Imagine this: You’re finishing up the perfect email to a prospective client, and you’ve proofread the copy approximately 15 times. It looks good, so you hit send. It’s only then that you realize you forgot to include a proper email signature — which can be the most important part of an email.

Sound familiar? You can avoid snafus like the one described above by creating an official signature through the HubSpot Email Signature Template Generator tool. Our guide below provides the step-by-step instructions you need to set your new email signature up.

Why Your Email Signature Matters

Before we walk you through creating a proper email signature, let’s review why having one is so essential. First off, a professional email signature isn’t just your name. Think of mail signatures as digital business cards — they should include your company information, contact info and business logo. Not only will this make it easier for your clients to get in touch with you, but it’ll also help you build brand awareness while making your emails look polished and legitimate.

Elements of a Strong Email Signature

A powerful digital signature can help you connect with more prospective customers. But to create a compelling signature, you need to include more than just your basic contact information. Elements of a strong email signature include:

  • Consistent branding: Make sure your email signature style aligns with your brand’s colors and fonts. You’ll also want to include your company logo, which should be consistent across all marketing materials, including your website, business cards and letterheads.
  • Relevant links: Include a link to your company’s website and any other relevant links in your email signature. The easier you make it for people to connect with your business, the better.
  • Social media icons: Add your business’s social icons to your signature to encourage clients to check out your brand’s platforms. Doing this can also help your brand gain more followers.
  • Legal disclaimers: Depending on your industry, you may need to provide disclaimers regarding confidentiality and copyrights. By placing this disclaimer in the email signature, you’ll know it’s incorporated into every email you send, which can help ease legal concerns for both you and your clients.

Reasons to Use the HubSpot Signature Generator

We’re big fans of the HubSpot Signature Generator because it makes creating a professional email signature easy-peasy. Instead of trying to configure your own, HubSpot has a variety of templates to choose from, allowing you to create a personalized signature within minutes.

Oh, and the best part about this software? It’s 100% free! That’s right — anyone on the internet can use this free email signature generator.

HubSpot Signature Generator Guide: How To Use It

So now that you know about all of the benefits that the HubSpot email signature template generator can provide, it’s time to set up your own customized signature:

1. Choose Your Signature Template

First things first, choose your email signature template from HubSpot’s pre-made templates. There are six different ones to pick from, so take your time selecting the one that best fits your needs.

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Once you choose a template, you can make alterations. To do so, click the paintbrush icon in the generator. You’ll be able to change the text, fonts and colors. This way, you can select styles that are cohesive with your branding.

2. Enter Your Contact Details

Once you’ve selected your template, it’s time to personalize it with your contact information. You’ll want to provide your first and last name as well as the name of your current role, department or company.

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You can also supply additional contact details if you’d like. These can include a phone number, address, website or links to any relevant social media accounts — such as your LinkedIn page.

3. Upload Your Logo

After the contact details are in, the HubSpot signature maker will prompt you to upload your company’s logo. To do this, simply copy and paste the link to the photo in the designated box.

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4. Generate Your Signature

Once your email signature is ready to go, click the “Create signature” button listed below the template. Now all that’s left to do is attach it to your email. These steps can vary based on which email provider you use — like Gmail, Apple Mail, Outlook or Yahoo. Most email systems will have an option within their settings to add a customized email signature. Once there, you’ll paste the email signature into the correct box, save your changes, and voilà! You’re ready to send emails with a crisp and professional signature.

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Melinda (Mel) is a Content Writer at Brafton based out of Pennsylvania. In addition to writing professionally and for fun, Mel loves paddleboarding, hiking and telling her dogs how perfect they are.