How Email Signatures Can Be Used to Enhance Employee Engagement and Communication

by Robynne Simmons | Group HR Manager

In today’s fast-paced and connected business world, one thing that’s crucial for a company’s success is making sure all employees are engaged and that communication flows effectively company-wide. When employees are engaged and connected to their work, it boosts productivity, job satisfaction, and creates a positive atmosphere at the workplace. And when communication is smooth, ideas can be shared easily, leading to better teamwork and streamlined operations.

Surprisingly, there’s a simple yet often overlooked tool that can help with both employee engagement and communication: the business email signature. Although it’s usually seen as just a formality, a well-designed, interactive email signature can actually make a big difference in business communication both externally – to customers, suppliers and partners – and internally to co-workers. It shows professionalism, keeps your brand consistent, provides important contact details and can encourage active engagement across the company through email signature marketing campaigns. This, in turn, provides solutions for Human Resources and Internal Communications and a valuable ‘internal marketing’ channel.

The impact of email signatures on employee engagement

It is important to remember that, whilst companies of say 25 staff all based in the same office may know each other well, companies with hundreds of staff in different offices or remote-working are unlikely to have the same type of relationship. Therefore any channels that encourage staff communication can be valuable to both individual staff wellbeing and company culture as a whole. Here are some ways in which employee email signatures can help.

Building a positive brand image to take pride in

Email signatures play an important part in shaping how people view a company and its employees. They act as a visual representation of the company’s identity every time someone communicates through email. When employees use well-designed email signatures that include the company logo, brand colors, and contact info, it makes the brand look more professional and trustworthy.

This strong, consistent representation of the brand in emails helps make all employees effective brand ambassadors, giving them a feeling of pride in being part of the team as well as building a positive image for the organization as a whole.

Connecting Colleagues

In large, geographically-spread organizations, it is almost impossible to know every employee. Even co-workers you communicate with on email every day might just seem like a name and no more. Simply including a headshot in an email signature allows recipients to put a face to a name. However, email signatures can help make stronger inter-colleague connections than that. For example, see how Euphoria Telecom used internal email signature marketing to strengthen connections between their geographically separate teams based at their two main offices, using their ‘Meet your team’ campaign.

Euphoria branded email

Strengthening employee-management relations

In larger organizations especially, email signatures can play a pivotal role in strengthening employee-management relations by providing a direct and accessible means of communication. When employees include their job titles, department details, and direct contact information in their email signatures, it facilitates smooth and efficient communication between team members and management. This means team members can reach out to their superiors directly, and vice versa, without any hassle.

Enabling quick access to company resources

Additionally, email signatures can also give quick access to useful resources like company policies or helpful guides. This makes internal processes run more smoothly and empowers employees with the information they need to do their jobs well – without having to repeatedly ask for the resources and information. All that’s needed is to add an interactive marketing banner to each internal email, enabling staff to click through to the most relevant content such as up-to-date company policies, brand guidelines and document templates. This all builds trust and respect between employees and management, leading to happier employees and a more positive and united work environment. We’ll look at using specific banners in more detail below.

Recruiting internally

Leverage internal email signature banners to inform your team about available job positions they can either apply for personally or share with potential candidates. Simplify the process for them by directly linking the call-to-action button to the application form.


Facilitating employee training

You can use email signature banners to encourage employee attendance at crucial team training sessions and internal events by ensuring everyone marks the date on their calendars. Alternatively, you can directly connect the email banner to your most recent training materials and monitor each employee’s engagement.


Measuring employee satisfaction

How happy are your staff? Use your internal email signature banners to run one-click satisfaction surveys. It’s a discreet way to find out how individual team members are feeling about their job – from ‘very happy’ to very ‘unhappy’ – and with Rocketseed real-time click alerts, you can follow-up and remedy any problems before anyone quits!

Good example of a staff survey email signature banner

Gathering employee feedback

Internal email signature one-click surveys don’t have to be about employee job satisfaction. You can also use them to gather staff feedback on anything from how they feel about the introduction of a new uniform policy to finding out their preferred option for the company outing or team-building day. Email signature surveys are a simple way to make every employee feel involved.

Making all employees feel included

Your company email signatures are a great way to strengthen your corporate culture by making all employees feel included. For example, by including employees’ preferred pronouns and correct name pronunciation in their email signatures, you make communication easier and reduce the chance of any staff causing embarrassment, or even offence, when communicating with others.

Name pronunciation as audio file in an email signature

Displaying your organization’s diversity, equity and inclusivity (DEI) accreditations and credentials, such as LGBTQ+ support, in employee email signatures, shows all stakeholders your company’s inclusivity commitment and gives staff a sense of pride and belonging in your company culture. For example, learn how The Investment Association shows LGBTQ+ inclusivity by promoting Pride on its company email signatures.

Leveraging email signatures for effective employee communication

To make the most of email signatures for better employee communication, there are some smart things you can do. By implementing these tactics, email signatures become really powerful tools for encouraging engagement, participation, and teamwork among employees in the organization.

Utilizing banners and call-to-action (CTA) buttons

Using email banners with clear, clickable call-to-action (CTA) buttons within email signatures can grab employees’ attention and direct them to important announcements or upcoming events. Need some banner ideas? You’ll find a range of sample email banners to engage your staff in our 33 Great Email Signature Banner Examples.

Incorporating social media links for engagement

Incorporating social media links allows employees to engage with the company’s online presence, promoting a sense of belonging and encouraging them to participate in relevant discussions.

Using targeted messaging for internal campaigns

Email signatures can be used to send targeted messages during internal campaigns and share specific information or updates with relevant teams or departments.

Can email signatures be used for internal marketing campaigns?

Yes, email signatures can be a very effective way for your organisation’s Human Resource Management and Internal Communications teams to run internal marketing campaigns.

