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Simple steps to create your own email signature with WiseStamp

The goal of a professional email signature is simple: to help you stand out. In crowded inboxes where competitors are fighting for attention, how you sign off becomes your signature move (no pun intended). A professional HTML email signature goes beyond providing your contact information. It reinforces your brand image, enhances your marketing efforts, and leaves a lasting impression.

On the other hand, a poorly designed email signature is worse than an empty email signature box. It could make an organization look unprofessional, and result in recipients may even hesitating to trust your emails.

So, let’s walk you through how you can easily create your own email signature even if you’re not a designer.

Key takeaways

A standard email signature template for all end users saves time and maintains brand consistency.
A poorly designed email signature does more harm than good.
A well-designed email signature is more than contact information. It can promote marketing campaigns and guide recipients toward your desired next steps.

How to create your own email signature with WiseStamp

WiseStamp makes this process simple, even if you’re not especially tech-savvy. Here’s a quick guide to get you set up with a personal email in minutes. Keep in mind that if you’re looking to create and deploy signatures to your entire team, there will be a couple more steps to follow.

Step 1

Log in to WiseStamp

Start by heading to webapp.WiseStamp.com and sign in. You can use your Google or Microsoft account to log in.

Step 2

Add your info

Fill in your name, title, company, and any contact information you want to include. This can be as simple or detailed as you like. You can also add your logo and/or professional headshot, and links to your social channels.

Step 3

Pick a signature template

Now that you have all of the elements you need on the signature, it’s time to organize them in the right layout. WiseStamp offers a range of templates, some more minimal, some more design-focused. Pick the one that best fits your brand.

Step 4

Preview as you go

The editor shows you a live preview as you make changes. That way, you’ll see exactly what your signature will look like before saving it.

Step 5

Design according to your brand

This is where you can truly infuse your brand into your signature. Choose the font color and formatting, the shape and positioning of your images, and the style of icons for your contact information and social links to make a signature that leaves a lasting impression.

Step 6

Optional extras for marketing results

Want to include more than just contact info? You can add elements like:

A meeting scheduler link (e.g., Calendly)
A clickable banner for your latest campaign or event
Legal disclaimers, certifications, or a company slogan
A link to your portfolio, blog, or latest product

You can also view this video from Doc Rock to see just how fast and simple the process is:

Tips for aligning email signatures with brand guidelines

A custom email signature is an extension of your brand identity. It projects your professionalism and personality, which, in turn, reinforces how your recipients perceive your company. That’s why aligning your email signature to your brand guidelines is not an option but a necessity. It tells your readers that you value your image and treat every interaction with care.

Aligning custom email signatures to your brand is easier than you think:

Have standard email signature template for all employees.

Having a predefined email signature template that everyone else uses puts you in the driver’s seat. You unify the message across the company, helping maintain a professional image of your company regardless of who sends the message.

Without one, each employee designs their own signature leading to mismatching layouts, logos, and brand colors.

Include a company logo in email signatures.

The best email signature examples for brand recognition typically include a company logo. That’s because people notice visuals even before reading a single word. The more your recipients see your logo, the more they become familiar with your company.

Remember to use a high-quality company logo with the perfect size for compatibility across different devices. Don’t know how? Check out our complete guide on how to create an ideally sized logo image for your email signatures.

Stick to brand colors.

We bet you already have a well-defined color palette that you use across your company’s physical location, website, uniforms, and marketing materials.

Using the same colors on your email signatures helps complete the branding loop and create an easily recognizable brand identity.

Benefits of a well-crafted email signature

If your organization or business sends emails to potential clients, business partners, and investors (which we bet you do), then an email signature isn’t just a nice-to-have; it’s a must. Think of it as an interactive digital version of your printed business card.

Provides recipients with more ways to contact you. This could be through social media platforms, a direct phone number, or clickable website links.
A valuable tool for reinforcing your brand. An HTML email signature bears elements that make your brand easily recognizable, including the company name, logo, colors, fonts, and tone. This makes more sense considering that the average office worker sends over 800 emails monthly.
It’s a low-cost, high ROI marketing channel. Email signature marketing is a highly underutilized marketing strategy. You can include banners, clickable CTAs, social media icons, and links to your latest product. Learn how to set up effective email signature marketing campaigns and see your leads and revenue grow.
Email signatures can generate leads. Email signatures with strong call-to-actions can easily convert recipients from passive readers to active prospects. You can also add clickable links to direct traffic to landing pages.
They are effective brand awareness tools. Consistently sending a branded email signature helps spread awareness and reinforce brand identity. You can achieve this in several ways, including using brand colors and adding a company logo or headshot.
Email signatures reaffirm professionalism and credibility. Your recipients will likely perceive your emails as credible and trustworthy when you include a professional, branded email signature. This is because it invites action while clarifying who you are and how to contact you easily.

You don’t have to be a designer to reap these email signature benefits. WiseStamp is known for its customizable templates and business-wide signature management and lets you create a professional email signature in minutes.

