15 Free Email Signature Templates for Gmail in 2026

To use a free email signature template in Gmail, copy one of the 15 below, then open Gmail on a computer and go to Settings > See all settings. In the Signature section, click Create new, paste the template, replace the brackets with your details and click Save Changes. Gmail allows up to 10,000 characters per signature.

A signature is the part of an email people read last and judge first. It tells a new contact who you are, how to reach you and whether you look like you mean business, and it does that on every message you send without you thinking about it. Below are 15 plain-text templates for different jobs and situations, the exact Gmail steps on desktop and in the app, and fixes for the problems that come up most: missing images, a signature that won't appear, and one that's "too long."

Which Gmail signature template should you use?

Pick the template that matches who you're writing to most often, not the one with the most lines. This table points you to the right one.

How to add a signature in Gmail on a computer

You create Gmail signatures in the web version of Gmail, under Settings. A signature you make there is added automatically at the end of your messages. These are Google's steps:

1. Sign in to Gmail on your laptop or desktop.
2. Click the gear icon (Settings) at the top right, then See all settings.
3. Stay on the General tab and scroll down to Signature.
4. Click Create new, give the signature a name only you will see ("Full" or "Replies"), and click Create.
5. Paste your template into the box and replace every bracket with your details. Use the formatting bar to bold your name or add a link.
6. Scroll to the bottom of the page and click Save Changes.

Then send yourself a test email and open it on your phone as well. A signature that looks tidy in the editor can wrap badly on a small screen, and the editor won't warn you.

Choose a signature for new emails and for replies

Gmail lets you keep several signatures and set a default for new emails and another for replies, as Google's signature instructions explain. You'll find the two drop-downs just under the signature box. If you send from more than one address with Send mail as, pick the address from the drop-down above the signature box first; each address can have its own defaults.

I keep two signatures. The full one goes on first emails to someone new, because they need the context. Replies get a short one with my name and number, because by the fourth message in a thread nobody needs my job title again.

Put the signature above the quoted thread

By default Gmail adds your signature below the quoted text in a reply, so in a long thread it ends up far from your actual message. Under the signature box there's a checkbox to insert the signature before the quoted text in replies and remove the "--" line before it. Turn it on if you reply inside long threads and want your contact details right under what you just wrote.

Switch signatures while you write

To use a different signature on one email, click the Insert signature icon (the pen) at the bottom of the compose window and choose another one, as Google describes. It's the quickest way to drop the full card into a reply where someone new has just been copied in.

Simple Gmail signature templates

Simple signatures work for almost everyone, and they never break. Copy the text, paste it into Gmail and swap the brackets. Bold your name in the Gmail editor if you want a little weight on it.

[Your name]
[Your role] · [Company]

This is the one I'd choose for most replies. Two lines, no clutter, and it still answers the question a new person on the thread is asking.

[Your name]
[Your job title], [Team or department]
[Company]
[Phone] · [you@example.com]
[example.com]

[Your name] | [Company]
Mobile: [Phone]
Office: [Phone], ext. [Extension]
[example.com]

Leave your email address out of a signature unless you send from several addresses. The recipient already has it in the From line, so it's one more line to read for no reason.

[Your name]
[What you do, in a few words, e.g. "Freelance copywriter"]
[Phone]
[LinkedIn or website link]

A personal @gmail.com address has no company name to vouch for you, so the second line does that job. If you plan to email clients from it for a long time, a professional email address on your own domain will do more for you than any signature.

Professional Gmail signature templates for work

Work signatures carry a little more: who you are on the team, when you're around and the one link you want people to click. One link is usually enough. With three, they compete, and the one you care about gets less attention.

[Your name] ([your pronouns])
[Your job title] · [Company]
Working hours: [9 a.m. to 5 p.m.] [Time zone, e.g. ET]
[Phone]

I started adding my time zone after working with a team spread across several of them. It's a small line, and it saves the awkward "sorry, didn't realize that was your 7 a.m." message.

[Your name]
Owner, [Business name]
[Street address], [City, State ZIP]
Open [Mon–Sat, 9 a.m. to 6 p.m.]
[Phone] · [example.com]

[Your name]
[Your specialty, e.g. "Brand strategy for early-stage teams"]
See recent work: [Portfolio link]
[Phone]

[Your name]
[Your job title], [Company]
[Phone]
Book a 20-minute call: [Booking link]

A booking link in the signature means anyone in the thread can grab time without another email. No link yet? Google Calendar can make a free appointment booking page you can paste straight into this template.

[Your name]
[Company] Support
We reply within [one business day], Monday to Friday.
Help center: [Help center link]

The reply-time line is the useful part. A customer who knows when to expect an answer has less reason to chase you before then.

[Your name]
[Your title], [Company]

Leaders tend to get away with the shortest signature on the list, and it suits them. If people need your assistant to book time, add one line: "To schedule time, contact [Assistant's name] at [assistant@example.com]."

Gmail signature templates for specific jobs

Some jobs come with lines a signature has to carry, such as a license number, a notice or a department. These templates leave room for them without turning the signature into a paragraph.

[Your name]
[Target role, e.g. "Product designer"]
[Phone] · [City, State]
Portfolio: [Link] · LinkedIn: [Link]

Put the role you want, not the one you're leaving. A recruiter skimming twenty emails should know in one glance what you're applying for.