As employees frequently communicate via email, incorporating marketing messages, news announcements, upcoming events or staff discount promotions within email signatures can effectively reach a wide internal audience and foster engagement and participation among employees. With Rocketseed you can segment, target and automate internal campaigns so you know that the right staff are receiving the right messaging and relevant content at the right time. It’s a clever way to use a tool already used every day to spread the word about what’s happening in the company.

By being able to reach individual employees across your company with targeted, even personalized, email signature banner messaging, Rocketseed offers internal 1-to-1 email marketing at scale.

Looking for email signature internal marketing inspiration? From ‘Welcome on Board’ and latest news campaigns to ‘How are you feeling today?’ staff email signature surveys, our 7 internal marketing ideas to improve employee experiences can help, complete with internal email banner design examples.

Measuring internal marketing engagement

How do you know how successful your internal email signature marketing campaign has been? With Rocketseed it’s simple, our advanced analytics track and report every recipient interaction to give you insights into all staff engagement, including real-time click alerts so you can immediately follow-up with any staff members if required.

What does internal email signature marketing success look like?

For an example of how to use internal email signature marketing successfully, see how The University of Johannesburg (UJ) enhances staff communication with internal banner campaigns and effectively promotes student online events, achieving up to 39% engagement rates.

An example of an educational institution branded email signature

If you’re looking to enhance your employee engagement and communication, make sure to give your email signature some TLC. Better still, get in touch with the Rocketseed team to see how our email signature management software can help make this process easier.

Unlocking the Power of Hotel Email Signatures: Your Ultimate Guide to One-to-One Email Marketing for Hotels

If you’re a hotelier or hotel marketer then it’s time to increase guest engagement with every email by mastering the art of hotel one-to-one email marketing!

With our comprehensive guide to ‘One-to-One Email Marketing for Hotels,’ you’ll learn how – with every email – you can:

  • Turn all employees into brand ambassadors and active hotel marketers.
  • Drive direct bookings, maximize guest revenue, and increase reviews.
  • Show guests your hotel is up-to-date with all the latest hospitality trends.
  • Recruit and retain the best hotel employees and strengthen your hotel culture.
  • Achieve open and engagement rates far above traditional hotel email marketing.

Today’s guests seek personalized hotel experiences and communications that make them feel special at every stage of their stay. Your hotel employees send thousands of individual one-to-one emails every month, each with the opportunity to include interactive brand messaging and personalized promotions. It’s a match made in hotel marketing heaven!

From your front desk, reservations, and restaurant teams to your hotel’s marketing, HR, and general management, everyone’s emails can easily be enhanced to build your hotel’s brand, drive direct bookings, and increase guest engagement.

Moreover, we’ll show you how to scale your one-to-one marketing strategy with hotel email signature management and email banner campaigns. So whether you’re marketing a world-leading 5-star luxury hotel, a vast destination resort, or an international chain of budget business hotels, you can ensure that every one-to-one email is on-brand and maximizing marketing opportunities.

We created this complete guide to One-to-One Email Marketing for Hotels because many hotels need to take advantage of the potential goldmine of valuable opportunities like these.

What Does the Hotel Email Signature Marketing Guide Cover?

Our complete guide gives you everything you need – from strategic hotel email signature management principles to practical email banner marketing tips – to help achieve your hotel’s key marketing objectives through branded employees’ email signatures and engaging, interactive email banner campaigns.

Here are the key sections that make up this invaluable hotel marketing resource:

12 Practical Ideas to Engage Your Customers Through Hotel Email Signatures

Whatever the challenge, our 12 practical hotel email signature marketing strategies have got you covered! Whether your priority is building your hotel’s brand image, driving direct bookings without discounting, or boosting repeat stays and your hotel’s online reputation, our guide shows you how with illustrated hotel promotional email banner examples and top tips.

Improve Engagement at Every Stage of your Guests’ Journey

From pre-stay promotions and on-property upselling to post-stay service surveys and review requests, we’ll show you how to engage guests at every stage of their stay through email signature marketing.

Meet Key Hotel Industry Trends

From smart in-room tech to sustainability and staycations, you’ll see how your hotel’s email signatures can show your guests how they’ll benefit from your hotel being up-to-date with all the top hospitality trends.

Strengthen Internal Hotel Communications

Your employees are the key to your hotel’s success. Discover how internal email banner campaigns can help recruit, train, inform, and retain your employees, strengthen your hotel’s workplace culture, and deliver the best service to your guests.

Measure Your Hotel Email Signature Marketing Success

Understand the one-to-one email marketing metrics that matter. Discover how to track every email recipient interaction, analyze the effectiveness of your hotel email banners, compare campaigns, refine marketing strategies, and shape your hotel’s future success.

Best Practices to Create and Manage Hotel Email Signatures

Master the art of creating and managing professional hotel email signatures and eye-catching, engaging email banner campaigns. From centrally managing hotel email branding to crafting compelling, clickable banner calls-to-action, our guide – including best practice hotel email signature examples – ensures you’ll have consistent, compliant hotel email signatures that display on every device and drive guest engagement.

Want to See Hotel Email Signature Marketing in Action?

The Brookands Hotel Case Study

To bring these strategies to life, the guide includes a detailed case study featuring The Brooklands Hotel. This real-world example showcases the impact of effective hotel email signature marketing and hotel email banner campaigns on a thriving hotel’s success.

Bring together your hotel’s brand, employees, and most active communication channel to achieve open and engagement rates far above traditional email marketing with Rocketseed, one-to-one email marketing at scale for hotels.

Download your guide today and unlock the potential of one-to-one email marketing for your hotel. 

Meet 2024’s Biggest Marketing Trends with Better Business Email Signature Management

How can your busiest business communications channel help meet this year’s most prominent marketing trends and make 2024 a big year for your business?

