Standardised Email Signature System

Standardised Email Signature System

Frustratingly, especially when you need a phone number or other contact details, many employees forget to add their email signature to their messages, and particularly the replies in the thread of emails. This also looks somewhat unprofessional, as do some non-standard signatures, and misses an opportunity to provide a link to your website compliance information and your latest news, offers or similar.

Technology now allows you to have a signature, personalised of course, to the end of each email that emanates from your company or organisation. Using appropriate software, we can determine the format, add the name, job title, phone number and ensure that all messages issued are on brand and look smart.

Email signatures are an essential part of any business communication. A well formatted signature is a great way for employees to easily share their contact information, social media links, and other relevant details with their email recipients. It also helps those they communicate with to immediately access that contact information. Without a standardised email signature system, it can be difficult to maintain a consistent brand image and ensure that all employees are using the same format.


A standardised email signature system can provide several benefits for businesses, including:

  • Increased brand consistency: Ensuring that all employees are using the same branding elements, such as logos, colours and fonts, creating a professional and consistent image for your business or organization. The centralised system also means that whether you are sending the email from a laptop, desktop computer, tablet or mobile phone, the signature will consistently display correctly.
  • Improved communication: Making it easier for customers and suppliers, etc., to find the information they need, leading to improved communication and customer satisfaction.
  • Increased productivity: Saving employees time and effort, as they no longer have to create their own signatures, or worry about adding or updating them when their contact information changes.
  • Enhanced security: Helping to protect from email fraud by requiring employees to use a specific format for their signatures, making it more difficult for scammers to impersonate your employees.
  • Increased compliance: Helping businesses to comply with industry regulations and standards. For example, those that require businesses to include certain information in their email signatures, such as their physical address, standard reference numbers, duty codes, etc.


Here are some tips for creating a successful email signature:

  • Keep it simple: An email signature should be easy to read and understand and avoid using too much text or graphics (including because of file sizes).
  • Use consistent branding: Including your logo and corporate colours, fonts and formats.
  • Include all necessary information: Including name, title, contact information, social media links and any other relevant details.

In today's digital age, email is one of the most important forms of communication for businesses and organisations of all sizes. Email signatures are a vital part of any email, as they provide important contact information and branding for the sender. With a standardised email signature system in place, it will ensure that all employees are using consistent and professional signatures.

Overall, there are a number of benefits to using a standardised email signature system. By requiring all employees to use the same signature, businesses can improve their professionalism, brand identity, productivity, security, compliance and costs. A standardised email signature system improves your business's email communications.


Please contact us to discuss how we can implement an email signature system that will work for you and your business.