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Your email signature might be the last thing on your mind when sending out those chilly outreach emails, but here's the secret: It's often the first thing your recipients notice. 

Crafting a killer cold email signature can make all the difference in whether your message gets opened, read, and acted upon. In this blog, we're diving deep into the world of cold email signature best practices. Get ready to transform your email game and make a memorable impression each time.

What is a Cold Email Signature?

An email signature is more than just a sign-off or a closer to a cold email. To get technical,

Email signatures are blocks of text or HTML code that are automatically added to the end of your email message. In a small space, they present the receiver with information about the sender, such as their name, job title, contact information, and often include additional elements like company logos, disclaimers, or links to websites and social media profiles. 

The main purpose of a cold email signature is to provide essential contact details and convey professionalism in email communications. But we’ll talk more about that in a bit.

The Importance of Cold Email Signature

If you do end up opening a cold email (that’s a whole other story), one of the things that’ll capture your attention is an email signature - right? Think about it as a receiver. Now, let’s wear our sender’s hat. 

In a short space, an email signature is the only place to include your contact details, reinforce your brand, and add a little extra flavor. But that’s not the only reason why cold email signatures are important. Let’s list them all down. 

1. Professionalism

An email signature adds a professional touch to your emails. It signals the recipient that you are a legitimate and credible business person. This can enhance your reputation and make your emails more trustworthy.

2. Contact information

This is the most obvious but most important one. Cold email signatures typically include essential contact information such as your name, title, company name, phone number, email address, and social credentials. 

This makes it easy for recipients to get in touch with you or your company, which is crucial for salespeople who need to facilitate communication with potential customers.

3. Branding

Email signatures can be an extension of your brand. You can reinforce your brand identity with every email you send by including your company's logo and using consistent fonts and colors. This helps create brand recognition and can contribute to a professional and polished image. 

4. Credibility

A well-designed cold email signature can enhance your credibility as a salesperson. It shows that you take your communication seriously and are a legitimate representative of your company. This can be particularly important when trying to establish trust with potential customers. 

5. Marketing opportunities

Email signatures provide an opportunity for subtle marketing. Apart from including your website and social links, you can promote specific products or services with banners or clickable buttons. 

This can drive traffic and generate leads or sales. Have an interesting webinar coming up? Have a press release of an exciting new launch? Add a link to your email signature. 

6. Consistency

Standardized cold email signatures ensure that every email from your organization looks consistent and professional. Imagine how unprofessional it will appear to the sender if they receive two emails from your organization that look so unrelated.

7. Contact management

Email signatures often include vCard links, allowing recipients to add your contact information to their address book easily. This can streamline the process of saving your details for future communication.

8. Personalization

Salespeople can use cold email signatures to add a personal touch to their emails. Including a brief, friendly quote or a link to a personal blog or LinkedIn profile can help recipients connect with you on a more human level.

The Major Components of a Cold Email Signature

Okay, let’s picture what an email signature looks like. It has a bunch of key elements that ensure its impact and that it does what it’s meant to. Here they are:

1. Name: The sender's full name is usually the most prominent element in the signature.

2. Job title: This specifies the sender's role or position within the organization.

3. Company name: The name of the sender's company or organization is often included, along with the company's logo.

4. Contact information: This typically includes the sender's email address, phone number, and physical address. 

5. Website links: A link to the sender's company website or other relevant web pages can be included.

6. Social media links: Links to the sender's social media profiles, such as LinkedIn, Twitter, or Facebook.

7. Campaign or asset links: Some people use this opportunity to add campaign events, assets, or press release links to generate more leads or increase inbound traffic.

8. Calendar links: This is a usual hack that sales reps use now. They include their calendar to allow recipients to book a meeting at their convenience.

email signature components

Creating a Perfect Cold Email Signature: Top Tips and Techniques

1. Keep it simple

Don't clutter your cold email signature with too much information or too many design elements. Keep it clean and easy to read. Stick to one or two professional fonts and avoid excessive formatting like bold or italics for the entire signature. 

Overly fancy or flashy fonts and colors might distract from your message. Use your company's brand colors sparingly and ensure they don't clash or distract from the content.

2. Offer all your contact information - and make it clickable

Include your full name, job title, company name, direct phone number, email and social links. These basics make it easy for recipients to know who you are and how to contact you. 

Make it even simpler by adding your calendar link. You need to include the name and website of your organization - and if it’s relevant, add a tagline or a description.

3. Put a face to the name

Including a professional headshot can add a personal touch and help recipients put a face to the name. 

Make sure it's a high-quality image. Ensure the photo is clear, well-lit, and professional in attire and background. Remember to keep the photo small (around 100x100 pixels) to prevent it from overpowering the signature.

4. Keep it consistent, too 

Ensure that all sales team members use a consistent cold email signature format. This reinforces your company's branding and creates a cohesive look. Give your teammates the ability to personalize their signatures while retaining brand uniformity.