In a marketing environment of rapid technological innovation, changing customer expectations, and ever-more rigorous regulation, you can’t afford not to keep up with marketing trends. Ideally, you also need to meet them simply, securely, and in ways that get all your staff on-side. It’s why business email signatures can be a critical component of your 2024 marketing strategy, benefiting your business in several ways.

As the CEO of an email signature management and marketing software company, I have to be on top of new marketing trends both for my own business and all our customers, ensuring that their busiest communication channel – their everyday business email – is giving them the brand engagement and competitive edge they need to grow their businesses.

In this article, I’ll pick up on some of the biggest marketing trends of 2024, as highlighted by Jennifer Gaier from Forbes, and show you how you can meet them – creatively, compliantly, and cost-effectively – simply through implementing better business email signatures.

Let’s get started…

Personalization (Hyper-Personalization) in Email Signature Marketing & Outreach

With the rise of AI and machine learning, marketers can access an extensive pool of customer data to personalize content and tailor promotions based on a customer’s profile, preferences, previous behavior, and purchases. What’s more, customers now expect increasingly personalized messaging.

Are your current company email signatures serving the most relevant – or even personalized – messaging to recipients so that it really resonates with them?

This is why Rocketseed’s email signature solution can be seen as “one-to-one email marketing at scale.” By branding the one-to-one emails your employees send to customers, prospects, and partners with targeted – and even personalized – interactive marketing banners, individual recipients are engaged meaningfully on a personal level. And because these emails are from a trusted source and part of a one-to-one business conversation, they achieve an unrivaled 99% open rate and engagement rates up to 70% higher than mass email campaigns. It’s also easy to automatically reach recipients with the most relevant email banners based on their previous email banner interactions. Why “at scale”? With Rocketseed, you can implement this personalized email signature marketing strategy across your company, whether you have 50 or 50,000 employees – no small feat!

An example of a Rocketseed branded email signature featuring a variety of email marketing banners

Data Protection, Privacy and Compliance for Business Emails

Businesses that genuinely want customer trust must make data protection an essential commitment in 2024. Data safeguarding is in the spotlight more than ever. To meet increasingly stringent privacy regulations, your business must have strong data privacy practices and transparent data policies wherever it operates and has customers. Customers are also far more aware of their data protection rights and businesses’ requirements to securely collect, store, and process data.

ISO27001 icon depicting a sphere
OWASP-icon showing a tick mark in a shield on top of a landing page
GDPR-icon depicting a lock surrounded by stars
ISO27001 icon depicting a sphere
BEE-Icon of two shaking hands

Email signature providers are no exception, so 2024 is the time to scrutinize your signature software solution to check its compliance. At Rocketseed, we are very aware of what email compliance and regulation for email signatures mean for customers and work tirelessly – and invest heavily – to meet critical state, national, and international data security and compliance standards and regulations such as ISO27001, GDPR, HIPAA, PIPEDA, and POPIA to give our customers and prospects across the globe the peace of mind that comes from total trust.

Short-Form Video Marketing in Email Banners

Are your customers getting the answers they need within their attention span?

Communicating with modern customers means cutting to the chase. Answering their questions with concise, visually impactful, and engaging short-form content. It’s time to change your video content to meet modern attention spans and take full advantage of the opportunities presented by short-form video platforms (TikTok, YouTube Shorts, etc.)

Use shorter, more interactive video content to tell your brand story, show how to use specific product features, and give customers confidence through compact client testimonials.

How do you promote your new video content? With eye-catching email banners, you can easily drive audiences that are actively engaging with you to your most recent and relevant short-form videos, giving them the content they crave – from tips and tutorials to ‘talking head’ testimonials – to drive conversions and continued customer loyalty.

An example of a email signature marketing banner promoting video content

It’s a trend we’re taking notice of, and this year, you’ll be seeing much more short-form video content from Rocketseed – from compact customer success stories to our specialists guiding you around our email signature platform and plenty of new Q&A content.

Sustainability and Social Responsibility

While these hot topics have been trending for years, it’s more important than ever to show how authentic your brand is in meeting the concerns and expectations of socially and environmentally conscious consumers. In other words, make sure your audience can see and engage directly with what’s behind the big statements.

Creating an email signature that reflects your business’s genuine green efforts and commitment to the environment is easy. Add a clear environmentally-conscious tagline (perhaps with an instantly recognizable ‘green’ symbol – such as a leaf or a world – and link this directly to your company’s sustainability page or certification to back up your business’s eco-credibility. You can also encourage recipients to join your green mission by including a signature line promoting especially relevant sustainable habits, such as encouraging paperless practices by not printing emails.

Also, by using email marketing banner campaigns, you can put green values at the top of your agenda with banners highlighting stats on your business’s carbon footprint reduction, new environmental accreditations, or eco-friendly partnerships, showing your ongoing dedication to saving the planet, one email at a time!

The same principles apply to showing your social responsibility and dedication to DEI (diversity, equity, and inclusivity) using your employee email signatures, making them an intrinsic part of your ethical marketing strategy. For example, email signatures can promote inclusivity by including employees’ preferred pronouns and name pronunciation and showing support for the LGBTQ+ community, as The Investment Association does to support Pride via their Rocketseed email signatures.

Marketing Challenges That Are Always On-Trend

Some marketing challenges are always on-trend, especially when at scale.

Brand consistency will always be vital in ensuring customers’ trust. This can only be achieved with email by centralizing control of all your employee’s email signatures. Even if you have staff working in offices remotely across the globe, with Rocketseed’s email signature software you can create, update, and control all company email signatures centrally so every employee email is always perfectly on brand, just as Aventum achieved successfully with their global rebrand across all staff email signatures.

