Email signatures

Build a consistent email signature for everyone at your firm and install it in Gmail, Outlook, Apple Mail and on phones.

The signature builder

Open the signature builder from the app menu or go to /signature/ in the app. Each person's signature is filled in from their profile, so names, titles, phone numbers and office addresses stay in sync with your website.

Building a signature

1. Choose a layout. Browse the layouts gallery and pick one. Layouts range from a simple text block to versions with a logo or headshot.
2. Use the toggles to show or hide items such as headshot, logo, office address, mobile number, website link, social links and a disclaimer line.
3. Adjust sizes. Set the text size for each item and use the sliders for the logo and headshot to suit how much space you want the signature to take.
4. Preview the signature in light and dark mode.
5. Click Copy signature.

Dark mode

Many email apps switch to dark backgrounds. The builder uses a dark-mode-safe version of your logo so it stays visible either way. If you've uploaded a reversed logo in your brand kit, it's used automatically where it helps.

Installing your signature

We don't host or manage email. You paste the signature into your own email app.

Gmail

1. Open Gmail, click the gear icon, then See all settings.
2. Under Signature, create a new signature and paste.
3. Set it as the default for new emails and replies, then click Save changes.

Outlook (desktop and web)

1. Open Settings and find Signatures (in desktop Outlook, under File → Options → Mail).
2. Create a new signature and paste.
3. Choose it as the default for new messages and replies, then save.

Apple Mail

1. Open Mail → Settings → Signatures.
2. Select your account, click +, and paste.
3. Untick Always match my default message font so the formatting is kept.

Phones

Mobile mail apps handle formatting less reliably. For iPhone and Android, a simpler layout and the small size usually work best. Copy the signature and paste it into your mail app's signature setting, then send yourself a test email to check it.

Firm standard and locks

An administrator can set a firm standard: the default layout, size and toggles for everyone. New signatures start from the standard.

On the Firm plan, you can also lock parts of the standard, such as the layout, logo or disclaimer, so individuals can't change them. Unlocked items remain editable by each person.

Getting help

If a signature isn't displaying correctly, raise a support ticket from the app, from support.firmmarketing.com, or by emailing [email protected]. Simple changes are prepared by AI as a draft you approve, free up to a monthly fair-use allowance (20 on Solo, 60 on Firm). Anything that needs a person gets an estimate in 0.1-hour units at $225/hour that you approve before work starts. Please note we can't make changes inside your email system.