Tag Archives: business email signature

Marketing email signature – how to design a good email signature

Marketing email signature – how to design a good email signature

Email signatures can have an outstanding promotional value. This offers a great opportunity, especially for marketing experts. If you need a ready-to-go template or inspiration for a marketing email signature, you have come to the right place. Here are some good practice tips for those who want to use every opportunity to promote their company and products.

marketing email signature design - email signature inspiration

Download this example, for other templates available free of charge, follow this link or use this free email signature generator to create your own signature templates.

There are plenty ideas for a good email signature for a marketer. Why is this one well designed?

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IT email signature – how to design an email signature for IT professional

IT email signature – how to design an email signature for IT professional

Email signatures have many different functions. Apart from their marketing value, they also provide an easy and quick way to find out who contacted us and why. Let us see how a good IT email signature might look like.

learn how to design a great email signature for IT professional - IT email signature

Download this example, for other templates available free of charge, follow this link.

This signature is suitable for IT professionals for a few reasons:

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Ultimate guide to corporate email signatures on Exchange Server

Unless you’re a time traveler from the early 1990’s, chances are emails in your Exchange organization already contain signatures.

But what do they look like? If you allowed individual users to set them up on their own, you and your company may have ended up with a mess of bigger or smaller proportions.

Let’s see what could go wrong:

An email signature deployed by the end-user

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What to include in internal email signatures?

What to include in your intra-organizational email signature

[Update] This article was completely recycled on October 30, 2023.

Why should you care about internal email signatures? In 2023, email is still one of the most common media for internal business communication. The right email signature can make this communication more effective. In the article below, I explain what to include in an internal email signature.

As we’ve already explained in this series of articles, email signature marketing & branding have a huge impact on corporate communication. And while those principles don’t work the same way for internal emails, they do apply here, too. Below, I’ll show you the best business practices on what to include in an internal email signature.

What to include in an internal email signature

The list below shows the most important elements of an email signature meant for internal communication:

  • Employee name and surname.
  • Job title and department – let people know who is who.
  • Preferred contact method – emails are asynchronous which makes them perfect for well-thought, long-term communication. Sometimes, though, you need to notify someone ASAP. Email signature is the first place to search for such a method. It can be a phone number, Teams link, WhatsApp link, or any other contact method.


  • Location – if your company has several offices around the world, it might be a good idea to let the recipient know which office your email originates from.
  • Small photo – it adds a more personal touch when communicating with other employees.
  • Email address – this has been subject to some heated discussions. This article lists pros and cons of using email addresses in signatures. Long story short, yes, they can be useful.

What not to include in internal email signatures

  • Legal disclaimers – they are usually very long and completely unnecessary in internal communication. However, if you are sending classified information in your email you might have to include a short confidentiality note.
  • Multiple telephone numbers or emails – do not include more than two telephone numbers in a company email signature as this will be confusing for others.
  • Full company physical address – when it comes to intra-organizational correspondence this is unnecessary.
  • Personal social media links – an intra-organizational email signature is still a kind of business email signature and should not include this kind of content. However, it is acceptable to include a link to a personal blog with job-related articles.

For more ideas on what to include in internal email signatures, see our in-depth article on internal email signatures.

Free ebook: 5 Best Practices for Effective Email Communication

How to handle email signatures for a whole company

Deploying unified email signatures for the whole company (especially one that employs thousands of people) could be challenging, unless you use third-party signature software. Email signature management tools let you create well-thought signature templates which are automatically personalized for every employee. This ensures a unified email signature branding for everyone while saving everyone’s time and nerves.

The best email signature management tools

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