Freelancer email signature templates
As a freelancer, your signature is a tiny portfolio page that goes out on every email. This template says what you do in plain words, links the one piece of work you'd most like a prospect to see, and has an availability line you can change as your calendar fills up. That last line does real work: it quietly tells new clients when you can start, and reminds existing ones to book you early.
;sig-freelance;sig-freelance in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
For clients mid-project, who need your working hours more than your portfolio.
For cold pitches, where a recognisable client name earns the click.
When to use it
- Pitching new clients or replying to inbound enquiries.
- Project email with active clients across time zones.
- Updating everyone on availability without sending a newsletter.
What to avoid
- Don't list your day rate in a signature. Quote it per project.
- Avoid "freelance" as your whole title. "Brand designer for B2B startups" tells people what to hire you for.
- Don't name a recent client without permission.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Full name
{fill:Full name} - Your name or studio name.
- What you do
{fill:What you do} - What clients hire you for, e.g. "Product copywriter for SaaS teams".
- Portfolio link
{fill:Portfolio link} - Your portfolio or one strong case study.
- Availability
{fill:Availability} - E.g. "Available for new projects from April".
- Working hours
{fill:Working hours} - E.g. "9–5".
- Time zone
{fill:Time zone} - E.g. "CET" or "US Eastern".
- Recent client
{fill:Recent client} - A client you're allowed to name.
Tips
- •Update the availability line monthly, e.g. "Booking projects from March". It's one edit in Retext.
- •Add your time zone for clients abroad; it saves a lot of 3am emails.
- •Use the active-client version as your default in Slack Connect channels and the full one in email.
Works in Gmail, Mail, Slack and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Small studios and collectives can keep the studio portfolio link and availability line in a team snippet they create, such as ;sig-company. Each member's signature has their own name and pulls it in with {snippet:sig-company}, so one edit updates availability for everyone.
See Retext for TeamsQuestions
What should a freelancer's email signature include?
Your name, what you do in plain words, a portfolio link and optionally your availability. Add a time zone if you work with clients abroad.
Should I put my availability in my email signature?
It's a useful, low-pressure way to tell clients when you can take new work. Just keep it current.
Can I use a different signature for pitches and for clients?
Yes. Save both in Retext with different triggers, or use per-app snippets so each app gets the right one.
Related templates
Consultant email signature
;sig-consultEmail signatures
[Full name] [Firm name] [Specialty] Book a call: [Booking link] [Phone]
Email signature with booking link
;sig-bookingEmail signatures
[Full name] [Job title], [Company] Grab [Meeting length] on my calendar: [Booking link]
Simple email signature
;sig-simpleEmail signatures
[Full name] [Phone]
Type ;sig-freelance, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
Free to start. No account required on the Mac.