Company email signature examples that work

Setting up an email signature is not rocket science. All major email clients, including Gmail, Outlook, and Apple Mail, allow you to set one up within email settings. But if you want professional email signature templates that are on-brand and stay consistent across your company and all email clients, you must look beyond your email signature editor.

Individuals and businesses recognize the importance of consistent branding in digital communication, making WiseStamp, a leader in easy-to-use email signature solutions, crucial for unified branding and marketing.

Key takeaways

• Consistency is your key priority when designing a company-wide email signature template.
• You enjoy the benefits of a company email signature template by keeping it simple, standardized, and professional.
• Smart company owners have several email signature templates for different departments and users.

The impact of templated email signatures for companies

A company email signature template is not just about sharing basic contact details. It’s a powerful, yet overlooked tool, whose benefits cut across all departments, including branding, marketing, and compliance.

Let’s focus on branding for now.

Email is one of the best communication channels for your business. Depending on your industry, each employee sends about 40 emails daily. Assuming you have a workforce of around 50 employees, that’s about 200 emails being sent every day.

Now multiply that by five days. You’re looking at 10,000 emails per week and 40,000 emails monthly.

Impressive figures, right? But what are those emails really doing to your brand? You may be tempted to play it casual, but remember your employees are writing not as themselves, but on behalf of your company.

The fact is that your brand may be getting ignored or blocked because your employees are adding unprofessional elements to their email signatures. These include quotes, funny disclaimers, outdated logos, etc.

Fixing it is simple. Have professional company email signature templates that should be used across the company. Or start by getting inspiration from our company email signature examples below.

How to create the right template for your company email signature

Having a unified company email signature template does not necessarily mean limiting all departments to a single email footer.

Depending on the target department or user, you can have several signatures with different elements (CTAs, banners, disclaimers, etc).

For instance, an email signature template for your marketing department can include a banner promoting an upcoming product launch. On the other hand, company signatures for your sales department could have a “Book Now” button.

What stays consistent is the overall branding, i.e., your logo, colors, fonts, and tone of voice.

In short, every email signature should look and feel like it’s coming from the same organization while meeting the needs of particular departments or users.

Follow these considerations when creating an email signature template for a company.

Align the template to your brand guidelines

A mistake many companies make is having email signatures that are entirely different from the rest of their marketing materials.

Creating a strong and memorable brand requires consistency. For instance, if you use a mix of red and yellow on your website, your recipients expect to see the same on your email signatures. The same applies to logos, fonts, and tones.

Otherwise, your readers may be left confused and wondering whether it’s the same brand.

Determine the elements to include

Below, we’ve listed elements commonly found in professional company email signatures. Some, like the user’s name and job title, are non-negotiable. Others, like company address and disclaimer, may be a legal requirement in some industries and unnecessary in others.

• First and last name
• Job title: use the same formal job title on your LinkedIn to display your professionalism
• Company logo or headshot
• Secondary contact information
• Website link
• Company address
• Social media icons
• Call-to-Action
• Disclaimer

Include images

You can use a headshot, a company logo, or even both. A headshot is a great way to put a face to your name, while a logo helps in raising brand awareness and recognition.

Remember, quality is a must when it comes to images. Blurry company logos and fake (AI-generated) photos are associated with scammers and spammy content.

Think of mobile users

Readability and email signature size will be your major concerns here. Make sure your text is readable on smaller screens, and buttons are easy to tap. You also want to ensure that your company signatures are small enough to load quickly and avoid triggering spam filters. We recommend keeping email signature file size below 100 KB.

Add CTAs

If the recipient has read the entire email up to the bottom, then they are likely interested in what you have to say or offer. So, what do you want them to do? This is where your CTA comes into play.

A CTA can be anything from a clickable link to a video, banner, or more. Just make sure it has a goal and is relevant to your recipient.

Check out our other article for inspiration on how and the types of CTAs to use in email signatures.

MS Word vs HTML vs signature generator

All of these are common options when creating a company email signature template. Each has its pros and cons.

MS Word email signatures

If we could say only one thing about using MS Word to create an email signature, that would be don’t use it. That’s because email signatures made using MS Word are only compatible with Outlook 2007, 2010, 2013, and 2019, among other versions that use the Word Rendering engine.

