Email signature design that works in Gmail, Outlook and on phones
Most email signatures break somewhere: images turn into attachments, fonts change in Outlook, or the whole thing is one blurry screenshot. This prompt has your todo.is agent build a simple, table-based HTML signature with your details as real text, a small hosted-ready logo or photo, and step-by-step install notes for your email app.
The prompt
- Design an email signature for [NAME AND JOB TITLE] at [COMPANY]. Include: [CONTACT DETAILS]. Image: [PHOTO OR LOGO]. Colours: [BRAND COLOURS]. Extra line: [EXTRA LINE]. Build it as simple table-based HTML with inline styles and web-safe fonts (Arial or Verdana), all details as real text, links clickable (phone as tel:, email as mailto:), and the image no wider than 120 px, saved as a small PNG. Keep it under 6 lines and readable on a phone. Give me 2 layout options, a preview image of each, the HTML file, a plain-text version, and install steps for [EMAIL APP].
What to change
- [NAME AND JOB TITLE]: E.g. "Lena Fischer, Senior Account Manager".
- [COMPANY]: E.g. "Brightpath Logistics".
- [CONTACT DETAILS]: E.g. "mobile +49 151 0000 0000, website, LinkedIn URL". Keep it to what people actually use.
- [PHOTO OR LOGO]: Attach a headshot or logo and write "attached", or "no image".
- [BRAND COLOURS]: E.g. "navy #1B2A4A and orange #F28C28".
- [EXTRA LINE]: Optional, e.g. a booking link, "Pronouns: she/her", an award, a legal company line, or "none".
- [EMAIL APP]: "Gmail", "Outlook desktop", "Outlook web", "Apple Mail", or "all of them".
Example result
- Email signature for Lena Fischer
- Senior Account Manager, Brightpath Logistics · navy #1B2A4A and orange #F28C28 · logo attached
- Option 1: Logo left
- • Logo (100 px wide) on the left, a thin orange vertical line, details on the right
- • Lena Fischer in navy, bold, 15 px
- • Senior Account Manager | Brightpath Logistics, 13 px grey
- • M: +49 151 0000 0000 | brightpath.example
- • LinkedIn · Book a call (both linked)
- • Small grey legal line: Brightpath Logistics GmbH · Hamburg · Registered at Amtsgericht Hamburg (example)
- Option 2: Stacked, phone-friendly
- • Name and title on top, contact details in one line, logo below at 90 px
- • Works best if most of your replies are read on phones
- How it's built
- • HTML tables with inline styles, because many email apps ignore stylesheets
- • Arial, a web-safe font, so Outlook doesn't swap in Times New Roman
- • Phone link as tel:, email as mailto:, so they tap-to-call and tap-to-email on phones
- • Logo as a small PNG (under 20 KB); for the most reliable display, host it on your website and use its public URL in the HTML
- • No full-signature image: real text is searchable, accessible and doesn't land as an attachment
- Installing in Gmail
- • Open lena_fischer_signature.html in Chrome, select everything (Ctrl or Cmd + A) and copy
- • Gmail: Settings, See all settings, General, Signature, Create new, then paste
- • Set it as default for new emails and replies, then save changes at the bottom
- • Send yourself a test to a phone and to an Outlook address
- Files delivered
- • lena_fischer_signature.html (options 1 and 2)
- • signature_preview_1.png and _2.png
- • lena_fischer_signature.txt: plain-text version
- • brightpath_logo_signature.png
How to do it with todo.is
- Copy the prompt and fill in your name, company, contact details, image, colours, extra line and email app.
- Paste it into todo.is with your logo or headshot attached, or send it to your agent.
- Open the HTML file, copy the signature and follow the install steps for your email app.
- Send yourself a test email, and ask your agent for a matching version for colleagues by sending their names and titles.
Tips for a better result
- Keep it short: name, role, company, one phone, website, and at most one or two links.
- Skip inspirational quotes and big banners. They make replies long and often get clipped on phones.
- Check whether your country or company requires legal details in business emails (for example company registration), and add them in small grey text.
- Make one for the whole team: send a spreadsheet of names, titles and phones and get one HTML file per person.
email signature design: FAQ
- What should a professional email signature include? Your name, job title, company, one phone number and your website. Add a LinkedIn or booking link if you use them, plus any legally required company details.
- Why does my signature image show as an attachment? Some email apps attach embedded images. Hosting the logo on your website and linking to its public URL in the HTML usually fixes it.
- Will it work in Outlook? Yes. Table-based HTML with inline styles and web-safe fonts is the approach that works most reliably in Outlook. Always send a test.
- Can the agent install it in my Gmail? You paste it into Gmail settings yourself; it only takes a minute. Your agent gives you the exact steps.
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