A Gmail signature should identify the sender and provide reliable business contact details without overwhelming the message. Configure it for the addresses and devices you actually use. A browser signature and a mobile app's signature settings can behave differently.
IN THIS ARTICLE
01 Create the signature
- Open Gmail in a browser and go to Settings > See all settings.
- In General, find the signature section and create or edit the required signature.
- Add the approved name, role, business details and useful links. Use concise text and a small, accessible logo if needed.
- Choose the default for new messages and replies or forwards. Review the signature assigned to each configured From address where multiple addresses are available.
- Save changes and compose a new test message.
- Send to an external account and review it on both a phone and a desktop.
02 Check aliases and reply behaviour
Switch the From address in a draft and confirm the correct signature appears. A role address may need different contact information from a personal business address. Verify replies as well as new messages so a long signature is not repeated unnecessarily through a thread.
03 Example: create a signature that still works without images
Use a short text signature for the [email protected] identity. In Gmail, open Settings > See all settings > General and create a signature with the following sample content.
Ada Okeke
Customer Success | Example Company
[email protected]
https://example.comReplace the sample details with approved business information. Choose the appropriate defaults for new messages and replies, then save changes. Compose a new message, switch between any configured From addresses and confirm that the intended signature appears.
Expected result: the received message shows readable contact details on a phone and desktop, even with remote images blocked. Check the mobile application's own signature setting separately if you also send customer replies from that device.
Why might a logo be missing from my Gmail signature?
Check the image's access and size, and inspect the received message rather than only the editor preview. Recipients can block remote images, so keep essential contact information as text. Do not make the entire signature one large image.
04 When company details change
Update all relevant signatures, including mobile settings and any separate organisation-added footer. Avoid duplicate footers by checking whether an administrator already appends the required text.
Use links that customers can recognise and reach over HTTPS. A signature is part of the email, so it should not contain private account links, tracking tokens or information that should only be shared through an authenticated client portal.