The complete guide to how to create an HTML email signature
10 December 2024
0 min read
Email signature templates are an extension of your business brand. They're just as important as any other marketing material.
But creating a professionally branded email signature for the 21st century requires using HTML code, which is manually is complex. It requires a lot of patience to get it right. Common issues like signatures displaying incorrectly, or not at all, are common when manually building HTML email signatures.
What is an HTML email signature?
HTML (HyperText Markup Language) is a widely-used coding language. It defines the structure and presentation of content on the internet. In emails, HTML is used to create professional email signatures. This gives them a polished, interactive design that stands out from basic plain text.
An HTML email signature typically includes a snippet of HTML code embedded at the bottom of your email. This code sets up the layout, text, images, and other elements of the signature. The email client then renders it into a visually pleasing and readable format.
Why use HTML for email signatures?
With HTML, you can include:
Your name and title styled with different fonts, sizes, and colors
Business logos or profile pictures in various shapes and sizes
Clickable links to your website, social media profiles, or contact forms
Additional design elements like dividers, icons, or call-to-action buttons
These features make your email signatures more visually engaging and reinforce your brand identity. They also make it easier for recipients to interact with your information.
How do HTML tags work for email signatures?
HTML relies on "tags" to structure and format content. These are enclosed in angled brackets and used in pairs. An opening tag like <head> will have a corresponding closing tag like </head>.
Together, these tags create containers for specific types of content or formatting. For instance, the <body> tag contains the main content of your email signature, while tags like <header> and <footer> help organize sections.
Some commonly used tags in HTML email signatures include:
<head>: Contains metadata or references to styles (if used).
<title>: Sets the title of the document or content block (less common in signatures).
<body>: The main container for all visible content.
<header>: A section that can introduce your name, title, or logo.
<footer>: Often used for disclaimers, legal notices, or additional contact details.
<img>: Embeds images like logos or profile pictures into the signature.
Why use HTML code in email signatures?
Using HTML code to create email signatures offers many benefits. This makes it a preferred choice for professionals and businesses aiming for polished, consistent communication. Here are the key advantages:
1. Consistency across devices and platforms
HTML-coded email signatures maintain their formatting and appearance across different email clients and devices. Unlike manually created signatures that may face compatibility issues, HTML ensures your brand image and professionalism remain intact.
2. Enhanced professionalism and branding opportunities
An HTML signature gives your emails a polished image, reflecting professionalism with every interaction. It also offers branding opportunities by incorporating design elements like logos, color schemes, and fonts. This helps reinforce your or your company’s identity and leaves a lasting impression.
3. Advanced design, customization, and creativity
HTML gives you complete control over the layout and design of your email signature. This allows for more creative and personalized presentations compared to plain text. You’re not limited to basic formatting and can include visually appealing elements.
4. Interactive and clickable features
HTML signatures allow you to add clickable links to your website, social media profiles, or other online resources. This makes it easy for recipients to connect with you or learn more about your business. You can even include links to call directly on mobile devices or navigate to specific landing pages.
5. Inclusion of rich media
With HTML, you can embed rich media, such as images, like a personal photo or company logo. These make your signature more visually engaging and memorable. This elevates your signature’s look and reinforces your brand identity.
6. Marketing and promotional channel
An HTML signature can double as a subtle marketing channel. You can include promotional banners, taglines, certifications, or announcements about awards, events, or recent achievements. This helps promote your business with every email you send.
7. Ease of updates and maintenance
Updating an HTML-coded signature is quick and efficient. You can edit the code once and deploy the updated version across all platforms. This means everyone in your organization uses the latest signature.
8. Compatibility across email clients
Well-coded HTML signatures are usually compatible with most email platforms. This keeps your signature consistent and uniform regardless of the recipient’s email client.
Comparing HTML signatures vs. plain text and image-only email signatures
Plain text and image-only email signatures are fine, but HTML signatures look more professional and help you stand out. Here’s how they compare:
Plain text signatures
Simple and quick to create with just a few lines of text.
Includes key details like name, job title, company, and contact information.
Ensures perfect compatibility with all email clients and devices.
Lacks visual appeal, customization, and branding elements.
No images, logos, colors, or formatting options to make it eye-catching.
Image-only signatures
May be flagged by spam filters, as image-only signatures can appear less legitimate.
Recipients might see a blank box, red 'x,' or no signature if images are blocked.
Limits you to one clickable link, reducing interactivity and functionality.
Email clients favor text-heavy messages, making HTML signatures a more reliable option.
HTML signatures
Requires HTML coding knowledge or a professional email signature generator tool.
Offers advanced customization and design options for more visually appealing signatures.
Includes clickable links to numerous resources. Makes your signature interactive.
Allows you to include rich media like images, logos, and banners.
Planning your HTML email signature template
Creating an HTML signature is a multi-step process that requires planning and attention to detail. Here is a checklist to get you started:
- Define the key elements of your signature, including:
- Your name, job title, company name, and contact details
- Business logo
- Social media links
- URL
- Choose your desired layout and structure. Consider using a responsive design for mobile devices.
- Decide on colors and fonts in line with your brand guidelines.
- Optimize all images for resolution (72 dpi) and weight (<100 KB).
- Plan for any legal disclaimers, certifications, promotional banners, or other design elements.
How to create HTML email signature templates
1. Prepare your design elements
Start with a design in mind, often created by a graphic designer in Photoshop.
Be aware: complex designs may not translate perfectly into HTML.
Avoid using Microsoft Word or Google Sheets for email signatures. They don’t support HTML formatting, leading to display issues.
Learn more with these helpful resources: Design Tips and HTML Guidelines.