Saving time and money are always in fashion. Against a trend of rising costs and shrinking marketing budgets, it’s more important than ever to choose the most cost-effective marketing channels that deliver the strongest ROI. To see how email signatures and banners deliver low-cost conversions and amplify your other digital marketing channels, explore the cost-effectiveness of email signature marketing.
And when time is money, it pays to have an email signature solution that gives all your staff a powerful marketing channel while saving your IT team’s valuable time. How much time? See how luxury real estate brokerage Briggs Freeman saved 100’s of email signature management hours with Rocketseed.

Personal Service can also be an issue in an age of chatbots and automation, easily lowering your expectations of supplier service. Amongst corporate email signature providers, service can make a stand-out difference. It’s why, from initial set-up and interface training to 24/7 tech support and a dedicated account manager, you’ll deal with real people at Rocketseed.

Make Marketing Engagement Through Business Email One of Your 2024 Trends

These trends and challenges make up the ‘big picture’ for marketing in 2024. Are your current company email signatures up to meeting them? Or could a better email signature, with banner campaigns, be a crucial part of your brand success and business growth in 2024?

At Rocketseed, we always see the big picture, helping big companies increase marketing engagement across their biggest and busiest communication channel – their everyday business email.

Talk to us today to find out how email signature marketing can make a big difference to your business in 2024.

Rocketseed named a 2024 Top Email Signature Performer by SourceForge

by Laszlo Ujj | VP Client Solutions

Rocketseed is proud to be a winner of the Top Performer award from SourceForge, the world’s largest software reviews and comparison website.

Customer reviews are invaluable to us at Rocketseed. The insights they provide help us to keep improving our email signature management software user experience and are testimony to our brand reputation.

So, as Rocketseed’s VP of Client Solutions, I want to say a big ‘Thank You” to our customers who contributed to the reviews!

We’re thrilled to accept the SourceForge Winter 2024 Top Performer Award which places us in the top 10% of favorably reviewed products. However, what really stands out for us is the value our customers place on the ‘human’ customer service and support they receive from our dedicated support & technical teams.

A diamond shaped badge from SourceForge, awarding Rocketseed with the Top Performer - Winter 2024 award for Email Signatures

As one reviewer puts it “This fantastic product is backed by an exceptional team. Rocketseed truly ROCKS any digital marketing campaign”. Reviews like this make everything worth it!

We do our best to provide best-in-class professional business email signatures, and we’re always happy to see our users rewarding us with incredible reviews.

Also, we’re delighted to see support from SourceForge President, Logan Abbott:

“I’m very excited to announce the Winter 2024 Top Performers… Rocketseed has been recognized as a Top Performer this Winter in the Email Signature and Email Management categories, and their outstanding user reviews are a testament to the high-quality solution they provide to their customers!”

In fact, the reviews say it all. It’s great to see every aspect of our business email signature solution mentioned so enthusiastically. From professional signature design and the benefits that centralized control brings to standardizing company signatures, through to the specifics of running multiple targeted email signature marketing campaigns. Not to mention the advanced engagement analytics offered by our reporting dashboard.

So, if you’re a current Rocketseed user, we’d love for you to leave us a SourceForge review.

And if you are looking for professional business email signature software and you like what you read in our reviews, contact us for a personalized product demo.

What Email Compliance And Regulation For Email Signatures Means For Customers

As a trusted partner, here’s what Rocketseed’s commitment to data privacy, data security and business integrity means for you.

What ‘trust signals’ do you look for when choosing a service provider? Is it ISO:27001, HIPAA, GDPR, or something else?

After all, trust is essential to any successful business collaboration.

From the ‘soft’ trust signals of transparency, reputation, professionalism, and authenticity to the compliance-based ‘hard’ trust signals of data privacy, such as HIPAA, data security, such as ISO:27001, and business integrity, such as anti-bribery policies. Rocketseed works tirelessly – and invests heavily – to give our customers and prospects across the globe the peace of mind that comes from total trust.

And what about our hard trust signals? We understand the crucial significance of these ‘hard’ trust indicators in choosing software/SaaS providers, especially regarding branding your business’s most active communication channel. As a company with a global customer base, Rocketseed complies with the state, national, and international laws in all jurisdictions where we and our customers operate. This includes adhering to data privacy laws like GDPR, POPIA, and HIPAA and meeting ISO:27001 international information security criteria, such as following best practices for business integrity.

Let’s look at these in turn…

ISO27001 icon depicting a sphere
OWASP-icon showing a tick mark in a shield on top of a landing page
GDPR-icon depicting a lock surrounded by stars
ISO27001 icon depicting a sphere
BEE-Icon of two shaking hands

Data Security in Email Management & Marketing

These three critical facets of global data privacy lead us to look at broader standards for information security data processing and show our commitment to the highest levels of integrity.

Email Data Security under ISO

ISO 27001:2017 is the standard for information security management systems that helps organizations manage the security of assets like financial information, intellectual property, employee details, and information entrusted by third parties.

By adhering to ISO 27001:2017 standard, Rocketseed demonstrates our commitment to protecting all our information assets, not just personal data, meaning enhanced data confidentiality, integrity, and availability for our customers, reducing the risk of data breaches. In practice, this means we are dedicated to the highest digital security standards to ensure your complete trust.

The scope of ISO 27001:2017 encompasses all individuals and processes within the organization and is now a prerequisite for all employees and subcontractors who handle company data. To support the policy’s aims, Rocketseed conducts regular risk assessments, monitoring, and testing to identify potential security threats and assess the effectiveness of our control measures. With ongoing evaluation and enhancement of the ISMS (Information Security Management System), Rocketseed ensures it remains effective against emerging threats.

Continuous improvement is part of our company culture and is critical for our success. Our ISO certification is proof of our unwavering dedication to our internal systems and to providing the highest levels of security to our global customer base.

