Rethinking email signatures

Despite all the new options for digital communications — messaging apps, video chats, texts, and more — the business world still runs on email. Personal, non-automated emails are one of the most effective ways to interact with customers, partners, and other business contacts. In fact, research shows that the return on investment (ROI) for email marketing can be as high as 44 times the investment.

But what does this mean for IT?

The consistency of corporate email signatures is the least of their worries. In the “2025 State of IT” report from Spiceworks Ziff Davis, 50% of technology professionals reported working overtime on a regular basis, with an average of eight additional hours per week. This is primarily due to project deadlines and unexpected technical issues.

Yet the task of email signature management comes with many challenges.

For IT professionals, managing email signatures is an operational burden. Manual updates, security vulnerabilities, compliance risks, and the constant influx of marketing requests make maintaining consistent signatures a frustrating and time-consuming process.

This whitepaper explores how Exclaimer automates email signature management, enabling IT teams to:

• Enforce security & compliance standards

• Eliminate manual updates, saving thousands of IT hours annually

• Integrate with Microsoft 365, Google Workspace, and Exchange Online

• Reduce time and operational costs by up to $100K annually for large enterprises

Traditional IT methods for updating email signatures

Deploying professional email signatures across an organization can take up a lot of an IT team’s time.

In a small office, IT staff might go from desk to desk, manually copy-and-pasting a signature into each employee’s email client.

But this method is hugely inefficient. On average, IT administrators are paid $45 per hour.

If it takes half an hour to update and test a user’s signature, just one signature change a quarter for 100 employees could end up costing an organization $9,000 and 50 hours in lost time. This equates to $43,200 and 200 hours per year. For an enterprise with 1,000 employees, this can exceed $432,000 and 2,000 hours per year in lost productivity.

Emailing out a template is also problematic because it’s up to employees to deploy the design themselves — and not make their own changes. This opens up security risks, such as unauthorized signature modifications, outdated legal disclaimers, or a lack of encryption in email clients. Employees may also be out of the office, overlook the instructions, or simply forget to make an update.

Read the rest of our whitepaper by filling in the form opposite.