Using an HTML email signature: 5 top tips for success

A great email has the power to start conversations and create opportunities. But when you’re trying to grow a business and leave a positive impression, the sign-off is just as important as the introduction.

An HTML email signature is a visual extension of your brand and what it stands for. Build unique, consistent, and engaging email signatures across your organization by following the tips below.

What is an HTML email signature?

Email signatures are blocks of text and images at the bottom of an email. They contain details such as the sender’s name and contact information.

HTML email signatures take things up a step. They're strings of HTML code found at the end of outgoing emails. They contain clickable links, colorful images, and custom graphics.

The difference between plain text and HTML email signatures

An HTML signature isn't the only option out there. Before we consider how to create an email signature in HTML, we need to understand what it’s not: a plain text signature.

Plain text

This is a simple, no-frills signature with words only. If you’re messaging friends or you only send the occasional email, you can’t go wrong with a plain email sign-off.

Consider a plain text email signature as just the basics. It works, but you'll eventually need something more.

HTML email signatures

HTML email signatures combine the simplicity of plain text with much more visual appeal and functionality.

If plain text signatures are the starter pack, HTML signatures are the premium package.

Why use HTML email signatures?

HTML signatures are great for three key reasons:

• Recipients won’t miss your emails. Readers won’t overlook an email with an interesting, visually engaging HTML email signature.

• They're interactive. The convenience and simplicity of HTML signatures encourage interactions, such as clicking on social media profiles.

• Signatures are customizable. Whether you’re generating leads or pushing sales, you can customize signatures for a single team, or an entire company to suit your goals.

How to create an HTML email signature

If you’re ready to create an HTML signature, here are five steps to building your new sign-off.

1. Use HTML tables

You can use tools like Photoshop to create your signature, but the design might not look the same when converted to HTML.

To ensure your signature is properly formatted, use HTML tables instead.

2. Input your contact details

Although it’s tempting to include everything from your Twitter handle to an inspirational quote, less is more with email signatures.

Include only essential contact details like an email address and phone number for a clean, attention-grabbing design.

3. Choose your logo

Build brand awareness and turn your HTML signature into a marketing tool by adding your company logo to your signature.

We recommend hosting your logo online rather than embedding it. Also make sure the HTML code is accurate or else the image won’t load properly.

4. Add social media icons

If you have a social media presence, your signature can showcase your various profiles. Here are some suggestions for using them well:

• Choose up to three networks you use the most. Too many social media icons lead to a cluttered appearance.

• Make sure you use logos rather than links, or your signature will appear messy.

• Don’t link to accounts you don’t use, as this will create a frustrating user experience.

5. Include promotional materials

Whether it's a viral tweet or a special promotion, tailor your signature to match your audience. Your signature is a chance to enhance your marketing efforts. Use it to highlight your brand and tap into its marketing potential.

Here are some examples of how you could use your email signatures in your marketing:

• Promote your latest eBook or content piece.

• Showcase your latest charity efforts.

• Advertise your attendance at an upcoming event.

Can you use HTML email signatures in Google Workspace?

HTML email signatures are fully compatible with Google Workspace (G Suite). But even though you can create HTML email signatures using the Google Admin console, there are limitations:

• You can only use up to 10,000 characters in the HTML code.

• There’s no way to auto-populate contact information from Google Directory.

• You can’t test the signature before it goes live, so there’s no way to know how it will display in real time.

• You can’t place a signature under every reply, causing the signature to stack at the bottom of the email chain.

Can you use an HTML signature for Outlook365?

Yes, but you may experience some compatibility issues if you’re using signatures in Microsoft 365 (Office 365):

• Signatures will stack at the bottom of email conversations.

• HTML code can be stripped out of emails sent to mobile devices.

• If the images are embedded rather than hosted, they'll appear as attachments, increasing the size of the email.

• As with Google Workspace, there’s no way to test your signature before launching it.

These issues are easily resolved with the right tools. Email signature management solutions let you create and manage multiple HTML signatures from one central location, rather than manually embedding images and updating individual templates.

Create an HTML email signature with Exclaimer

Every business email creates an engagement opportunity. A chance to strengthen your brand, generate leads, and boost your engagement.

But it’s not just about the content of your email. There’s so much potential hidden inside your email signature. Uncover this potential, and you’ll open a whole new marketing channel for your business.

Your HTML email signature is unique, just like your brand. We’re here to help you make the most of it.

Turn your signature into a selling point. Drive more sales with your signoffs. Try Exclaimer for free or get yourself an online demo today.