How to Create a Free Email Signature with Brandly (and Share It With Your Team)

Go to brandly.com/signatures, choose a template, fill in your details and social accounts, then add your logo and brand colors. In the Finish step, copy the signature into Gmail or Outlook, and share the link with your team so everyone can make a matching one.

Brandly’s email signature generator is free. It takes a few minutes to build a signature that looks like your brand, with your logo, colors and the details people actually need. When yours is done, you can share the design with your team so everyone’s email looks like it came from the same company.

This guide walks through each step. If you’re still deciding what your signature should say, start with our guide to what to include in a professional email signature.

Open Brandly’s free email signature generator

What you’ll need

• Your logo, as a PNG or JPG. A square or horizontal version works best at small sizes.
• Your brand colors, as hex codes (like #0F4C5C) if you have them.
• Your details: name, job title, phone number, email and website.
• Links to your social accounts, if you want icons in your signature.

If your company prints business cards, have one handy. Using the same logo, colors and job title on both keeps your card and your email consistent.

How to create your email signature

The generator has five tabs: Templates, Info, Social, Design and Finish. You can move back and forth between them, and the preview updates as you go.

1. Choose a template

Start by picking a layout. Some templates put the logo on the left, some lead with a headshot, and some are text-first. Choose the one closest to your business card. You can switch templates later without retyping anything.

2. Add your details and social accounts

On the Info tab, fill in what you want people to see. Depending on the template, that includes:

• Name, pronouns and job title
• Company name
• Up to four phone numbers, each labeled (office, mobile and so on)
• Email and website
• A meeting link, such as your booking page
• Office address

Leave out anything people won’t use. Four to six lines of text is plenty.

On the Social tab, add the accounts your company actually keeps up, and drag them into the order you want. Two or three is usually enough.

3. Match your brand

On the Design tab, make it yours:

All eight fonts are web-safe, so your signature looks the same in your recipient’s inbox as it does in the preview.

These examples all use the same logo, colors and font, with different templates and details:

4. Save, install and share

The Finish step has three parts.

Save. Create a free Brandly account to save your signature so you can come back and edit it later. Without an account, your draft is only kept in the browser you’re using.

Install. Choose your email app and click Copy. The generator then walks you through pasting it in, with screenshots:

Share. Copy the share link and send it to your team (see below).

After you install it, send yourself a test email and open it on your computer and your phone. If the logo looks huge or the text looks tiny, make the logo smaller and copy it again.

How to share your signature with your team

One person, usually someone in marketing or the office manager, builds the design. Everyone else copies it:

1. Build the company design with your logo, colors, font and template, and fill it in with your own details.
2. Copy the share link from the Finish step.
3. Send the link to your team, with a note on which details to fill in and which to leave alone.
4. Each person opens the link, replaces the details with their own and copies the signature into their email app.
5. Ask everyone to send you a test email, so you can check that they’re all the same.

Each signature is copied into each person’s email app, so changing the design later means sharing the updated link and having everyone copy it in again. Pick your logo and colors carefully the first time.

Tips for rolling it out

• Decide the rules first. Which job titles to use, whether to include mobile numbers, and which social accounts belong on everyone’s signature.
• Keep one person in charge of the design, so there’s always one current version.
• Add it to onboarding. Put the share link in your new-hire checklist so new employees get a signature on day one.
• Match it to your business cards. If customers get your card and your emails, both should use the same logo, colors and titles.

Matching your business cards

Your email signature and your business card do the same job: they tell people who you are and how to reach you. When they match, every touchpoint looks like the same company.

If your team orders business cards from Brandly, use the same logo file and colors in your signature. A business card portal keeps everyone’s cards on one approved template, and a shared signature design does the same for email.

The takeaway

With Brandly’s free generator, you choose a template, add your details, set your logo and colors, and copy the signature into Gmail or Outlook. To give your whole team the same look, share the link and have each person fill in their own details.

Create your free email signature

New to email signatures? Our email signature guide covers what to include, design rules and common mistakes.