A signature policy sets what goes into a signature, what stays out and who manages it. Without one, everyone designs their own. The template below has eight points; change the names and adopt it as an internal policy or guideline.
Why does a company need a signature policy?
- The signature is part of every message that leaves the company. Customers see it more often than your website.
- The law requires some details, such as the legal name, registered office and registration number (see Email signature legal requirements in the EU).
- Clear rules make IT's job easier: once it is written down, there is nothing to negotiate person by person.
Policy template
Replace the text in square brackets with your own details.
EMAIL SIGNATURE POLICY
[Example Ltd.], effective [1 January 2027]
1. Purpose
This policy sets a consistent look and content for the
email signatures of all employees in business email.
2. Required content
Every signature in messages to external recipients includes:
- first and last name,
- job title as recorded by HR,
- company name,
- business phone (if the employee has one) and email address,
- a footer with the legal name, registered office,
register and registration number.
3. Not allowed
Signatures do not contain:
- private phone numbers or addresses,
- quotes, personal slogans or animations,
- other companies' logos without marketing approval,
- links to private social media profiles.
4. Design
Signatures use the template prepared by [marketing].
Employees do not change the template. Logo size and
colours are set in the template.
5. Management
Signatures are managed centrally by [IT] with
[SignetMail]. Details come from the directory
([Entra ID / Google Workspace]). To change a job title
or phone number, employees ask [HR] rather than
editing the signature themselves.
6. Banners and campaigns
Banners (trade fairs, new services, awards) are approved
by [marketing]. A banner has an end date and can be
limited to specific departments.
7. Phones and internal mail
The signature also applies to messages sent from phones.
Internal messages use a shorter version (name, title,
phone) without the footer or banners.
8. Responsibility and review
[IT] is responsible for signature compliance.
The policy is reviewed once a year.What to watch when adapting it
- Point 5 matters most. If details come from the directory, the directory must be kept up to date. Wrong titles and phone numbers in Entra ID or Google Workspace end up in signatures.
- Don't ban too much. A policy nobody can follow won't be followed. A short list is enough.
- A policy without a tool rarely holds. If everyone sets their own signature, they drift apart again within months. A central tool enforces the policy by itself.
Frequently asked questions
Who should own the signature policy?
Usually marketing owns the design, IT owns the delivery, and HR owns the accuracy of directory data. Name all three in the policy.
Can employees add pronouns or certifications?
That is a company decision. If you allow them, add them as an optional field in the template so the design stays consistent.
How do I check that employees follow the policy?
By hand it is close to impossible. With a central signature tool the question goes away, because the tool inserts the signature, not the employee.
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