5. Make sure you’re mobile-friendly

Most people check their emails on their phones. So ensure your signature adjusts well to different screen sizes, especially on mobile devices. Test your signature's responsiveness on various email clients and devices. Gmail or Outlook, tablet or mobile phones - cover all your bases.

6. Let go of the personal quotes

While a personal touch is nice, avoid using personal quotes or sayings in your cold email signature. Stick to information that relates to your role and company. If you use a quote, ensure it's relevant to your professional image or industry. And never have it longer than a short sentence.

7. Keep it current

If your contact information or job title changes, update your email signature promptly. Outdated information is both confusing and unprofessional. And if your organization undergoes any branding refreshes, make sure that it is updated as well.

8. Don’t use it till you test it

Before finalizing your signature, send test emails to yourself and your colleagues to ensure everything looks and functions as expected. Get feedback from your peers or even use online tools to check for any issues in rendering or formatting.

9. Go professional with the email signature generator

Creating and customizing cold email signatures for your entire org can take a long time. Consider getting professional help. Explore online generators that simplify the process and provide customizable templates. There are a whole bunch of tools available that are free. We’ll list some of the best ones below. 

Remember that your email signature is a valuable part of your professional image, so invest some time creating a signature that reflects well on you and your company.

How do Email Signature Generators Work?

Email signature templates work as pre-designed layouts that you can use to create consistent and professional cold email signatures for yourself or your team. Here's how they typically work:

1. Design and customization: Email signature templates are created with design software or HTML coding to ensure a specific look and structure. They can include various elements such as your name, job title, company logo, contact information, and social media links. 

2. Editing software: You'll typically need access to email signature editing software or an HTML editor to use a cold email signature template. Some email clients, like Outlook and Gmail, offer built-in signature editors that allow you to customize and format your email signature.

3. Personalization: You'll need to personalize the template with your information, including your name, contact details, company information, and any other elements you want to include. You might also upload your own photo or company logo.

4. Formatting and styling: Templates often have predefined fonts, colors, and layout styles. You can usually customize these to match your brand or personal preferences. This may involve adjusting font sizes, colors, or the arrangement of elements.

5. Adding links: If you want to include links to your website, social media profiles, or other web pages, you can usually add these as hyperlinks within the template.

6. Saving and installing: Once satisfied with your cold email signature, save it as an HTML file or copy the generated HTML code. Then, you must paste this code into your email client's settings, specifically in the signature section.

Top Tools to Create Cold Email Signature Templates

There are several free email signature tools available that can help you create and manage professional cold email signatures. Here are some of the best ones:

1. offers a free email signature generator. It allows you to create basic email signatures with your contact information, company details, and a simple design. You can customize font colors and add social media icons.

2. HubSpot Email Signature Generator: HubSpot offers a free email signature generator to create a professional signature with your name, title, company, contact information, and social media links. It provides a straightforward way to customize your signature style.

3. Wisestamp: Wisestamp offers a free email signature generator and management platform. It enables you to create and customize email signatures with various templates, fonts, colors, and social media icons. Wisestamp also provides a browser extension for easy integration with your email client.

4. offers a free email signature generator with various templates and customization options. You can include your name, job title, company logo, contact details, and social media links. It supports multiple email clients and allows you to export your signature as HTML or install it directly into popular email platforms.

5. for Gmail: If you primarily use Gmail, offers a dedicated free email signature generator for Gmail users. It lets you create and install professional signatures directly within your Gmail settings.

6. for Outlook: Similar to the Gmail version, offers a free email signature generator tailored to Microsoft Outlook users. It helps you create and apply consistent email signatures within your Outlook account.

7. Gimmio: Gimmio provides a free email signature generator with various templates, customization options, and the ability to include social media icons and logos. It offers an easy way to create professional email signatures and provides HTML code for installation.

8. offers a free email signature generator with a straightforward interface. You can create basic email signatures with your contact information and company details. It provides HTML code for you to insert into your email client.

Remember that the features and capabilities of free email signature tools may vary, and some may offer premium paid versions with more advanced customization options. When choosing a tool, consider your specific needs, the email client you use, and the customization required for your professional email signatures.

Craft your Cold Email Signatures with Outplay's Free Email Signature Generator

Outplay's Email Signature is a powerful tool that allows you to create personalized and memorable email signatures in just a few clicks. It offers a collection of stunning templates and customization options to reflect your personality/ brand and make a lasting impression.

Outplay's Email Signature simplifies the process of creating an email signature. You can select a template from our collection and then enter your information under four sections: 

  • General (name, job title, etc.)
  • Social (links to your social media profiles)
  • CTA (a call-to-action button or banner)
  • Design (customization options)

Within seconds, you can generate your personalized email signature. The email signatures created with Outplay's Email Signature are compatible with all email clients, such as Gmail and Outlook. You can copy the source code or signature and add it to your email client.

You can even directly add the email signature created to your Outplay account. This ensures that your personalized email signature is automatically included in your outreach efforts through Outplay.

The best part is that Outplay's Email Signature is free and accessible! You can create, customize, and enhance your email signatures without any cost or the need to provide payment information. Enjoy its full functionality without spending a dime!

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