Email Signatures

Does it seem that everyone in your company has their own email signature and closings? The letter heads, tag lines and logos are standard for most companies; therefore, why should email signatures be any different?

Creating a standardized email signature for your organization can be a great professional tool for advertising your services and better communicating with your clients. This is an ideal way to help email recipients visualize and easily recall your name and company.  Keep it uniform and simple, and it will work!

In addition, it is strongly advised that you include an email disclaimer. Most organizations have legal expectations which require confidentiality disclaimers to be added to the email. A disclaimer can reduce the responsibility of the company.  By adding disclaimers to emails your company conveys a professional, trustworthy image. A disclaimer can demonstrate that the company has made every effort to act responsibly and professionally.  This will build client confidence!

Design a great email signature for your company, include the email disclaimer and make sure that all employees are using that same image! Your company signature and disclaimer must be companywide!  This will be an essential component for your organization’s professional and marketing plan.

There are numerous applications out there that will help create signatures however they do not force standardized signatures. A couple products can do just that. Signatures can be standardize for an entire company or departments within a company. This also works for emails sent from Outlook Web Access and smart phones.

The product I have been using is Exclaimer –

This product has features to manage signatures and disclaimers in a centralized and professional way.

The template editor helps you create email signatures by inserting graphics and text. You can also add social media icons for Facebook, twitter linkedIn etc.  Next user defined variable fields are inserted. In this way you can have each users information pulled from the network such as name, display name, phone numbers, LinkedIn profiles etc.

Built in rules let you decided when the signature is applied. Rules can be as simply as any message sent from our mail server to anyone. Other options are to apply signatures based on internal departments – sales, marketing etc.

The rule can be applied to emails sent to a particular recipient domain. In this way all emails going to certain clients, can have a unique signature.

For marketing campaigns, you can have rules based on key words found in the subject or body of the message. For instance, apply a signature to all emails that have “invitation to conference” or “Holiday Party” etc.

Even if you don’t have your own mail server, this product works great with Outlook. There are some limitations however you can still create professional signatures and have them applied to other users email.

To learn more about creating professional, meaningful signatures get this free book the Definitive, Dummies Guide to Email Signatures,

For discounts and help with Exclaimer Signatures, email to


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