The Email Signature Handbook
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Internal Email Signatures


By Exclaimer

An example of an internal email signature An example of an internal email signature

Billions of emails are sent every day, and many of these emails are sent between employees of the same organization. If you’re working for a company that has a large number of staff, or numerous office locations, deploying an internal email signature is highly recommended.

Why should you use an internal email signature?

Using a signature for internal emails is just as valuable as an external signature, especially for companies with thousands of employees. Even with a small amount of staff, an internal email signature helps to maintain professionalism by sticking to business standards.

What should you include?

When sending emails to your colleagues, you don’t necessarily need as much information in your email signature as you would for external contacts. It should be a smaller signature as you don’t have to include details such as a disclaimer or social media icons.

What to include:

  • Logo.
  • Name.
  • Job title.
  • Telephone extension and/or direct dial.
An example of an internal email signature


  • Department.
  • Office location (if you have multiple office locations).
  • Photo (great for putting a face to a name in larger companies). Read our tips on using photos in your email signature here.

What not to include:

  • Email disclaimer.
  • Address.
  • Fax number.
  • Promotional banners.
  • Social media icons.
  • URL.

Only including vital details in your internal email signature will ensure email chains don’t get clogged up with unnecessary information.

How Exclaimer Can Help:

If you're looking for an easy way to design and manage professional email signatures across your whole organization, we're here to help. Find out more or start your free trial today!

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