Email Data Security under OWASP

While ISO is more wide-ranging, Rocketseed’s commitment to the Open Worldwide Application Security Project (OWASP) remains crucial. This standard means we prioritize our web applications’ security and integrity, ensuring your interactions with our digital platforms are safe and secure.

By incorporating OWASP’s guidelines into our security strategy, we aim to build secure applications that protect user data from vulnerabilities. Best practices are subject to continuous improvement, enabling us to proactively address new and emerging security challenges.

Our development team engages in ongoing education on OWASP protocols, including the OWASP Top Ten Project, a focused examination of the most critical web application security risks. This disciplined approach assures our users that we are dedicated to safeguarding their data by applying the latest web application security standards.

Data Privacy in Email Management & Marketing

Let’s start with the basics: data protection. Rocketseed adheres to the General Data Protection Regulation (GDPR), the Protection of Personal Information Act (POPIA), and The Health Insurance Portability and Accountability Act (HIPAA). We have offices in the UK, South Africa, and the USA; these critical pieces of legislation protect your data. For Rocketseed, it’s additionally essential, not only for us but for our customers, too.

Email Data Privacy under GDPR

In case you’re not aware, GDPR – General Data Protection Regulation – is a regulatory framework enacted by the European Union to protect personal data and uphold privacy rights. It outlines how organizations handle personal data. Organizations that process EU citizens’ data worldwide (that’s the critical point!) must comply with GDPR. Rocketseed ensures data collection transparency, securing explicit consent for data use, providing individuals with control over their personal information, and maintaining rigorous data security protocols.

Our adherence to GDPR means we maintain high privacy and security standards, giving our clients and prospects peace of mind regarding personal data. All data we acquire is processed transparently and lawfully because your privacy matters to us, just as your client’s privacy matters to you. With Rocketseed, you have a partner who understands how the rules are applied. This understanding has made its way into our products: Rocketseed’s automated email signatures allow you to outline your privacy policies easily. It also means you can add an opt-out or links to request data from your clients if needed. GDPR, for us, isn’t just about adherence to regulation. It is a commitment to handling your data with the care and attention you’d expect from us.

Email Data Privacy under POPIA

The Protection of Personal Information Act (POPIA) is South Africa’s answer to data protection, echoing global standards for privacy rights and secure handling of personal information. So, if you are a Rocketseed customer in South Africa, our POPIA compliance guarantees that your personal information is handled responsibly and ethically. We collect and use your data only with explicit consent, ensuring it’s used for defined purposes and safeguarded against unauthorized access or misuse. Much like GDPR, POPIA is in place to protect our customers, prospects, and their data, and it’s an act we’re happily committed to.

For businesses operating within South Africa, including international firms like Rocketseed, which handle South African data, compliance with POPIA is not optional but a mandatory aspect of our operations. However, much like GDPR, this is another part of our commitment to our local and global customer base. We strive for compliance not because it’s mandatory but because it’s a good ethical practice.

Email Data Privacy under HIPAA

The Health Insurance Portability and Accountability Act (HIPAA) is a regulation in the United States designed to safeguard Protected Health Information (PHI). Any company dealing with PHI has to follow comprehensive security measures. For Rocketseed, working with healthcare organizations is part of our business practice and client base, so HIPAA compliance is baked into our data security operations, just as we adhere to GDPR and POPIA.

Business Integrity

As we’ve mentioned, safeguarding trust is not just about complying with data protection or security regulations. Rocketseed is a people-oriented business, and this also means that we’re committed to business integrity, with systems and processes in place to protect people who, alongside customer data, are an essential part of our business.


Our strict Anti-Bribery Policy reflects our commitment to lawful and ethical business conduct. It reassures you that our operations are transparent and free from corruption, giving you confidence that our business dealings are above board.

This policy mandates every employee to be aware of and strictly adhere to the principles against corruption and bribery. Corruption is the abuse of entrusted power for private gain. Bribery is a subset where any valuable inducement is offered or accepted to influence dishonest or illegal actions. As our headquarters are in the UK, the policy reflects Rocketseed’s commitment to legal compliance and ethical business practices, with a rejection of bribery in any form as per The Bribery Act 2010 (UK).

Our specific policy is enacted to demonstrate Rocketseed’s stance on bribery, extending beyond employees to encompass subcontractors, agents, and anyone representing or acting on our behalf. Our approach involves prohibitions and active measures, such as conducting due diligence with third parties to mitigate risks and maintaining transparent transaction records.

In practice, any direct or indirect bribe is strictly prohibited, including any gifts, payments, or other advantages to secure an improper business advantage. However, the policy also recognizes that token gifts and hospitality can be part of building positive business relationships, provided they are given transparently and without expectation of reciprocation. Employees must seek written approval from the Chief Executive for any gifts or hospitality related to our business, and all instances are to be documented. Rocketseed’s commitment to this policy is unwavering, with the company ready to take decisive action against any breaches, demonstrating the seriousness with which it views its ethical responsibilities.


Our stance against modern slavery and human trafficking underlines our ethical business practices and respect for human dignity. This policy ensures that you engage with a company that is compliant, socially responsible, and committed to upholding human rights.

Rocketseed holds a staunch position against modern slavery, a grievous violation of human rights manifesting in forced labor, human trafficking, and other forms of servitude. Our Anti-Slavery Policy Statement is a testament to our commitment to ethical business practices and the dignity of every individual. We are resolute in implementing and enforcing measures to ensure that modern slavery is not a part of our business or supply chain. We conduct thorough checks and due diligence within our supply chains, seeking to partner with organizations that share our ethical standards.


By actively supporting the Broad-Based Black Economic Empowerment (B-BBEE) initiative in South Africa, Rocketseed is showing our dedication to social responsibility and economic equality. This commitment to diversity and inclusion reflects our broader values as a global company, aligning with the expectations of socially conscious consumers like you.