Common pain points in creating email signatures

Lack of design skills

This is a valid concern since creating a high-quality, brand-aligned email signature from scratch requires considerations such as hierarchy, color balance, and responsiveness.

Not everyone is a designer or has the time and resources to create a professional email signature from scratch. But that’s why WiseStamp exists. It takes the guesswork out of design by offering industry-specific templates you can customize to meet your needs without needing a designer.

Designing and managing company-wide email signatures

We may be biased, but this problem is particularly common among companies that manage email signatures manually.

Rolling out email signatures manually is time-consuming, especially when employees are scattered across different departments and locations.

Even worse, every small update, whether a title change or a banner that needs to be added, requires the IT team to access each end user’s email client individually. These individual adjustments eat away precious time. When your IT team is unavailable for these quick adjustments, your end users continue sending inconsistent signatures, some with missing or outdated information.

Deciding on email signature elements

Another pain point is not knowing what to include in an email signature. An effective email signature strikes a balance between being informative and uncluttered.

Overload it, and it will appear messy and unprofessional. Leave out essential elements, and you risk appearing less professional and not maximizing the benefits of a properly designed email signature.

At the very least, your email signature should include your full name, job title, company name, logo, contact information, company website, and social media icons. Marketing elements like banners and CTAs are optional but very impactful if you’re trying to drive engagement. Feel free to steal ideas from our examples of email signatures.

Standardizing your email signatures with WiseStamp

If you’ve ever seen a company’s emails with mismatched fonts, outdated logos, or no contact info, you know how damaging inconsistent email signatures can be. WiseStamp solves this problem at scale, giving teams a simple, streamlined way to manage professional, branded email signatures across the entire organization.

With WiseStamp, you don’t need to chase down employees or worry about formatting gone rogue. Our dynamic templates allow you to easily incorporate key branding elements like your company logo, employee headshots, and social media links. Whether it’s a signature for Sales with a call-to-action banner, or one for Legal with a disclaimer and direct contact info, every department gets a version tailored to its needs.

Without anyone touching a line of HTML.

All of this is managed centrally by your admin. From one dashboard, they can build, assign, and deploy email signatures automatically, ensuring consistency, compliance, and a polished look across all devices and platforms. And updates can be made completely on the fly. With just a click, updates are instantly rolled out company-wide, or for an entire department.

Final thoughts on creating your own email signature

A polished, interactive email signature is another way of giving your emails a professional look and looping your branding and marketing efforts. But creating one from scratch, aligning it to your brand guidelines, and ensuring uniformity across a company can be overwhelming.

Using WiseStamp, you don’t have to worry about image size, formatting issues, and compatibility across different devices and email clients. You choose a template that matches your brand style, fill in your details, and upload your company logo. WiseStamp will automatically optimize your email signature to your organization’s advantage and integrate it with your email platforms, whether that’s Microsoft 365, Google Workspace, Gmail, Outlook, Apple Mail, and more.

FAQs

What is an email signature?

An email signature is a block of text that’s automatically added to every email you send. A text-only email signature typically consists of your name, job title, company name, and basic contact information, all formatted in plain text. An HTML email signature is feature-rich and can contain your company logo, colors, fonts, clickable links, banners, and CTAs.

How do I create a custom signature in Outlook?

Outlook provides settings across its desktop, web, and mobile clients that allow you to create basic email signatures. Each client manages its signature independently, meaning they don’t sync. If you’re managing multiple users or want consistent email signatures across devices, consider one of WiseStamp’s plans.

Can I add a handwritten signature to my emails?

Yes, you can add a handwritten signature to your emails if you want to evoke professionalism while adding a human touch to your sign-offs. A handwritten signature is a terrific way of making your email signature stand out, especially in client-facing roles. If you add a handwritten signature, keep it small and subtle to avoid making other elements of your signature hard to notice.

How do I make my email signature stand out?

To stand out, your email signatures need to be seen and remembered. Achieving this requires a balance between design, clarity, and branding. Follow these tips to create an email signature that catches the interest of your brand:

Use your brand colors sparingly to keep the design clean and avoid causing distractions.

Stick to a clear and concise email signature. Avoid muddying it up with a lot of unnecessary information.

Include a CTA. There’s something you want your recipients to do with every email you send. Adding an appropriate CTA removes uncertainty by guiding your recipients to the next step. That’s the definition of a better experience.

How do I create a custom signature in Gmail?

You can create a custom Gmail signature using the built-in settings in Gmail Web and Gmail mobile clients. The Gmail Web version supports rich-text signatures, while the mobile app version allows basic text-only signatures. If you want to create professional Gmail signatures for use across the company, try WiseStamp. It lets you create and automatically apply branded signatures across all users in your Google Workspace, giving every email a consistent and professional look.

Do you write your name if you have an email signature?

This is debatable. But we like to side with people who write their names even if they have a signature block below the email. Adding your first name or full name in the sign-off helps enhance the tone of your message. On the other hand, your email signature block is for professionalism and branding. There are instances where you can drop off the name in the sign-off, for example, during a back-and-forth conversation.