How to manage email signatures across a team (without losing your mind)

Struggling to keep your team’s email signatures consistent and professional? Here’s how to manage email signatures across your entire company - without broken logos, confusing how-to docs, or chasing people.

TL;DR:

• Use a centralized system (not a Google Doc)

• Avoid drag-and-drop signature generators that break formatting

• Build your signature in HTML to ensure full compatibility

• Automate rollout using Workspace integrations or managed tools

• Bonus: Run banner campaigns through signatures to drive marketing ROI

Why email signature management is so frustrating

Most companies still rely on one of these outdated methods:

• A Google Doc with signature instructions (rarely followed)

• A drag-and-drop builder that looks fine in the browser, but breaks in Outlook

• A “set it and forget it” mindset that quickly leads to outdated info and broken formatting

Meanwhile, logos disappear, spacing gets weird, and banners - if you use them at all - become a massive manual task.

What a scalable setup actually looks like

Whether you're a 10-person SaaS team or a 300-location business, managing email signatures gets easier when you:

1. Centralize ownership

Assign one person or tool to fully own signature design, rollout, and updates.

2. Use HTML that’s tested across clients

Your signature should render the same in:

• Gmail

• Outlook

• Apple Mail

• Mobile clients

Use inline CSS, hosted images, and bulletproof markup.

3. Automate rollout (don't do it manually)

Don’t ask employees to update their own signature manually. Instead, use tools that pushes signatures updates to the employee.

4. Add a marketing layer (if it makes sense)

Rotate in banners to promote:

• Product launches

• Hiring

• Webinars

• Company news

With the right setup, you can update banners org-wide in minutes.

Common mistakes to avoid

• Using drag-and-drop builders that don’t support email clients

• Sending signature “instructions” in a PDF or Notion doc

• Embedding images as attachments

• Asking team members to DIY their own formatting

• Treating signatures as a one-time task

What tools can you use?

How Signkit helps

Signkit handles the entire process:

• We design and build your HTML signature

• We install it for every user - silently, no training needed

• You can run banners through your team’s email with a few clicks

• We offer ongoing support so you’re never on your own

It’s email signatures, fixed and future-proofed.

FAQ

What’s the best format for email signatures? HTML with inline CSS, hosted images, and universal email client compatibility.

What if our team uses Gmail and Outlook? We build and test signatures to work perfectly across both.

Can we update banners without touching the whole signature? Yes, banners are modular and can be changed independently.

Book a free setup call

Want clean, branded email signatures - without the setup mess? Let’s take it off your plate.
Schedule your free setup call →