The Broad-Based Black Economic Empowerment (B-BBEE or BEE) initiative in South Africa represents a significant step towards rectifying the historical economic imbalances and fostering greater inclusion of black individuals in the country’s economy. It’s not merely a policy but a comprehensive strategy aimed at reducing social and political risks by bridging the economic divide, ensuring that the benefits of a thriving, mixed market economy reach all sectors of South African society, promoting shared values, and enhancing socio-economic and political stability.

Rocketseed, with its longstanding presence in South Africa, has been actively supporting the BEE initiative through various business and recruitment practices that reflect its commitment to diversity. The company prides itself on creating a work environment that values people of all backgrounds, ensuring that discrimination has no place and every employee, regardless of their age, race, gender, political or religious beliefs, can contribute meaningfully. This culture is not limited to one region but is a fundamental aspect of Rocketseed’s operations worldwide, exemplifying an inclusive corporate ethos that resonates across all our locations.

What Does This Mean For You?

Together, all these hard trust signals mean that wherever you are in the world, however big your company and however many emails your employees are sending (complete with perfectly branded email signatures and eye-catching, engaging marketing banners!), you can trust Rocketseed to be completely compliant with all data privacy, data security, and business integrity regulations to ensure you and your customers are completely protected.

To see how Rocketseed’s email signature security and compliance can benefit your business…

The Power of Direct Email Signature Marketing and Banner Integration

by Shanique Brophy | Marketing Executive

In the fast-paced world of digital marketing, organizations are constantly seeking innovative ways to boost engagement rates and drive business growth. Traditional email marketing, managed through customer relationship management (CRM) systems or marketing platforms, has been a staple for years. However, it’s become increasingly clear that achieving high engagement rates with standard email campaigns is challenging. However, direct email signature and banner marketing have often been completely overlooked as a tool to boost not purely eyeballs but actual, real-world, immediate engagement with your marketing messages. This traditional but dynamic approach has the potential to provide engagement rates of up to 40%, a stark contrast to the typical 3% found in traditional email marketing campaigns.

Multiple screens displaying an email signatures of Joanna Doe and a marketing email signature banner

Leveraging the Power of Signature Marketing

Direct email signature marketing allows organizations to tap into their employees’ connections with clients and prospects. When emails are sent from an individual’s company email address, it adds a personal touch that recipients often respond to positively. This personalization creates a stronger bond between the sender and the recipient, leading to higher engagement rates.

Seamless Integration with Daily Communication

Unlike traditional email marketing campaigns that often feel like interruptions, direct email signature marketing seamlessly integrates into an employee’s daily communication. Employees send emails regularly as part of their job, on average about 1,200 per month, and including marketing banners in their email signatures ensures that your message reaches the right audience without appearing intrusive.

A calculator showing email branding opportunities based on 100 employees

Email Signatures Enhancing Brand Visibility

Employee email signatures are an untapped resource for promoting your brand. By incorporating banners into every email your team sends, you can increase brand visibility exponentially. This constant exposure reinforces brand recognition and can even generate word-of-mouth referrals.

Building Trust and Credibility Through Email Marketing

Emails from employees’ company addresses are often perceived as more trustworthy and credible than generic marketing emails. Recipients are more likely to engage with content from someone they know or have interacted with in the past, leading to higher trust levels.

Cost-Effective Email Marketing Software

As part of a marketing mix, email signature and banner marketing is more cost-effective than many channels. It maximizes the value of your existing email infrastructure and does not require huge additional investments in specialized marketing platforms. This can result in substantial savings while achieving impressive engagement rates.

Targeted and Relevant Email Marketing

When employees incorporate an email marketing banner into their email signatures, the messages can be highly targeted and relevant. You can tailor banners to specific recipients or segments, ensuring your content resonates with the right audience.

Measurable Results

Direct email signature marketing provides valuable insights into recipient behavior via easy analytics and reporting. You can track open rates, click-through rates, and other metrics to assess the effectiveness of your campaigns. Not only that, we’ll send you a report every month that you can immediately share with the board or whoever needs to see a succinct summary. Rocketseed also incorporates Google Analytics integration so you can compare the effectiveness of campaigns against other marketing channels.


Compliance and Consistency

By implementing direct email signature marketing, organizations can ensure that marketing messages comply with brand guidelines. This consistency is often challenging to maintain in traditional email marketing campaigns. Rocketseed features also include customizable legal disclaimers, GDPR-compliant data collection methods, and automated updates to ensure you’re always in line with the most current laws and regulations.

Unlock The Potential of Email Signature Marketing

In a world where email marketing engagement rates struggle to break the 3% barrier, direct email signature marketing and employee banner integration offers a fresh and highly effective approach. With the potential to achieve up to 40% engagement rates, this strategy has become a critical asset for organizations seeking to boost their marketing efforts. It leverages the power of personalization, integrates seamlessly into daily communication, enhances brand visibility, builds trust, and offers a cost-effective, targeted, and measurable marketing solution. As the digital marketing landscape evolves, embracing this often-overlooked but powerful approach can set your organization apart and drive tangible results.

To see the power of direct email signature marketing, book a demo today.

10 Essential Email Signature Marketing Principles (That Every Marketer Should Know!)

A diverse group of people looking at smart devices

As a marketer, you’re missing out on a massive opportunity if you think your company email signatures are simply sign-offs. Why? Because your busiest business communication channel – your everyday employee email – with the right email signatures can become a mighty marketing channel that packs a promotional punch way above its weight.

The challenge is to manage email signature marketing at scale to build your brand and grow your business. So we’ve put together 10 essential email signature marketing principles, each with practical takeaway tips that go beyond the basics to help you master email signature marketing.