If your signature is opened in any other Outlook version or email client, it will likely have strange fonts, missing or broken images, and weird line breaks.

In short, unless you’re sure that your recipients use a compatible Outlook version, avoid MS Word email signatures.

HTML signatures

If you’re good at coding, then this is a much better option. Remember to use basic HTML and inline CSS to ensure maximum compatibility with common email clients and faster loading times.

If you’re not comfortable with HTML, this might not be your cup of tea. Plus, even professionally designed HTML signatures break down easily because email clients interpret code differently.

Signature generator

The best company email signatures are made with dedicated email signature generators like WiseStamp. There are four reasons you might want to use WiseStamp:

• It’s easy to use. We’re talking about filling out fields like contact details, uploading images, and waiting for WiseStamp to generate a professional email signature for a company based on your input in minutes.
• Endless customization options. WiseStamp offers hundreds of free company email signature templates. Pick a template of your choice and customize it according to your needs.
• Compatibility with all email clients. WiseStamp is considered the best email signature generator for many reasons. The biggest is creating signatures that look and perform great across most email clients.

Tips on crafting the perfect company email signature

1. A poor company signature design is easily noticeable compared to a good one. If you’re not comfortable designing an HTML email signature, use a dedicated email signature.
2. Less is more. Don’t overcrowd your email signatures with information that your recipients don’t need.
3. Use your brand colors to add pop to your email signatures and highlight specific elements.
4. Use a larger font and bold your name and title or other crucial elements to make them stand out and attract the most attention.
5. Arrange information in a hierarchical order based on importance. Ideally, start with your name and contact information and end with social media icons or disclaimers.
6. Use a signature manager to ensure your company signatures stay up to date and professional amidst company and employee title changes. The WiseStamp email signature manager will be of help here.

Additional benefits of using templated email signatures for companies

It increases brand awareness

The best company email signatures are like business cards, only that they accompany every message your team sends. Plus, they are dynamic, allowing you to target specific recipients. In short, when boosting brand awareness, your email signatures are much more effective than printed cards.

It’s a free mini-board

If your email footer is just a text block with your contact details alone, you’re missing out big time.

Email marketing is a core part of digital marketing. Every email you and your team send is an opportunity to tell your recipients about a special promotion, an upcoming event, or the new product you’re about to launch.

It adds convenience to the customer journey

A well-crafted company signature email template reduces unnecessary email back-and-forth by providing direct links to resources your customers may need. These include clickable website links, direct phone numbers, and social media links.

Let’s face it: Your potential customers are more likely to sign up for an upcoming webinar if it only takes a single click.

How WiseStamp helps in overcoming compatibility and technical challenges

Creating consistent email signatures

The trickiest part of letting employees create signatures is ensuring consistency. You could train them on how to add an email signature in Gmail and Outlook manually.

However, that does not guarantee that they will follow brand guidelines. Most built-in email signature editors also have limitations that make it challenging to create on-brand email signatures.

WiseStamp helps by enabling you to manage and deploy company email signatures across the company centrally. This saves both the IT department and your employees time, while ensuring that everybody uses an official, standardized signature template.

Ensuring compatibility across email clients and devices

One quality of a good email signature is that it’s consistent regardless of where it’s viewed. This is another major challenge when creating email signatures manually.

You have to test the final product across email clients and devices to ensure the layout stays intact, fonts are rendered consistently, and images are not broken. This can be time-consuming, especially if we’re talking about several email signatures.

How does WiseStamp deal with this? Not to brag, but WiseStamp generates HTML signatures optimized for compatibility across all major email clients and devices, including desktops, tablets, and smartphones. There’s no need for manual testing, guesswork, or worrying about what your signatures will look like on the other side.

Final thoughts on company email signature templates

Poor email signatures don’t just make your company look and sound unprofessional in emails. It leaves a poor impression that hurts how your recipients perceive your brand. That perception could be the difference between closing deals and joining the ever-growing list of blocked brands.

Don’t waste any more opportunities due to poorly formatted and unprofessional signatures. Join WiseStamp and start creating and managing professional company email signature templates from a central location.