[Your name]
[Your title, e.g. "Realtor®"], [Brokerage name]
License #[License number]
[Phone] · [Listings link]

Check with your brokerage and your state's real estate commission about what must appear in your email communications. Those rules vary, and your broker will know them.

[Your name]
[Your title], [Firm name]
[Phone] · [example.com]

Confidential: this email may contain privileged information. If you received it by mistake, please tell the sender and delete it.

Use a notice only if your firm or industry asks for one, and keep it to two sentences. A long legal block under every one-line reply buries your message and makes threads hard to read.

[Your name]
[Your program or title], [Department]
[University name]
Office hours: [Day, time, room]

How to add a signature in the Gmail app on iPhone and Android

The Gmail app has its own mobile signature, separate from the one on your computer. It's plain text, it shows up only on emails you send from the app, and if you don't create one, the app uses the signature you set up on your computer.

On Android

1. Open the Gmail app and tap the Menu icon at the top left.
2. Scroll down and tap Settings.
3. Pick the Gmail account that needs the signature.
4. Tap Mobile signature, type your signature and tap OK.

The steps come from Google's Android instructions.

On iPhone and iPad

1. Open the Gmail app, tap the Menu icon and choose Settings.
2. Under Compose and Reply, tap Signature settings.
3. Turn on Mobile Signature and type your signature.
4. Tap the back arrow to save.

On iPhone and iPad, Google notes you have to repeat this for each account in the app.

[Your name] · [Phone]
Sent from my phone, so forgive the short reply.

When I changed roles, I updated my desktop signature and forgot the phone one, so replies from my phone kept my old title until a colleague pointed it out. Now I change both on the same day, and the mobile one stays short enough that there's little in it to go stale.

How to add a logo or photo to a Gmail signature

You add an image with the image icon in the signature editor's formatting bar, from Google Drive, an upload or a web address. Google's troubleshooting page gives a maximum of 100 pixels high by 1,000 pixels wide for signature images, and images count toward the 10,000-character limit, so resize the image if Gmail shows an error.

• Image from Google Drive not showing? The file has to be shared publicly. In Drive, open the file's sharing settings and under Get link, change it to Anyone with the link, per Google's fix.
• Image dialog only offers a web address on your work or school account? You can't change Drive sharing yourself there; your administrator has to allow public image sharing.
• Image won't upload at all? Google suggests clearing your browser cache, clearing cookies for mail.google.com, or trying an incognito window or a different browser.

Keep images to one: a small logo or a headshot, not both. Some email apps hold back images until the reader allows them, so everything important, like your name and number, should be text that works without the picture.

Why isn't my Gmail signature showing?

A Gmail signature that seems missing is usually hidden, unsaved or set to the wrong default. Check each of these in turn.

• It's hidden behind three dots. In a thread, Gmail trims repeated content. Click the three dots (Show trimmed content) at the bottom of the message, as Google's troubleshooting page explains.
• The default is set to No signature. In Settings > See all settings, check the drop-downs for new emails and for replies under the signature box.
• Save Changes never got clicked. The button sits at the very bottom of the General tab, and it's easy to leave the page without it.
• You sent from the app. The app uses its own mobile signature when you've made one.
• You're sending from another address. With Send mail as, each address has its own signature. Pick the address from the drop-down above the signature box.
• Strange characters or broken formatting. Select the signature text and click Remove formatting in the editor, then make sure Plain text mode is off in the compose window, as Google suggests.

If Gmail says the signature is too long, look at the image first. Images count toward the 10,000 characters, so a smaller logo usually fixes it faster than cutting text.

Company-wide signatures in Google Workspace

Google Workspace admins can add the same footer to every outgoing message with the Append footer setting under the Gmail Compliance page of the Admin console. Google says the footer can be up to 10,000 characters, can't use images stored in Google Drive, and can optionally be added to internal messages too.

A footer suits a legal line or a company address that has to be on everything. It's added in addition to whatever each person writes, so if your company uses one, leave that text out of your own signature and you won't send it twice.

What to leave out of your Gmail signature

Most bad signatures aren't wrong, they're crowded. Here's a typical one, and a fixed version of it.

Best regards,
[Your name]
[Your job title] | [Company] | [Tagline]
Email: [you@example.com] | Phone: [Phone] | Mobile: [Phone] | Fax: [Fax]
[Website] | [Facebook] | [Instagram] | [X] | [LinkedIn] | [YouTube]
"[A favorite quote]"
Please consider the environment before printing this email.

[Your name]
[Your job title], [Company]
[Phone] · [example.com]

What came out, and why:

• The sign-off. "Best regards" belongs to the message, so you can change it to suit each email. The guide to ending an email has options for every tone.
• The email address. It's already in the From line.
• Five social icons. Keep the one channel you'd actually want a client to visit.
• Quotes and print reminders. They repeat on every message in a thread and add length without telling anyone how to reach you.
• A second phone number. Pick the one you answer.

If you also read Gmail through Apple Mail on your Mac, Mail uses its own signatures, not Gmail's. The Mac Mail signature guide covers setting the same one up there so both look alike.