Email signatures should be managed by Marketing (not just IT)

If you want the benefits of email signature marketing highlighted below – from consistent branding to coordinated campaign engagement – then you need to be in control of all your employee email signatures. Your IT team might be responsible for technical email signature set-up, security and support but if you want to see real marketing results from your corporate signatures, it’s time to take charge, including selecting any email signature management software. Our Ultimate Email Signature Software Checklist highlights 15 things you need to know when buying email signature software.

Takeaway Tip:  Email signatures are a marketing channel. You’re a marketer. Take control.

Email signatures are more than contact details (but it’s vital they’re correct)

What’s the primary function of a professional email signature? To make contact easy and that means clear, correct and, in some instances, clickable interactive contact details. Keep things simple and stick to the essentials. These include your full name, position, company name (if it isn’t incorporated in your logo), phone number, email address, website URL, and social media profiles, and make sure that they are all up to date. Adding headshots? Make sure staff look professional and no poolside vacation shots from social posts! You’ll format contact details correctly every time by using our best practices for adding contact information on an email signature.

Takeaway Tip:  How to ensure employee details are all up to date? Automate. Use a signature solution that integrates with your Azure, Active or Google Directories to update signature details automatically.

Email signatures are your brand on email (so company-wide consistency is crucial)

As the company’s brand guardian you can’t afford for any employee’s email signature to undermine the money, time, and resources spent on your corporate identity. Centrally design a signature template to your brand guidelines’ logos, colours and fonts. If a template doesn’t meet your requirements – go bespoke! Brand consistency is key to customer trust and you’ll never achieve it if individuals are responsible for their own signatures (no matter how many guides you send them). Here are 15 ways email signature branding can boost your brand.

Takeaway Tip:  Centrally create and roll-out your on-brand company email signatures and ensure they’re tamper-proof.

Email signatures deliver excellent reach, open and engagement rates (the numbers speak for themselves)

The average employee sends 1,000 emails every month. So, for a team of 100, email signature marketing opens over 1,200,000 extra engagement opportunities a year! You’re reaching a huge audience of prospects, customers, partners and suppliers, with no need to build or buy a big subscriber list. They also achieve a 99% open rate because they’re part of ongoing email conversations and so they’re always going to get opened. No need to rely on snappy subject lines. Most importantly, we regularly see companies achieving email signature marketing engagement (click-through) rates of around 9% but can reach above 20%. Check out the engagement Rocketseed users achieve in our customer case studies.

Takeaway Tip:  Maximise reach and engagement by making sure all employees – from all departments – include interactive signatures on their emails.

A calculator showing email branding opportunities based on 100 employees

Email signatures can open endless engagement opportunities (especially by adding a banner)

Want to make every email extra eye-catching and engaging? Adding a banner lets you feature your best brand and product imagery, as well as concise, compelling copy and, most importantly, a clear and clickable call-to-action (CTA) button linked to your key content. Email marketing banners become even more impactful if you have the ability to apply them to the top of each email so they’re the first thing that recipients’ see. They really are incredibly versatile with messaging ranging from strategic brand building and product launches to tactical sales promotions and special offers , always making it easy for recipients to click through to a landing page specifically designed to convert. Need some creative ideas? Here are 33 great email signature banner examples to inspire you.

Takeaway Tip:  A/B test your CTA button sizes, colours and copy to see which drive the most clicks.

Email signatures are a true campaign channel (so start targeting, timing and tracking)

Don’t fall into the trap of thinking that once your company email signature is designed, then that’s that. For maximum effect, your email signatures should reach the right audience with the most relevant messaging at the right time. That means targeting your marketing banners (ideally based on recipients’ previous email banner engagement). Take away timing worries by automating campaign start and end dates. Finally, you should track every ‘open’ and engagement to measure your signature marketing success and get the insights you need to optimise future campaigns.

Takeaway Tip:  Sound stressful? Consider using professional signature management software with targeting, scheduling and reporting functionality.


Email signatures can take recipients through the customer journey (from awareness to advocacy)

Are you emailing a prospect or checking in with an existing customer? Using the appropriate imagery, messaging and CTA on your email signature marketing banner can guide recipients along their buyer journey. Building awareness? Use your best product imagery and a ‘Find out more’ CTA. Ready to make the sale? Make it easy with ‘Buy Now’ CTA that links directly to your sales platform. Future email banners can upsell or cross-sell. Finally, run a ‘How are we doing?’one-click survey banner and follow up with a ‘Please leave us a review’ with recipients clicking through to your preferred review platform – you can use the reviews as social proof on future email banners! Need more reviews? Here’s how to request (and receive) them with every email.

Takeaway Tip:  Integrate your email signatures with your CRM system, such as Salesforce to help move recipients through their journey with the most relevant email banners to drive conversions.

Email signatures can communicate compliance (and showcase what your brand stands for)

If you’re a marketer in a highly regulated sector – such as finance, law or healthcare – adding a company email signature disclaimer is an essential means of demonstrating legal compliance. It’s also a great idea to add icons for industry awards, accolades and accreditations to give recipients complete confidence in your expertise and authority. These can also showcase your environmental and social responsibility (ESG) credentials. Want to show recipients that your brand is committed to Diversity, Equity and Inclusion? Additions such as name pronunciation in email signatures and the email sender’s preferred gender pronouns help convey this succinctly.

Takeaway Tip:  Add phonetic name pronunciation to your company signatures – it can really increase inclusivity and help strengthen relationships.

Email signature example with name pronunciation phonetically

Email signatures can amplify your other marketing channels (and do it cost-effectively)

Include clickable icons for 3 to 5 actively managed social media profiles. Build your B2B network on LinkedIn and get people talking about your business on Facebook, Twitter and Instagram. Want to organically grow your email marketing subscriber list? Simply add a ‘Sign up to our newsletter’ CTA on all your staff email signatures linked to your sign-up landing page. Trying to widen content distribution? Email signatures are the perfect place to promote your blog, ebook, latest short-form created videos or case study – always with a clear clickable CTA (eg.‘Watch our 1-minute video). You can also boost event attendance – both face-to-face and virtual by simply adding a ‘Book Now’ button linked to your sign-up page. Suddenly every business email is an invitation! Our blog post on email signature marketing cost effectiveness explores this in more detail.

