Author: Amandine Fernandez, CMO Letsignit
Every day, thousands of emails leave your organisation, each one carrying your brand, your tone, and your credibility.
The average office worker sends around 32 emails a day. In a company of 300 people, that’s nearly 200,000 emails every month, each one a touchpoint that can either reinforce or weaken your brand.
And yet, the email signature, where most of those impressions actually happen, remains one of the most overlooked and under-governed brand assets.
Let’s fix that.
DO → The five best practices for consistent, credible email signatures
- Standardise your design
One logo, one font, one layout. Consistency builds trust and recognition. Studies show that visually unified brands see up to +33% revenue growth (Demand Metric / Lucidpress).
- Keep it essential (and mobile-first)
Four in ten emails are opened on mobile. Test how your signature renders on iPhone, Android, Outlook, and Gmail. If it breaks there, your brand breaks there too.
- Activate a communication banner
Every one-to-one email can host a contextual banner: promote an event, a campaign, or a CSR initiative. With average open rates around 80%, even a modest CTR delivers serious impact, for free.
- Segment by team, region, or language
HR can share career pages, sales can promote case studies, and customer success teams can highlight training or surveys. The same rules of targeting that apply to marketing channels apply here too.
- Measure and iterate
Track clicks, run A/B tests, and evaluate which messages convert. Your email signature should be treated like any other measurable owned channel.
Doing all that manually, across hundreds or thousands of employees, is nearly impossible. That’s where dedicated platforms like Letsignit come in: syncing employee data, enforcing brand standards, and rolling out banners and disclaimers automatically.
It’s how teams keep signatures consistent without relying on IT or losing time to endless copy-paste chaos.
DON’T → The five traps that quietly destroy your credibility
- Let employees build their own signatures
Without governance, chaos spreads fast: mismatched fonts, broken links, outdated logos. It’s DIY branding and it always shows.
- Ignore mobile rendering. If your signature isn’t responsive, it’s invisible.
Heavy images or oversized logos destroy readability and can block entirely in mobile view. Nearly 45% of business emails are opened on smartphones.
- Skip or misuse disclaimers
Legal disclaimers protect against liability and are mandatory in some industries (finance, healthcare). Keep them short, clear, and localised. And, ideally, locked centrally to prevent tampering.
- Forget to update
That’s how a “Holiday Greetings 2024” banner still shows up in June 2025. Job titles, phone numbers, and even campaign banners expire fast. So, manage email signatures as a strategic asset, not as a small detail.
- Manage everything manually
Spreadsheets, shared templates, Outlook copy-paste… it doesn’t scale. As your company grows, so does the chaos. And IT ends up cleaning the mess.
From patchwork to performance
A signature isn’t decorative: it’s a daily, free owned channel that reaches clients, partners, and prospects with every message sent.
The difference between chaos and consistency is not design, it’s governance. Forward-thinking organisations now automate this process.
With tools like Letsignit, teams can:
- Create, manage, and deploy compliant and responsive email signature templates at scale.
- Auto-sync employee data (Microsoft Entra ID / Azure AD / Google Directory).
- Launch internal or external communication campaigns with targeting by role, language, or region.
- Measure impact just like any other channel.
The result? Consistent, compliant, and measurable communication with zero friction for employees and no burden for IT.
Why it matters now
With employees spending 28% of their workday in their inbox and sending an average of 32 emails per day, email remains one of the most used professional channels. It’s also one of the few channels companies still fully own and control.
As paid media costs rise and inbox trust declines, the email signature is becoming a new frontier for credibility: personal, trusted, and infinitely scalable.
In 2025, strong brands won’t just sound consistent: they’ll look consistent. And sometimes, that starts with something as simple as an email signature.
Author: Amandine Fernandez, CMO Letsignit
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