Signguin
A company email signature is the standard signature everyone at a company uses: the same layout, logo and colors, with each person's own name, job title and contact details. It makes a thread with five colleagues look like one company instead of five different ones, and it tells customers at a glance that the email is genuine. Below: how to give your whole team the same signature today, what to put in it, a short signature policy you can copy, and what Signguin doesn't do yet.
Details and setup
How to give your whole team the same signature
You don't need an IT department or admin access for this. One person sets the look, everyone else follows a link.
- Make the first signature yourself. Type your work email on this page. Signguin reads your company website and loads the logo, brand colors and contact details. Pick a design and check how it looks in the light and dark previews.
- Send your team the design link. A link like
https://signguin.com/en/create?template=classicopens the editor with that design already selected. Swapclassicfor the design you chose (you'll see its name in the editor). Everyone who types a work email on your company domain gets the same logo and colors, because they come from the same website. - Agree on the details. Decide how job titles are written, whether mobile numbers go in, how phone numbers are formatted (+1 555 0100, not 555.0100) and whether the company details line is required. Put it in the policy below.
- Each person copies and pastes. The editor ends with step-by-step instructions for Outlook, Gmail, Apple Mail and Thunderbird. It takes about two minutes per person. Our guides cover the same steps for Outlook and Gmail in more detail.
- Check the result. Ask everyone to send you a test email, then look at them side by side. Different fonts, a missing logo or a personal phone number show up immediately.
Tell your team to keep the colors Signguin loads. If one person changes them, the signatures stop matching.
|
Works in Gmail, Outlook & Apple Mail
What to put in a company email signature
A good company signature is short. Clients read it to find a phone number or check who you are, not to learn about your company. For most teams:
- Required for everyone: full name, job title, company name, one phone number, company website and the logo.
- Optional: a direct or mobile number, the office address, the company's LinkedIn or other company social pages.
- Where the law asks for it: in some countries, companies must show registered details on business email. The UK, for example, asks limited companies to show the registered company name and number. Our guide to the professional email signature lists the rules by country. In Signguin, the free Company details text under Legal note adds that line in small print.
- Only if you need it: a confidentiality disclaimer. Long legal paragraphs mostly add noise; see when disclaimers matter.
Leave out personal quotes, personal social accounts, animated images and second logos (certifications, awards) unless the whole company agrees on them. Each one is one more thing that can look different from person to person.
A simple email signature policy you can copy
A one-page policy keeps signatures matching when new people join. Copy this, fill in the brackets and share it with the link from step 2:
Email signature policy for [Company]
Design: [design name], made at signguin.com with your work email.
Required: full name, job title, company name, one phone number, website, logo.
Optional: mobile number, office address, company LinkedIn page.
Phone format: +[country code] [number], for example +1 555 0100.
Legal line: [Company details text, or "not required"].
Not allowed: personal quotes, personal social links, other images or colors.
Replies: the same signature, or a short one with name, title and phone.
Changes: update your signature the day your title or number changes.
Questions: [name, email].
Review it once a year, or whenever the company changes its logo, phone system or address.
Free or Premium for a team
Every teammate can use Signguin's free version: three designs (Classic, Simple and Local pro), all social icons, the legal note texts, and copy-and-paste install for every email app. Free signatures carry a small "Made with Signguin" link at the bottom.
Premium is a one-time payment for one person. It adds the photo, all 31 designs, buttons, banners and a Save contact link, and removes the "Made with Signguin" link. It covers that person's own email address plus up to two more of their own addresses. For a colleague, they can get their own Premium, or you can buy it for their address from the editor with Buy Premium for their email. There is no team license or bulk plan yet.
What Signguin doesn't do yet
To be clear about the limits:
- No central dashboard. You can't edit everyone's signature in one place. When something changes, each person updates and pastes their own.
- No automatic rollout. Signguin does not push signatures into Microsoft 365 or Google Workspace mailboxes, and it never connects to your mail server.
- No analytics or click tracking. Signguin does not count opens or clicks on signatures.
If you need a central footer today, your email admin can add one. In Microsoft 365, Exchange admins create a mail flow rule (Mail flow > Rules > Add a rule > Apply disclaimers) that appends text or HTML to outgoing email, as described in Microsoft's documentation. In Google Workspace, admins can set a footer for outgoing mail in the Admin console; our Gmail signature guide explains what users see. Both add the same block for everyone, so they're best for a legal line rather than a personal signature.
Team signatures (one design, everyone matching, updated in one place) are what we're building next. Join the waitlist above and we'll let you know first.
FAQ
How do I create one email signature for my whole company?
Pick a design once, then send your team a link that opens the Signguin editor with that design. Each person types their work email, so the logo, colors and website load from your company site, adds their name and title, and copies the signature into their email app. Everyone ends up with the same look and their own details.
Can I update everyone's signature at once?
Not with Signguin yet. Each person updates and pastes their own signature, which takes about two minutes. Central team signatures are on the way, and you can join the waitlist on this page. If you need one block added to every email today, your Microsoft 365 or Google Workspace admin can add a footer.
Is Signguin free for a team?
Yes, the free version works for every teammate: three designs, social icons, the legal note texts and install steps for each email app, with a small "Made with Signguin" link. Premium is a one-time payment per person if someone wants a photo, more designs, buttons or banners.
Does it work with Microsoft 365 and Google Workspace?
Yes. The signatures are email-safe HTML made for Outlook (classic, new and on the web), Gmail and Apple Mail, so they work with Microsoft 365 and Google Workspace accounts. Each person pastes their signature into their own Outlook or Gmail settings. Signguin does not deploy signatures through the admin consoles.
Should every employee have the same email signature?
The same design, yes: the same layout, logo, colors and fonts. The details differ: each person's own name, job title and phone number. Roles that need more, like sales with a booking button, can add it while keeping the same overall look.