The Email Signature Handbook
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101 email signature templates

What’s the point making a decent email signature design?

An excellent example of an email signature template optimized for mobile.

It’s just an email signature, right? In the grand scheme of things, it’s not that important compared to other corporate branding. Who really cares what your email signature looks like?

However, email is still the most widely used form of correspondence within modern business, far exceeding letters, instant messaging and social media. You can then begin to see how important it is to develop official email signature templates that everyone uses.

The importance of email signatures

An example of an email signature template using images to enhance its message.

What do you think your customers, suppliers and partners will think if you have a poor email signature? Will they really want to do business with an organization that treats an important part of their branding so shabbily?

With some thought and effort put into your signature design, it will positively impact your brand image and offer you an additional avenue with which to market your business.

Example email signature templates with images

With mobiles in mind

An example of a mobile email signature.

Did you know that 51% of all emails are opened on a mobile device and that iOS is the most popular email client? Whenever you send an email, there is a high chance that it will be read on a smartphone or tablet, so it is in your best interest to make sure that your email signature looks great across all devices. Oh, and “Sent from my iPhone” does not count as a proper signature!

Example mobile email signature templates

Corporate email as a marketing tool

An example of email signature marketing being used.

Your website showcases your latest offerings to customers continuously, yet it gains less visits per day than the total number of emails your organization sends. Including promotional banners in email signatures ensures that your marketing activities get a valued boost and will reach a large targeted audience.

Example email signature templates with promotional banners

Consistency across the organization

Email signature templates should be consistent for all users and all devices.

An email signature doesn’t have to wildly creative, but it does need to be consistent. Every employee needs to use the same design and format, not matter where they are sending emails to.

The best way to do this is let your IT department take email signature control away from employees by either visiting their desks individually to add signatures manually or using a third party solution.

Dynamic social media content

An email signature template example with social media elements.

If you’re not promoting your social media in email signatures, you are missing out on a great opportunity to get loads of new fans for free and introduce your customers to your Twitter feed, Facebook page and RSS feeds.

By having social media links on all email signatures, you’re offering your target market another avenue to continue a business relationship with you outside of traditional communication channels.

Example email signature templates with social media

Design is key

An example of a high quality email signature template design.

Crazy fonts and colors are not welcome here. People need to be able to read the signature and it needs to look professional.

Too many companies let employees implement email signatures themselves, giving them full control of the layout. This leads to situations where important contact information is not added, job titles get changed and wacky designs are created. Not so good when you want your organization to appear reputable!

Giving your business legal protection

An example of a signature with an email disclaimer.

The ramifications of not having an email disclaimer should never be ignored. You can potentially receive large financial penalties for every email you send without an appropriate disclaimer at the bottom of your signature.

The email disclaimer you use depends on the industry you work in, but it will be designed to minimize legal exposure. Issues like defamation, misdirected emails and unintended contract formations make disclaimers important for all organizations.

Example email disclaimer templates

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