Team email signature examples that build trust

What is the importance of a team email signature? This is a question that we get a lot. Email signatures are crucial for sharing additional contact information like direct phone numbers and social media handles. But this real estate at the bottom of your emails can do far more than that. It’s a micro branding machine sent out with every email.

Consistent branding in emails is crucial for professionalism, which is why WiseStamp’s email signature management platform, known for its extensive template options and seamless integration features, offers an intuitive way for teams to establish and maintain a unified digital presence.

Key takeaways

• Have a flexible email signature template relevant to the users and useful to the recipients.
• Ensure your team email signature template aligns with the industry’s and brand’s guidelines.
• Stick to design elements your recipients already know to maintain brand consistency.

Examples and templates of team email signatures

WiseStamp is among the world’s leading email signature management platforms. Start by exploring our team email signature examples for inspiration on designing one and the elements to include.

The impact of templated email signature for a team

Imagine this: your company has just shifted into growth mode. The customer base is growing, new locations are being established, and the number of employees is doubling.

However, as you invest heavily in marketing and social media presence, your business email signatures are quietly being overlooked.

New employees are personalizing email signatures with weird emojis and unnecessary quotes. The marketing team is using a completely off-brand template from three years ago with outdated banners and broken links.

Before you know it, what should be a free branding tool starts creating confusion and sending mixed signals to your recipients. And just like that, the professional image you’ve struggled to build gets a hit. That’s the effect of not having a unified and closely managed team email signature.

A unified business email signature is not just a modern way of signing off email collaborations. It’s a valuable tool that can captivate your recipients’ attention and directly influence how they perceive your business.

A good team email signature example reinforces your professionalism and credibility every time an email is sent. It shows that you’re organized and care for even the smallest details. On the contrary, disjointed email signature templates are unprofessional and suggest that your brand is disorganized. This can leave a negative impression and undermine your branding efforts.

How to create the right email signature template for a team

Choose the right template

When most people hear of a team email signature, they think of it as a single email signature that everybody in the department or business uses. That’s not always the case.

What we mean by a template is the overall structure of the email signature. Things like fonts, color scheme, logo placement, and social media icons should be consistent to maintain uniform branding. However, the actual content of the email signature may differ to make it more relevant to the team or use case.

For instance, an email signature for a sales team might have a banner or a booking link to schedule a demo. On the other hand, the legal department might opt for a template with a disclaimer. 

This flexibility is important for ensuring team members stay on-brand and still use signatures that resonate with their needs.

Consider design guidelines

A good team email signature should reinforce your brand every time an employee sends an email.

You achieve this by using the design elements that people already associate with your brand. These are the same elements that you use on other marketing materials like websites, brochures, and social media pages. They include color scheme, logo, and fonts.

Unifying your team email signature helps recipients immediately identify who you are in crowded inboxes. It also helps confirm legitimacy and eliminate doubt, especially now when email scams are rampant.

Determine essential elements 

An important consideration of a team email signature is the length. The best professional email signatures provide all the essential information while being concise.

Always aim to keep your team email signature templates no longer than seven lines. This will help maintain a clean, professional appearance without overshadowing the main message.

Decide on the hierarchy of elements

Hierarchy in email signatures refers to the visual arrangement of your elements. It helps guide the recipient’s eyes to the most important elements. Remember people don’t always read the entire email signature. Optimize it by placing the most important information at the top and highlighting the elements you want your recipients to see.

The best email signature templates include the following elements and in this order:

• Full name: Always use your full legal name. You can include an initial in the middle, but not a nickname.
• Job title: Adding your role to the email signature helps recipients understand your role in the company.
• Company: Important for raising brand awareness and boosting recognition.
• Phone number: A direct phone number makes it easier for your recipients to contact you directly. It also adds a personal touch, increasing the likelihood of engagement.
• Social media: Adding your socials makes your team email signature more interesting while driving clicks. Add only relevant platforms that you’re active on.
• Call-to-Action (CTA): Email signature templates with CTAs turn a routine communication channel into an effective marketing and lead generation tool.
• Disclaimer: Email signature disclaimers come in different types, all of them aim to protect your company from fines and legal actions.

Ensure format compatibility

One thing to remember when creating a team email signature is that people use various devices with varying screen sizes to read their emails. Plus, people use different email clients, which render email signatures differently.

Given these two factors, creating a professional email signature that looks the same regardless of the device becomes a challenge.

If you’re creating your signatures manually, you must thoroughly test your templates across different devices and email clients to ensure consistency. However, this is something you can achieve easily using the WiseStamp email signature manager.

Our free email signature generator creates team email signature templates that are guaranteed to look good no matter the email client or size of the screen they are read from.

Implement and enforce team email signature standardization

You can implement and enforce email signature standardization manually or using an email signature manager.

Manual method

With this method, you clearly communicate the importance of a unified company email signature. Next, you train your staff to create and deploy professional email signatures using the provided template.

We don’t recommend this method as its success relies on employees understanding and following your guidelines to the letter. This is almost impossible to guarantee in the long run and will easily lead to inconsistent signatures. Plus, updating email signatures will be costly and time-consuming for your IT to deploy.

Using a signature manager

This method involves centrally managing your team email signatures using a tool like WiseStamp. Central management means that the entire company’s email signatures are controlled from one dashboard, thereby guaranteeing consistency.

The other advantage of using the WiseStamp email signature manager is the ease of updates. Changes are almost instantaneous, saving time while ensuring each employee’s signature reflects the latest branding, marketing, and compliance guidelines.

WiseStamp also supports segmentation, allowing individual team members to have email signatures tailored to their roles or regions.

Tips on Crafting the Perfect Email Signature for a Team

i) Lock brand elements – locking brand logos, color schemes, fonts, and fonts means unauthorized team members can’t alter them and cause inconsistencies.

ii) Enforce compliance by automating email signature deployment – while an automation tool like WiseStamp allows flexibility, it ensures compliance is not optional.

iii) Simplify your design – less is more in professional email signatures. A minimalist email signature features only relevant elements, making it easy to read.

iv) Use web-safe fonts – use universal fonts supported by a wide range of email clients and devices. Choose from our list of web-safe email signature fonts.

v) Test email signatures regularly – proper email signature management requires checking how your templates appear across different devices and browsers. This is proper for catching issues early before your recipients do.

Final thoughts on team email signatures

Unifying your brand’s email signatures isn’t just another checkbook exercise. It’s a key step towards protecting your professional image, boosting your sales and marketing efforts, and protecting your business from expensive legal mistakes.

Managing email signatures manually becomes a challenge as your team’s headcount increases. Luckily, that’s what WiseStamp for Teams is built for. Our email signature management tool ensures that all team members, no matter where they are, have a professional email signature that’s aligned with their goals and valuable to the recipients.

That way, your team email signature becomes a secret communication weapon that works quietly in the background.

If you’re ready to design and centrally manage your team email signatures, book a demo.