Home › Email signatures for teams
Consistent, branded email signatures for your whole team
Design one on-brand signature, roll it out to everyone, and stop chasing employees to fix their formatting. Central control, zero copy-paste.
Why team signatures matter
When every employee's signature looks different, your brand looks unmanaged — and you lose a marketing channel that reaches thousands of external inboxes a week. Consistent signatures turn every employee's email into a branded touchpoint, complete with a company-wide promo or campaign link.
Built for admins
Design once
Create a master signature with your logo, colors and layout that everyone inherits.
Roll out to everyone
Deploy to your whole directory at once, or gradually by group.
Locked branding
Employees can update their name and title, but can't break the brand.
Company-wide campaigns
Push a promo banner or CTA to every signature and update it centrally.
Directory sync
Pull employees from your directory instead of adding them by hand.
Central back office
See who's active, who's pending, and manage it all from one dashboard.
How rollout works
- Design your company's master signature and lock the branding.
- Add employees manually or sync them from your directory.
- Choose who gets it — everyone, or specific groups.
- Deploy via invite or push signatures straight into employees' Gmail.
If your team also hands out contact details in person
An email signature covers the contact details people get when you write to them. The same details are needed when you meet someone — at a conference, on a site visit, across a desk — and a signature cannot travel there. For that half we build a separate product, CompanyCard: a digital business card your team shares by QR code or link, with no app needed by the person receiving it. The two are independent — you do not need one to use the other, and neither is bundled into the other's price. We mention it here only because teams standardising their email signature usually discover the in-person gap in the same week.
Works with Gmail, Google Workspace and Outlook
Roll signatures out across Gmail and Google Workspace, or provide employees a one-click paste for Outlook and Microsoft 365. Compare ProSignature to WiseStamp and Exclaimer.
Why team signatures drift, and what it costs
Every company starts with the same plan: send everyone the signature and ask them to paste it in. It works for about three people. Beyond that, someone pastes into the wrong field, someone's logo comes out at a different size, a new hire never gets the email, two people improvise their own, and within a quarter the company has as many signature designs as employees. The cost is not aesthetic — it is that your highest-volume branded surface stops being branded. A ten-person team sending forty emails a day generates roughly 100,000 impressions a year; inconsistency turns that from compounding brand equity into noise, and makes company-wide campaigns impossible because there is no single thing to change.
Two deployment models, and which you actually need
Server-side (mail-flow) deployment
Signatures are applied centrally as mail passes through Microsoft 365, Google Workspace or Exchange. Catches every device including phones, enforces compliance absolutely — and needs administrator access, mail-flow configuration and usually a seat minimum. Exclaimer is the best-known example; we compare it honestly on the Exclaimer page.
App-level deployment (what we do)
An admin designs and locks one signature; each employee connects their own Gmail in a click and it is written into their settings. No admin access to the mail platform, no IT project, works the same day — the trade-off is that it depends on each person completing that one click.
Which to choose
If you have a hard compliance requirement that every message from every device carries an approved disclaimer, you need server-side. For the vast majority of teams under about 25 people, app-level gets the same practical outcome without the project.
What 'locked branding' means in practice
The useful distinction is between the parts of a signature that must be identical across everyone and the parts that must differ. Locked: layout, logo, brand colours, font choices, the disclaimer, and the campaign banner. Per person: name, job title, phone, and any credential or licence number their role requires. Get that split right and you can change the whole company's banner for a product launch in one action, while every employee still has their own correct details. Get it wrong in either direction and you either have inconsistency or forty people who cannot correct their own phone number. Regulated industries push more fields into the locked column — see the financial advisor, real estate and insurance guides for what that looks like.
Rolling out without a project plan
- Design the company signature once — enter your work email and your logo, brand colours and social links import from your website automatically.
- Decide the locked/per-person split, then add employees with their own details.
- Send the invite. Each person clicks Connect Gmail & install once; Outlook and Apple Mail users get clean copy-paste HTML.
- Change centrally from then on — a new banner, an updated disclaimer or a rebrand updates everyone rather than starting another email chain.
New hires are the case that proves the model: onboarding a person becomes one click rather than a support ticket, which is what stops the drift recurring six months later.
Three layouts that work for this profession
Real renders, not mockups — this is the output that reaches an inbox. Under each is why that layout suits this kind of work.
Written and maintained by the ProSignature team. Competitor pricing and feature claims on this site are verified against each vendor's live page on the day of writing — last verified 26 July 2026. No affiliate links. How we work.
Comparing tools before you commit
Rolling signatures out to a team is a purchase as much as a design job, and the criteria that decide it — how the signature installs, whether it is appended server-side or set on each account, what happens on replies, and how seats are actually counted — are not obvious from feature grids. Our email signature software buyer's guide walks through the eight that change the outcome, including where a free generator is still the better answer.
One brand, every inbox
Deploy branded signatures across your team in minutes.
Create my signature — freeFrequently asked questions
How do I deploy the same email signature to my whole team?
Design one master signature in ProSignature, add or sync your employees, then deploy it to everyone at once. On Google Workspace you can push signatures directly into employees' Gmail; for Outlook, employees get a one-click install.
Can employees change their signature?
You control that. Lock the branding so employees can only edit their own name, title and photo, or allow more freedom — it's a per-account setting.
Can I run a company-wide promotion in everyone's signature?
Yes. Add a promo banner or call-to-action to the master signature and it appears in every employee's emails. Update it centrally and it changes everywhere.
How is pricing structured for teams?
Teams are priced with a base plus a per-seat rate, so you scale as you add employees. Larger organizations can talk to us about volume pricing.