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Create a Professional Email Signature

Short emails from a stranger with no signature look like spam. A simple, professional signature with your name, role, company and photo shows there is a real person behind the email. It makes people more likely to trust it and reply.

Keep it simple:

  • Name, job title and company
  • Your main website (not the cold email domain)
  • An optional small, round photo of yourself
  • No more than one or two links, and no large logos or banners

1. Prepare your photo (optional)​

  1. Crop a friendly headshot into a small square or circle. A free tool such as Avatar Cropper can make a round image.
  2. Keep it small, around 100 x 100 pixels.
  3. Upload it somewhere public and permanent, such as your main website (for example https://bluecake.com/img/alex.png). Copy the image's URL.

2. Create the signature​

  1. Go to the free Woodpecker email signature generator
  2. Choose a template and follow the steps to add your details
  3. For the photo, paste the image URL you copied
  4. Select Create Signature, then Copy Email Signature

Copy the email signature

3. Add it to Instantly​

  1. In Instantly, go to Email Accounts and select an inbox
  2. Open the Settings tab and paste the signature into the Signature box
  3. Check the photo shows. If it doesn't, select the image, choose the replace icon Replace icon and paste your image URL again.
  4. Select Save
  5. Send a test email to yourself to check it looks right

Repeat for each inbox, changing the name and details to match.