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How To Manage Email Signature Consistency Across My Organisation

Statista reports that people sent and received around 306.4 billion emails in 2020. They estimate that this number will increase to over 376.4 billion daily emails by 2025.

In another study, Statista determined that the global email marketing market reached a value of 7.5 billion U.S dollars in 2020. This market is still growing, and they expect it to reach 17.9 billion by 2027.

There’s no doubt that there are lots of money to be made with emails. Yet, if you use poorly designed email signatures that aren’t consistent across your organisation, you’ll be turning customers away!

When you turn customers away, you end up turning money away – and nobody wants to do that.

At Digitlab, we’ve been helping businesses get the most out of their email marketing technology for years. 

This handy guide will show you how to improve your email signature consistency throughout your company. 

Are consistent email signatures important?

Oddly enough, not many companies consider email signature consistency something of importance, but it should be a priority company-wide.

In the business world, where reputation is essential to your success, you need to reflect that dedication and quality at every interaction with your company. 

Your top-level managers won’t hand out a poorly scribbled piece of paper with their name and number on it when they meet an important client for the first time, would they?

Doing this will harm your business reputation. It’ll make you seem unprofessional.

In the digital world, your business email signature holds just as much weight as a hard copy of your business card does. 

Naturally, you’ll want to keep your entire team’s email signatures looking professional because it reflects your company brand. 

It also tells customers that they’re dealing with a professional company concerned about their image. 

When an organisation cares about its image, it tells customers that it is serious about doing business.

How do I make an email signature consistent?

Don’t despair if you don’t know how to make your organisation’s email signatures consistent. 

At Digitlab, we’ve got all the marketing gurus and design experience to help you out quickly. All you have to do is contact us

Here are three easy-to-follow steps to ensure consistent email signatures that genuinely reflect your fantastic brand!

Step 1: Create a template

Create a template and let everyone in your company use it to create their email signatures. A template will ensure consistency and make it easy for people to create their email signatures.

Try to include personal information such as the name and surname of each employee, contact numbers, and which department they work in.

Having this type of information listed on the email signature makes it feel more personal and unique to each employee in your business. 

Step 2: Use visuals

Use pretty visuals to make your email signatures stand out from the crowd. 

One of the best ways to do this is by adding your business logo. It would also be best to add a photo of the employee to the email signature. 

An employee photo will make your company feel more personal and approachable. 

Your business will look more trustworthy, and it makes the online communication seem friendlier between you and the recipient. 

Step 3: Include links

Links are an essential element that you should always include in your email signatures. 

Links can drive traffic to your website and your social media platforms. It makes it easy for people to find your company and become staunch followers!

To make hyperlinks useful on your email signature, we suggest that you only include links to your most valuable online resource. You should never add more than three hyperlinks to your email signature.

What makes a good email signature?

When you follow our 3-step process, you’ll find it’s easy to create a spectacular email signature template that all of your employees can use. 

Here are some free tips to help you turn your email signature into a high-converting brand ambassador for your company.

Keep it short and sweet

Your email signature must be short, simple, and sweet. 

Don’t try to overcomplicate it by adding unnecessary information to your template. 

Most often, you only need to add the name and surname of the sender, their role in the business, and of course, their contact details. 

Check your spelling

Although it may seem like an obvious thing to check, most companies forget to check their email signature template for any spelling mistakes or errors. 

In most cases, they only realise this mistake once they send out their first email with a signature attached to it. 

To avoid this mistake, you should check and double-check your template beforehand.

Make it readable

Try to use a simple, readable font in your email signature. 

If you use a fancy, complicated font, some readers may not be able to read the information.

You want to make sure that the sender will read the information on your email signature without any hassle should they need to contact your business. 

Using email signature management software to ensure consistency 

Some savvy digital business managers use software to help them manage email consistency across their organisation. 

This type of software ensures that your email signature consists of correct HTML code that all manner of electronic devices can read.

With email signature management software, you’ll have a mistake-free, consistent email signature for you and your entire business team.


At Digitlab, we’ve learned that consistency is key to a sterling reputation. The more reputable your business becomes, the more loyal customers and vendors will be towards it. 

When you’re consistent in everything you do, you build trust with your brand’s consumers, vendors, and associates. 

If you don’t know where to begin or feel overwhelmed, we suggest that you contact us. 

We’ll be happy to help you showcase your authentic brand. We’ll even sort out those inconsistent email signatures in no time at all! We can help you make more money and enjoy better brand exposure by doing that.


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