Email signature templates & designs 101

Why make a good email signature template? 

It’s just an ​email signature template​, right? In the grand scheme of things, it’s not that important compared to other corporate branding. Who really cares what your email signature looks like in Gmail, Outlook, or Apple Mail? 

However, email is still the most widely used form of correspondence within modern business. It far exceeds the use of written letters, instant messaging, and social media. When you think in these terms, you begin to see how important it is to develop official professional email signature templates that everyone uses. 

Email signatures are used for brand awareness, presenting contact details, and enhancing marketing campaigns. When thought is put into the design process, it is possible to create an eye-catching email signature template that can bring multiple benefits to your organization. 

The importance of professional email signature templates 

​​Your company sends hundreds, if not thousands, of emails every day to existing and potential customers, suppliers, and partners. Are they branded? If yes, are they professionally AND consistently branded? 

You don’t want to miss out on all those potential impressions. Who designed the email signatures? Was it the senders? Are you comfortable with employees designing their own signatures? 

The issue here is (lack of) control. You need to ensure everyone has the same consistent email signature design that conforms to your brand guidelines. To do this, you’ll need to put policies and enforcement systems in place. 

With some thought and effort put into your HTML email signature design, sometimes known as an email footer design, it will positively impact your brand image and offer you an additional avenue with which to market your business. 

Example email signature templates with images  

Email signature templates built with mobiles in mind 

Did you know that 51% of all emails are opened on a mobile device and that iOS is the most popular email client? 

Whenever you send an email, there’s a high chance that it will be read on a mobile, so it’s in your best interest to make sure that your email signature looks great across all devices. Oh, and “Sent from my iPhone” does not count as a proper email footer design! 

Example mobile email signature templates  

Using corporate email as a marketing channel 

Your website showcases your latest offerings to customers on a constant basis, yet it gains fewer visits per day than the total number of emails your organization sends. This is why email signature marketing is one of the most effective tools in your arsenal. 

It’s important to note that email signatures can play a big marketing role, but only if they’re used correctly. By employing effective email signatures on all your outgoing corporate emails, you’ll harness the power of a great marketing channel. It’s targeted, valued, trusted, high-volume and continuous. 

Using email signature banners ensures that your marketing activities get a valued boost and will reach a large, targeted audience. 

Email signature templates for Outlook 

As one of the most popular email clients, Outlook is one that should never be ignored when it comes to creating email signature templates. 

Most Outlook signature templates will consist of similar information, but it’s all down to implementation. One Outlook signature template may look incredible when used, but should a customer not be using Outlook, disaster can quickly strike. 

Most users should be checking to ensure that email signatures are consistent across your brand and design, and any Outlook email signature template has this in mind when created. Not only is a signature template for Outlook encouraged in this scenario, often, it’s almost required to ensure consistency. 

Example email signature templates with promotional banners 

Ensuring consistency across the organization 

An HTML email signature design doesn’t have to be wildly creative, but it does need to be consistent. Every employee needs to use the same design and format. This comes complete with your company logo and appropriate imagery. 

The best way to do this is to let your IT department take email signature control away from employees manually or use a third-party solution. This means they won’t be able to copy a signature they’ve designed into an email client like Outlook. 

You can then create a professional email signature for different reasons. You can even go so far as to create seasonal variations such as Christmas email signatures. 

Example Christmas email signature templates 

Implementing dynamic social media content 

If you’re not promoting your social media in email signatures, you’re missing out on a great opportunity to get loads of new fans for free and introduce your customers to your Twitter feed, Facebook page, and RSS feeds. 

By using social media icons in email signatures, you’re offering your target market another avenue to continue a business relationship with you outside of traditional communication channels. 

Example email signature template with social media icons 

Spruce up your email footer design 

Crazy fonts and colors are not welcome here. People need to be able to read the signature and it needs to look professional. 

Too many companies let employees create their own signatures in email clients like Outlook or Gmail, giving them full control over the layout. This leads to situations where important contact information is not added, job titles get changed, and poor designs are created. 

Example professional email signature designs  

Giving your business legal protection 

The consequences of not using an email disclaimer should never be ignored. You can potentially receive large financial penalties for every email you send without adding an appropriate disclaimer within your email footer design. 

The email disclaimer you use depends on the industry you work in, but it will be designed to minimize legal exposure. Issues like defamation, misdirected emails, and unintended contract formations make disclaimers important for all organizations. 

Examples of text-based email signature templates 

Examples of plain text email signature templates

Start supercharging your email signature templates

By taking inspiration from these email signature templates, you’ll easily be able to create the best email signature designs possible. 

And to turbo-boost your email signatures, unleash the power of Exclaimer.

Learn more or get yourself a free trial to see the power of email signature software for yourself.