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The Top 11 Email Signature Management Tips

Brought to you by Exclaimer

The issue with attaining constant, consistent email signatures is often (lack of) control. You need to ensure everyone has the same signature design that conforms to your brand guidelines.

Leaving email signatures in the hands of your employees won’t result in a consistent brand image, particularly if you’re a company that sends emails on multiple platforms and devices. This is where email signature management comes into play.

Follow these top tips in order to get complete control over your signature templates.

Top email signature management tips

  1. Distribute a standard email signature template to all staff members and ensure they use it. Email signature management is as important as managing other aspects of your corporate brand. Without control, there’s little room for strategy and planning. And don't forget important elements like your legal disclaimer.
    Give all users a uniform email signature.
  2. Make full use of your email signature as a marketing tool. However, make sure you get all the content up-to-date. Just as advertisements or social media posts reflect a change in commercial or brand marketing direction, so will the email signature.Email remains the ideal channel for agile marketers and is still the most used medium in business. Whether it’s a new social media feed or a new piece of content, what goes in the email signature may need to change relatively quickly to reflect.

  3. Write a regular stream of social media content that is showcased in your business email signature. Examples could include your latest Tweet or blog article. If a post is left too long, it can make future updates invisible to recipients.

  4. Ensure the signature template works on mobile devices like smartphones and tablets. Test the design thoroughly before deploying it. If you don't have the HTML skills required to build a signature template, get someone in your IT department to code it for you as part of their email signature management procedures.
    Use email signature management to ensure your template works on mobile devices.
  5. Design a different internal signature design. This should be less detailed than your standard external email signature. Consider using different contact details like the user’s internal extension number and location in the office building if you work for a large organization.

  6. You can even use internal email signature to promote job opportunities, company-sponsored training or simple company reminders. A small, tailored message at the end of your email can be an effective way to reach different teams in different locations.

    Use a different email signature design for internal signatures.
  7. Create a shorter reply signature to stop email conversations becoming flooded. Recipients don't need to see the same promotional banner and legal disclaimer on every message in the email chain.Instead, reduce the amount of dynamic content in your main email signature template.

    Remember that the content of the message is always the most important part of any email. Don't let it get lost in a sea of marketing assets.

    Use reply signatures so the design is not added to every email.
  8. Revisit and revise your signature template when appropriate. Even if the design works now, it doesn’t mean that it will in the future. You might go through a rebranding exercise; you may win an industry award; you want to run a new marketing campaign through your corporate email signature.

    Email signature management is all about making improvements when required. It's an ongoing process that requires constant maintenance.

  9. Give each team a different email signature design. Give your sales team a signature that promotes a special offer or promotion. Give your technical support team a signature with their operating hours. Give your marketing team a template that showcases your latest white paper or eBook.

    Think about how each department can make the most out of the email signature channel and act accordingly.You can even create a range of official, on-brand and approved email signature templates so that individual employees can choose which one to use depending on the context, objectives, and desired outcome.

    Email signature management tips for different departments.
  10. Keep up with changes in your company. Employees will come and go, job titles will change, qualifications will need to be added, etc. These will change on a regular basis, so make sure your email signature management keeps up-to-date and remains accurate. Ideally, take all contact information from your Active Directory/Google Directory.

  11. Use dedicated email signature management solutions to ensure a centralized and consistent appearance, content control, accurate targeting, change management, dynamic content, click tracking measurement, and marketing systems integration.

Choose Exclaimer for centralized email signature management

Exclaimer's email signature management software makes centrally managing professional email signatures easy. It works for organizations on Office 365 (now Microsoft 365), G Suite (now Google Workspace), and Microsoft Exchange. And it's officially the best according to top rated review sites like G2.

By choosing Exclaimer, you'll ensure every user has a professional email when sending from any web-enabled device. This guarantees consistency in all email clients and on all devices, including mobiles and Macs.

Ready to get started?

Exclaimer transforms everyday emails into a valuable platform to drive sales and build stronger relationships.

Start a free 14-day trial today (no credit card information required!) or book a demo with one of our product specialists to find out more. 

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