeting link; minimal is text only.
For the fixed words such as “Email”, “Chat with us” and “Support hours”.
Required.
Include the country code for international customers, for example +1 555 010 2030.
A page where customers can start a chat, such as your TapCub hosted chat page (chat.askcub.com/your-site-key).
With a time zone, for example “Mon–Fri 9:00–18:00 ET”.
For example “Book a demo” or “Schedule a call”.
Your booking or demo page.
A public https image link, ideally square and at least 144 × 144 px. Without one, a circle with your initials is drawn.
Hex, such as #2563eb. Used for links, the divider and the button.
Email clients only show fonts installed on the reader’s device, so these are system fonts.
An address, a short disclaimer or a social handle.
Preview
This is the exact HTML. “Copy signature” puts it on the clipboard as formatted text for the Gmail or Outlook signature editor.
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Checks
- OKNo problems found.
<table cellpadding="0" cellspacing="0" border="0" role="presentation" style="border-collapse:collapse;font-family:Arial, Helvetica, sans-serif;"><tr><td valign="top" style="padding:0 16px 0 0;"><table cellpadding="0" cellspacing="0" border="0" role="presentation" style="border-collapse:collapse;"><tr><td width="72" height="72" align="center" valign="middle" bgcolor="#2563eb" style="width:72px;height:72px;background-color:#2563eb;border-radius:36px;font-family:Arial, Helvetica, sans-serif;font-size:26px;line-height:72px;font-weight:bold;color:#ffffff;">AM</td></tr></table></td><td valign="top" style="padding:0 0 0 16px;border-left:2px solid #2563eb;"><table cellpadding="0" cellspacing="0" border="0" role="presentation" style="border-collapse:collapse;"><tr><td style="padding:0;font-family:Arial, Helvetica, sans-serif;font-size:16px;line-height:22px;font-weight:bold;color:#111827;">Alex Morgan</td></tr><tr><td style="padding:0;font-family:Arial, Helvetica, sans-serif;font-size:13px;line-height:20px;color:#6b7280;">Customer Support Lead, Northwind</td></tr><tr><td style="padding:8px 0 0;font-family:Arial, Helvetica, sans-serif;font-size:13px;line-height:20px;color:#6b7280;"><span style="color:#111827;">Need help?</span> <a href="https://chat.askcub.com/northwind" style="color:#2563eb;text-decoration:none;font-weight:bold;">Chat with us →</a></td></tr><tr><td style="padding:0;font-family:Arial, Helvetica, sans-serif;font-size:13px;line-height:20px;color:#6b7280;">Support hours: Mon–Fri 9:00–18:00 ET</td></tr><tr><td style="padding:0;font-family:Arial, Helvetica, sans-serif;font-size:13px;line-height:20px;color:#6b7280;">Email: <a href="mailto:alex@example.com" style="color:#2563eb;text-decoration:none;">alex@example.com</a><span style="color:#d1d5db;"> | </span>Tel: <a href="tel:+15550102030" style="color:#2563eb;text-decoration:none;">+1 555 010 2030</a><span style="color:#d1d5db;"> | </span>Web: <a href="https://www.example.com/?utm_source=email-signature&utm_medium=email" style="color:#2563eb;text-decoration:none;">www.example.com</a></td></tr></table></td></tr></table>For tools that accept HTML source, such as Thunderbird (“Use HTML”) and signature managers. Gmail and Outlook take the copied signature instead.
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Alex Morgan
Customer Support Lead, Northwind
Chat with us: https://chat.askcub.com/northwind
Support hours: Mon–Fri 9:00–18:00 ET
Email: alex@example.com
Tel: +1 555 010 2030
Web: https://www.example.com/?utm_source=email-signature&utm_medium=emailFor plain-text emails and SMS. Starts with the standard “-- ” delimiter so mail apps can recognise and trim it.
HTML characters
2,129
Gmail allows up to 10,000 characters in a signature.
Version v1.0Updated Update history
Why the HTML looks old-fashioned
Email clients support far less HTML and CSS than browsers, so signatures are written the way web pages were in the early 2000s.
Tables, not divs
Classic Outlook for Windows uses Word to lay out HTML email and ignores most modern CSS layout. Nested tables with fixed cell padding are the layout every client agrees on.
Inline styles
Gmail and other webmail clients strip or rewrite style sheets in many situations. Every font, color and spacing is written on the element itself so nothing depends on a style sheet.
Linked image with size
The photo is loaded from your URL with width, height and alt text. A pasted or embedded image often becomes an attachment, or blows the size limit. Some clients hide remote images until the reader allows them; the alt text and initials keep the layout readable meanwhile.
Checks
Warnings flag anything left out (an invalid email or link), contrast that is too low for text, and the Gmail character limit.
Test by sending yourself an email and opening it in the clients your customers use, including a phone.
Install the signature in Gmail or Outlook
Click “Copy signature” under the preview, then paste.
