Email signature templates

WiseStamp’s email signatures are compatible with a wide range of email services. Thanks to our advanced technological features, you can create sleek email signature templates that work with any platform, including Google Workspace, Microsoft 365, Apple Mail, among many other email providers and CRMs. 

An advanced email signature generator like WiseStamp allows you to deploy signatures individually and at scale, so that even our client-side solutions go way beyond simple copy/paste deployment methods without introducing any complexity to the process. 

Check out our pages for:

• Google Workspace signature manager
• Microsoft 365 Signature Management
• Apple Mail signature templates
• How to create add and change your signature in Yahoo Mail

These are the 10 elements you should include in a professional email signature template:

• Full name: an email signature essentially acts as your digital business card. Including your full name radiates professionalism and lets your recipients know who they are communicating with. 
• Title: don’t assume that anyone can tell what you do based on your email content alone. It’s always wise and professional to spell your title in your email signature. 
• Company name:  this is important for promoting brand identity and recognition. 
• A flattering headshot: a headshot photo will paint you as more approachable. This will personalize your communication and help build stronger connections with your recipients. 
• Phone number: we recommend including your work phone number to help maintain the boundary between professional and personal life. 
• Web address: a clickable link will allow your recipients to access your online presence and learn more about you or your company. 
• Social media icons: clickable social media links offer your recipients other avenues to engage with your brand and learn more about what you do. 
• Email address: including an email address in your email signature makes it easy for a new recipient to send you an email when your email signature is forwarded.
• Company logo: because humans are visual creatures, a logo makes your brand more memorable.

CTA: a call-to-action button entices your potential leads to take a specified action.

Follow these steps to remove your signature from your Gmail and Outlook platforms:

Gmail 

• Login to your Gmail account
• Click on the settings icon at the top right corner of your screen 
• Next, click on “see all settings”
• Scroll down to “signature”
• Click the “delete” icon 
• Click “delete” in the pop-up window
• Lastly, scroll down and click on “save changes”

You have successfully removed your email signature from your email template on Gmail. You can confirm this if there’s no signature block below the subject line when composing a new message. 

Tip: You can set your signature to “no signature” instead of deleting it completely. Navigate to “settings”> “see all settings” and scroll down to “signature defaults.” In the dropdown lists, select “no signature.”

Outlook 

Login to your Outlook account

• Click on the settings icon in the top right corner of the screen 
• Select Account in the top left corner of the pop-up window
• Click on Signatures 
• Click on Delete 
• At the bottom, select Save to make the changes 

Like Gmail, Outlook allows you to set your signature to “no signature” for new messages and replies/forwards. Open your Outlook account and go to settings> account> signatures. Scroll down to select your default signatures. Remember to hit “save” to lock in your changes.

The best format for a professional email signature is a concise layout with all the essential elements arranged in a hierarchy. Ideally, you use color, scale, and font size to guide the reader’s eyes to the most important elements first.

An optimal email signature design would arrange your details in this order; 

• Full name
• Job title and company name
• Contact information 
• Social media icons
• Company logo
• Banner 

Don’t sweat it, though. WiseStamp offers a wide range of free email signature templates with all the elements properly organized and spaced for you.

Another advantage of WiseStamp email signature templates is their ability to adapt to different screen sizes. You’re assured that even your free email signature template will look professional whether your emails are read on desktops, mobile phones, or tablets.

Use an email signature template generator

Top email signature generators like WiseStamp offer the easiest and fastest way to design a professional email signature today.

All you do is sign up for a free account, select your preferred template, and fill in your details. And just like that, you have a professional email signature that integrates seamlessly with most email platforms and CRM systems and is less likely to trigger spam issues. 

For teams, some signature generators, like WiseStamp, have a central dashboard that lets you manage your company’s signatures from one place. 

Code your HTML email signature

This route may be exciting if you’re an HTML guru and enjoy writing code for your projects. Creating an email signature using HTML offers complete control over your signature’s layout. The other advantage is editing and modifying your signature with ease at any time. 

On the downside, creating a visually appealing email signature using HTML can be complex and time-consuming. Inconsistent rendering across different platforms can also cause display issues. 

Design your email signature on design platforms

Design platform and software like Photoshop and Canva are other popular ways of creating email signatures. Canva is beginner-friendly, making it great for everyone, including people without design experience, while Photoshop is the more complex solution. 

However, keep in mind that signatures designed on such platforms are not dynamic, meaning they might not render correctly on all devices or email services.

We recommend keeping your email signature size for Gmail at 300-400 pixels in width and 150-200 pixels in height. The general rule of thumb when designing email signatures and templates is to focus on unifying your brand, and promote a main marketing message..

If your recipients have to scroll through your signature, it’s overly designed and probably a distraction to the main message. 

The general rule regarding your signature “file size” is not to exceed 100 KB. This smaller size ensures faster loading times, especially on mobile devices. Keeping your email signature template’s file size small also prevents potential spam filter triggers. 

Learn more about email signature size and dimensions here.

There are three possible methods of sharing an email signature in Outlook:

Sharing the signature template manually

This is the simplest option if you want to share the signature template with, let’s say, a colleague. You design the signature and copy-paste it into an email together with any special instructions. The recipient will copy the template and paste it into Outlook signature settings on their account. 

Although easy, this method can be time-consuming if you send it to many people, each with different instructions. Also, there’s the risk of inconsistencies due to human error, which may affect your marketing efforts. 

Sharing the signature template as an HTML file

You hand-code the email signature and send it as a file to others. Your recipients will then download the file and use it to set up the email signature in their accounts. 

The problem with this method is that your recipients need basic HTML knowledge to handle the file correctly. Secondly, some recipients may have issues handling the file if the code is incompatible with their systems or email clients. 

Use dedicated email signature generators like Wisestamp 

A third-party generator like Wisestamp is the best way to streamline sharing and managing email signatures among multiple users.

With Wisestamp, you have an admin who centrally deploys and manages email signatures across the business or organization. This eliminates most of the problems that come with employees applying changes individually. 

You also save a lot of time through instant updates. Plus, centralized management ensures consistency across the entire company, which is crucial for fostering customer trust.

Several problems come up when you design your email signature on Canva, Photoshop, and Hubspot and then copy-paste it into your email:

1. i) Formatting issues

Your email client may not support design elements, such as font sizes, styles, and colors, leading to formatting issues. 

1. ii) Alignment problems

The email client may fail to preserve the exact placement of elements or spacing between text and images. As a result, your texts and images might move out of place, distorting the appearance of your email signature. 

iii) Requires individual updates from each employee

Lack of centralized management is the biggest drawback of using Canva or Photoshop to design email signatures. To implement changes company-wide, you’ll need to email every employee the changes and hope they update the signatures in their specific email accounts, which they may never do. 

1. iv) You can’t add company-wide banners 

It’s challenging to add company-wide banners without centralized management. This leads to the loss of a powerful marketing channel. 

Most people prefer to use WiseStamp and other email signature generators partly because they are designed purposely for this task. That’s to mean you never have to worry about most email signature problems like formatting, alignment, and HTML/CSS. 

Plus, WiseStamp email signature templates have responsive formatting and are digitally accessible.