Email Signature Generator for Plain Text Signatures

How to use the email signature generator

1. Enter your full name in the first field. This is required and forms the top line of your signature.
2. Add your job title and company. They will appear together on one line separated by a vertical bar.
3. Fill in any contact details you want to share: phone, mobile, email address, website and LinkedIn profile.
4. Optionally include your pronouns in parentheses next to your name.
5. Copy the generated plain text signature and paste it into your email client settings.

How the plain text signature is built

The email signature generator constructs each line conditionally based on what you enter. Your full name always forms the first line. If you provide pronouns, they are appended in parentheses, for example Jane Doe (she/her).

The second line combines your job title and company with a pipe character. If you only supply one of those fields, that single value is used instead. Every subsequent line adds a label followed by the corresponding value:

• Phone: +1 (555) 123-4567
• Mobile: +1 (555) 987-6543
• Email: jane@example.com
• Web: https://example.com
• LinkedIn: https://linkedin.com/in/janedoe

Empty fields are skipped entirely, so the output never contains blank lines or dangling labels. For instance, if you enter only a name and an email, the result is exactly two lines.

Why choose plain text over HTML

HTML signatures can look polished, but they introduce several practical problems. Many corporate mail servers strip HTML formatting for security reasons, leaving recipients with broken markup or missing images. Mobile clients sometimes render complex tables incorrectly, causing text to overflow or wrap awkwardly.

A plain text signature avoids these issues completely. It displays identically in Gmail, Outlook, Apple Mail and every other client. It also keeps your message size small, which matters when replying to long threads where signatures accumulate at the bottom of every reply.

If you need styled text for other purposes, tools like the cursive text generator or glitch text generator can produce Unicode characters that work in plain text contexts, though they may affect screen reader accessibility.

Best practices for professional email signatures

A professional email signature should be concise. Include only the information a recipient actually needs to identify you or reach you through another channel. Four to six lines is usually sufficient.

Always use your full legal or preferred professional name rather than a nickname. List your most reliable contact method first. If you carry both a desk phone and a mobile, put the one you answer most often at the top.

Avoid decorative ASCII dividers such as rows of asterisks or dashes. They add visual noise and can trigger spam filters that flag messages with unusual character patterns. A simple line break between logical sections is cleaner.

Do not include quotes, slogans or promotional banners in a business context. Those elements belong in marketing emails, not in everyday correspondence where brevity signals respect for the recipient's time.

Adding your signature to common mail clients

Once you have copied the output from this email signature generator, paste it into your client's signature settings.

In each case, make sure the signature format is set to plain text rather than rich text or HTML. This prevents the client from inserting hidden formatting tags that could alter spacing or font.

Common mistakes to avoid

The most frequent error is including too many links. Listing five different social media profiles dilutes the purpose of a signature. Pick one or two channels where you are professionally active.

Another mistake is inconsistent phone formatting. Mixing international dialing codes in some numbers while omitting them in others confuses recipients calling from abroad. Use the E.164 format (+1 555 123 4567) or your country's standard consistently across all numbers.

Finally, do not rely on custom fonts or colors. Even if your mail client supports them, the recipient's client controls how the message renders. Plain text guarantees uniformity, which is why this tool produces unformatted output by design.

Worked examples

Each result below was produced by the same code the tool runs, so you can check your own numbers against them.