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Gmail
Settings → See all settings → General → Signature → Create new, then paste into the editor and save at the bottom of the page.
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Outlook
Open the signature settings (the menu differs between the new Outlook, Outlook on the web and classic Outlook), create a signature, paste and save.
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Apple Mail and others
Paste the rich text, or use the HTML where a client or signature manager accepts source. Use the plain-text version for text-only messages.
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Send a test
Email yourself and open it on desktop and phone. Click every link, including the chat link, before rolling it out to the team.
What the generator follows
Constraints from mail clients and standards, not taste.
- Everything you type is HTML-escaped; links accept only http(s), mailto: and tel:, so nothing in a field can inject markup or scripts.
- Gmail allows up to 10,000 characters in a signature (Google Help). The character count includes the HTML.
- The plain-text version starts with “-- ” (two hyphens and a space), the signature delimiter in RFC 3676.
- Link color contrast is checked with the WCAG formula; normal text needs at least 4.5:1.
- With UTM tags on, utm_medium=email is classified as Email by TapCub’s channel rules and by GA4’s default channel grouping.
| Part | Support | Sales | Minimal |
|---|---|---|---|
| Photo or initials | Yes | Yes | — |
| Name, title, company | Yes | Yes | Yes |
| Chat link and support hours | Yes | — | — |
| Email, phone, website | Yes | Yes | ✓ (one line) |
| Button | — | Yes | — |
One person, three templates
Alex from Northwind leads support. The default example is the support template; for the sales row the job title is changed to Account Executive.
| Template | Plain text |
|---|---|
| Support | Alex Morgan · Customer Support Lead, Northwind · Chat with us: https://chat.askcub.com/northwind · Support hours: Mon–Fri 9:00–18:00 ET · Email · Tel · Web |
| Sales | Alex Morgan · Account Executive, Northwind · Email · Tel · Web · Book a demo: https://www.example.com/demo |
| Minimal | Alex Morgan · Customer Support Lead, Northwind · Email | Tel | Web on one line |
The support signature’s HTML is a little over 2,000 characters, well within Gmail’s 10,000.
Signatures that break or get ignored
A signature is seen thousands of times; small problems add up.
One big image
A signature designed as a single picture is unreadable when images are blocked, cannot be searched or clicked, and inflates every email. Keep text as text.
Light brand colors for text
Pale yellow or light grey links fail contrast and are hard to read on phones. Use a darker shade of the brand color for links.
Too much
Five social icons, two banners and a legal paragraph push the actual reply off the screen. Name, role, one or two ways to reach you and one link are enough.
No way to get help quickly
For support teams the most useful line is how to reach someone now: a chat link and the hours someone is there.
Put a chat link in every support email
TapCub gives every site key a hosted chat page, built for places like email signatures.
Hosted chat page
chat.askcub.com/{siteKey} opens a full-page chat with your team: the same inbox, AI replies and translation as the widget on your site.
Learn moreWorking hours and offline form
Outside working hours the page collects a message and an email, so the link in the signature never leads to silence.
Learn moreSee where visits come from
With the UTM tags on, visits from signature links land in the Email channel in TapCub’s source reports.
Learn moreEmail signature FAQ
Still have a question?
Chat with the team behind TapCub — we usually reply within a few hours on business days.
How do I add an HTML signature to Gmail?
Click “Copy signature”, then in Gmail open Settings → See all settings → General → Signature, create a new signature, paste and click “Save changes” at the bottom. Gmail keeps the formatting and links; images load from their URLs.
How do I add it to Outlook?
Copy the signature, open Outlook’s signature settings, create a new signature and paste. The menu location differs between the new Outlook, Outlook on the web and classic Outlook for Windows, but all accept pasted formatted text.
Why does my signature look different in Outlook?
Classic Outlook for Windows renders email with Word, which ignores many CSS features such as rounded corners and some margins. This generator uses table layout and inline styles so the structure holds; the photo just appears square.
Should I put a logo or photo in my signature?
One small image is fine if it is hosted at a public https URL. Some clients block remote images until the reader allows them, so the signature must still read well without it. Avoid making the whole signature one image.
What should a customer support email signature include?
Name, role and company, how to reach support now (a chat link or phone), the hours someone is available with a time zone, and optionally a help center link. Skip anything that does not help the customer get an answer.
Is there a size limit?
Gmail allows up to 10,000 characters per signature, counting the HTML. The checks warn you if the generated HTML goes over.
Is my photo uploaded?
No. You give a link to an image that is already online; the preview loads it from that address. Nothing you type is sent to TapCub.
Update history
New features, fixes and data refreshes for this tool, newest first.
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· v1.0
LaunchedFirst release.
Missing something or found an error? Tell us — requests that come up often go into the next update. All tool updates
Turn every reply into a way to start a chat
A TapCub hosted chat page works without a website widget, so you can link it from signatures, bios and QR codes.