2. Code your signature block
You can either code manually using HTML tags or use an online email signature generator like Exclaimer.
For manual coding, follow these steps:
Open a text editor like Notepad or Sublime Text.
Create a new file and save it as a .html extension to make your code renderable.
Use the <body> tag to create the main container for your signature's content.
Add in other tags like <header>, <footer>, and <img> for logos or profile pictures.
3. Test your signature block
Use an email client like Outlook or Gmail to open the HTML file and check if everything displays correctly.
4. Deploy your HTML signature
When you're happy with your design, copy the HTML code into your email client's signature settings. Check your email application's instructions for adding custom signatures.
Why doesn’t my email signature align with my email body text?
To design an effective email signature template, you need to use HTML tables. Tables are a great way to build and control the signature design. They also ensure that your design will align with an email’s body text.
You use rows, columns, and padding to give the HTML signature template a professional feel. You then don’t have to worry about contact details appearing squashed or your company logo appearing in the wrong spot.
Tables allow you to create all manner of signature layouts depending on your design requirements. They’re also scalable, making it easy to add additional content. These tables should then use appropriate padding to create space between the various signature elements.
How to convert an email signature to HTML
When creating your design as a complete HTML email signature, keep the following in mind:
Host images online: To include images like your company logo, you'll need to host them online. Keep in mind that some email clients may not display hosted images automatically. Alternatively, you can attach your logo directly to the email. However, this increases the email size and may still lead to issues with certain email clients.
Understand email clients: Different email clients handle HTML in unique ways. Unlike web pages, HTML in email signatures often behaves unpredictably, so testing is essential.
Email replies affect HTML structure: Every time an email is replied to or forwarded, the email client restructures the entire HTML format. This can cause unexpected changes to your email signature.
Test your HTML thoroughly: Work with an HTML expert to test your signature across various email platforms. Collaborating with your IT department can help ensure smooth implementation.
Email signature placement: Email services like Microsoft 365 place signatures at the bottom of message threads. Design your HTML signature with this in mind.
Creating the HTML signature elements
HTML email signatures include two key elements: information and imagery. Simple signatures can work well, but keeping the design consistent is key.
1. Contact details
When creating an HTML email signature from scratch, it can be tempting to include lots of contact details. The idea is that providing more ways to get in touch will make recipients more likely to reach out.
However, this isn’t true. A simple email address and phone number are usually enough for most business needs.
2. Logo
The next important element is your company logo, which is the key visual aspect of an email signature. Your logo is a key part of your company’s brand, so it’s important to include it in your HTML email signature.
If the logo displays correctly, recipients will glance at it briefly and move on. However, if your HTML code is wrong and the image doesn’t load, it can leave a bad impression.
3. Social media icons
After including the main contact details, consider adding social media icons to your email signature. This makes it easy for recipients to follow or like your company on the right platforms.
When adding social media icons to HTML email signatures, be cautious. Always make sure you’re using the latest versions of the icons.
4. Promotional banners
Your work email is a constant communication channel. That's what makes your HTML email signature a great place to showcase new content or special offers.
An email signature banner usually sits below your contact details, giving it credibility and making it more noticeable. To ensure your message lands effectively, keep the banner design simple and avoid overwhelming the reader.
5. Email disclaimers
Email disclaimers can feel out of place in emails, but they’re often legally required. For example, companies in the U.S. may need to include an employer ID number. To keep your email looking clean, make sure the disclaimer text is smaller than your main signature.
Optional elements to include in your HTML email signature
Depending on your industry, role, or company policies, your HTML email signature can go beyond the basics. It can include additional elements that enhance professionalism and provide valuable information.
Here are some other element you can include:
Certifications and licenses: Displaying relevant certifications or licenses can boost credibility and communicate your expertise. For instance, a CPA designation for an accountant can make a strong impression.
Employee photo: Adding a profile picture can make the signature more personal and memorable, especially for customer-facing roles.
Awards and achievements: Highlighting accolades or industry recognition can help establish trust and showcase your accomplishments. This could include an award for excellence in service or recognition as an industry leader.
Company tagline or motto: Including a company slogan or mission statement adds a personal touch and reinforces brand identity. It can also create a lasting impression of your company’s values and goals.
Event invitations or RSVP links: Use your email signature to promote your company's webinar, conference, or event. Adding an RSVP link or event details invites engagement without needing a separate email.
How to insert HTML into Outlook signatures
When using Outlook, follow these steps to insert an HTML email signature:
Outlook 365
Click the Settings gear icon in the top-right corner.
Select View all Outlook settings at the bottom of the menu.
Go to the Mail tab, then Compose and reply.
Under Email signature, click New Signature and name it.
Paste your HTML signature into the text box.
Click Save.
Outlook for Windows
Open the File menu.
Go to Options > Mail > Signatures.
Click New to create a signature.
Name your signature.
Paste your HTML signature into the text box.
Click OK.
Outlook for Mac
Open Preferences.
Click Signatures, then the Plus icon.
Name your signature.
Paste your HTML signature into the text box.
Click Save.
How to add an HTML signature to Gmail
Open Gmail and click the gear icon in the top right.
Select Settings from the menu.
Scroll to the Signature section.
Click Create new.
In the text box, click Insert HTML and paste your code
Click OK.
Click Save Changes.
Managing HTML email signatures with third-party solutions
In the end, designing and creating HTML email signatures can be a time-consuming task. Specialist email signature solutions, however, make creating them simple.
They eliminate the need to manually build HTML code for email signature templates and simplify the design process. Once you set it up and integrate it into an email system, you manage all changes centrally.
Learn more about Exclaimer and get yourself an interactive product tour today.
