Make sure everyone in your company uses the same branded and legally compliant email signatures
Protect and enhance your company’s branding in your emails and use them to promote your products, services and news, whilst reducing the burden of administration. Make sure at the same time that your company’s statutory information and a disclaimer is added to all of them.
When you are in a competitive environment, image really is everything but so is legal compliance. Keep all your users to your standardised designs. Utilise fields held against each user to populate specific sections such as the name, job title, contact details and even a photo. Demonstrate to your clients and suppliers your level of professionalism.
Extend the branding across the board to Office 365, Outlook Web Access and Mobile devices.
For PCs and Apple Mac, there is a dedicated program that can be installed that will keep your user’s Outlook signatures up to date. When you want to re-brand or alter anything, you can do this centrally and have it rolled out automatically.
Main Features
- Standardise your brand identity across all your devices so your emails have your company’s signature.
- Integrate information from Microsoft 365 so your signatures are customised for each user with their pronouns, job titles and contact details.
- Include legally required information (see more details below).
- Create multiple or dynamic signatures for departments or sites.
- Add promotional banners for special offers, events or sharing content.
- Add special notices for Christmas closures or last ordering dates.
- Add in logos for certifications, qualifications or your valued suppliers.
- Exclaimer Certifications: Cyber Essentials, GDPR, HIPAA, ISO 27001, ISO 27018, CCPA, SOC 2 Type II.
- A solution trusted by BBC, Bank of America, F1, AT&T and Cisco.
Additional PRO plan features
- Advanced custom data/time scheduling
- Headline content – apply content above the email message body for maximum impact, including logo, images, banners and surveys.
- Advanced campaign banners – campaign banners can be automatically be applied below your existing signatures. Schedule the campaigns around special promotions, marketing activities, holidays, or any other event.
- Engagement tracking – measure the effectiveness of email signature links, including click-throughs and A/B testing.
- Feedback Dashboards and custom feedback workflows
- Salesforce integration – connect to select your recipient lists and target those lists in your signatures.
- Share QR codes and vCards with email recipients
- Include feed of social media posts – display your three latest Facebook posts.
A tour of our email signature solution
As an end user you don’t have to use the signature editor shown here, you just have all your emails sent out with your company’s fully branded, legally compliant email signature automatically! No more manual setup of your signatures and struggling to apply the same design on different devices and keeping all your employee signatures looking the same.
Do you know your email signature's legal requirements?
Limited Companies and Limited Liability Partnerships
If your business is a private or public limited company or a Limited Liability Partnership, the UK Companies Act (amended 2007) requires all business emails and website (and your letterhead and order forms) to include the following details legibly:
- Your company registration number.
- Your place of registration (e.g. Scotland or England & Wales).
- Your registered office address.
This UK email disclaimer also has to appear on a company’s website. Failure to comply with these requirements puts a company at risk of a fine of up to £1,000.
It is not enough to provide a link to this information from an email footer. The Regulations provide that any ‘display’ or disclosure of information required by the Regulations must be “in characters that can be read with the naked eye.”
It is normally suggested to include any trading names in this same section. e.g. Happy Toys is a trading name of South East Toys Limited which is a private limited company registered in England and Wales (Company No: 01122445).
Sole Traders or Standard Partnerships
For avoidance of doubt, these details are not required of sole traders or standard partnerships.
Solicitors regulated by the Solicitors Regulation Authority
Your letterhead and emails must show your head office SRA entity authorisation number and the words “authorised and regulated by the Solicitors Regulation Authority”. If you have more than one office, the SRA number should be that of the head office.
The General Data Protection Regulation (EU) 2016/679 (GDPR)
Unlike some other regulations, GDPR does not set specific rules for email disclaimers. However, adding a GDPR-compliant email disclaimer can demonstrate your organization’s commitment to data protection and transparency.
How to make your emails GDPR-compliant
1. Include a GDPR email disclaimer
Your email disclaimer is a great place to show that your company complies with GDPR. You can include a brief statement in your email footer and provide a link to your privacy policy. This helps recipients understand how their personal data is handled and processed in line with GDPR requirements.
2. Add unsubscribe links
For marketing emails or newsletters, including an unsubscribe link is essential. It allows recipients to opt out from future communications easily, which aligns with GDPR’s focus on consent and user control.
However, for transactional emails or emails where consent is implied (e.g., responding to a quote request), unsubscribe links may not be necessary.
Other requirements and suggestions
It goes without saying that you should make sure your branding including logo are included in the email signature to show your professionalism.
It is also a good idea to include your trading address (if different to the registered address), contact phone number and your VAT number.
If your organisation monitors some email traffic data, your outgoing emails should say: “[Organisation name] may monitor email traffic data.”
If your organization also monitors the content of email, you should say: “[Organisation name] may monitor email traffic data and also the content of email for the purposes of [security and staff training].“
If your business is a member of a trade or professional association, membership details, including any registration number, should be provided.
To assist with your General Data Protection Regulations (GDPR) compliance you may decide to include a link to your company’s Privacy Policy.