Takeaway Tip:  Integrate your company email signatures into your overall marketing comms.

Email signatures must be mobile-friendly (so design them to display on every device)

Up to 81% of your business emails are opened on mobile devices. Don’t miss out on all these opportunities with a default “Sent from my mobile device” or a signature that displays poorly (or goes missing!) on mobile. Mobile-optimise your company signatures. Think about the limited,vertical screen space. Keep your mobile email signature design simple; break up long lines; keep image file size small; use easily readable font sizes (8pt – 20pt); stick to 3 social media icons and make sure CTA buttons are big enough to press easily. Ideally, your email signature solution should mobile-optimise automatically! Read our guide on how to make your email signature mobile-friendly.

Takeaway Tip:  Don’t assume your signature is mobile-optimised. Test, test, test across all devices.

Multiple screens displaying an email signatures of Joanna Doe and a marketing email signature banner

BONUS: Email signatures are great for internal marketing too (so start engaging your staff)

Think of all the emails your staff send to each other every day. Email signatures can make each one an interactive internal marketing opportunity and an invaluable internal comms channel for HR to strengthen company culture. They’re a great way to keep all employees – in office and remote – informed, engaged and on-brand. Make it easy for them to click through to the latest company news, CEO video message, updated policy documents and social event details. Link new staff to the onboarding material they need and ensure existing staff engage with your latest training content. Want to increase staff engagement? Explore 7 internal marketing ideas to improve employee experience.

Takeaway Tip:  Want to gauge staff morale? Add a one-click staff satisfaction survey to every internal email.

Want to make it simple? Start by using an email signature manager

As you can see, there is SO much more to your company email signatures than a simple sign-off! I hope this blog has inspired you to take control, get creative and start running email signature marketing campaigns to build your brand, grow your business and strengthen your company culture.

One final point, if you want to make email signature marketing even easier, consider adding an email signature manager to your marketing tools. It’s a simple way to manage, automate and integrate signature marketing at scale to achieve success without the stress.


Leonie van Aswegen | Marketing Manager
Connect with Leonie on LinkedIn

Rocketseed Soars into Charlotte to Increase US Presence

An image taken by a drone of Charlotte, North Carolina, USA skyline

I’m delighted to announce Rocketseed’s expansion in the United States with the establishment of a new presence in Charlotte, North Carolina. This strategic move marks an important milestone in Rocketseed’s growth and aligns with our mission to provide cutting-edge email signature and marketing solutions to businesses worldwide.

This new East Coast presence, along with our established presence in California, means that our customers can now be managed from each coast of the USA, vastly improving our relationships and creating a greater degree of understanding of our customer base in the region.

Charlotte’s vibrant business environment and rich talent pool make it the ideal location for Rocketseed to establish a strong foothold in the region. Importantly, this new presence will allow us to provide more localised support to our valued clients across industries, including Healthcare, Finance, Professional Services, Real Estate and Manufacturing.

Although only a few months in, our Charlotte expansion is a testament to Rocketseed’s ongoing growth and success and we envisage a greater speed of growth in the region given the positive feedback that we’re seeing from both our customers and the prospects that we’re speaking with.

As Rocketseed continues to expand its global footprint, we remain committed to driving innovation, delivering exceptional customer service, and empowering organisations to unlock the full potential of their brand through email communications.

It was a big decision but we couldn’t be happier to have chosen Charlotte to be our base of operations for the US market and look forward to sustained growth as we move into the future.

Looking for professional business email signature software?

Experience the benefits of Rocketseed with our 14-day free trial, exclusively available for businesses with 50+ staff. Alternatively, you can contact us to discuss your requirements and how we can help.

Damian Hamp Adams
Damian Hamp-Adams  |  CEO
Connect with Damian on LinkedIn

Setting Boundaries With Business Email Signatures

A birds-eye-view of a desk with various stationary and a clock with a 'Always on' post-it that's been scratched out.

Are you ‘always-on’ when it comes to email? At the mercy of your inbox and feeling pressured to respond even after hours or on vacation? Is it affecting your wellbeing and work-life balance? If so, it’s time for you to communicate boundaries about your working hours, and email boundaries especially. In this guide I’ll show you how you can do this extremely effectively simply by using your work email signature, including a range of specific boundary-setting message examples that you can use.

The importance of setting boundaries at work

In this world of remote and flexible working, cross timezone collaboration and always-on communications, there is more pressure than ever to provide everyone with an immediate response at any time – especially on email. The result? The divide between work and personal lives is becoming blurred and therefore the need to set and communicate boundaries – especially email boundaries – is more important than ever.

Why is setting email boundaries so important?

For many it’s simply because email is their busiest business communication channel, which can also make it the most time-consuming, distracting and stressful. If you routinely send and reply to emails out-of-hours or on vacation, whether you are doing it proactively or to meet others’ expectations, you’re sending out the signal that you have no boundaries.

Let’s take a closer look at the main benefits of setting and communicating email boundaries.

Setting email boundaries protects your time

Everybody wants your time. Your boss, co-workers and customers all compete for your time across a range of communication channels, especially email. Communicating boundaries means making your working hours clear, whether you work full-time, part-time or flexibly.

It is easy to forget that email is asynchronous, most emails are not urgent or emergencies so you need to prioritise (there are some practical prioritising tips later).

Setting email boundaries helps you get things done

You’re always busy but are you always productive? How many of the emails you receive every day actually help you progress your projects? Checking email isn’t the purpose of your job. Setting email boundaries means you can focus on the projects you’re paid to do and on which your performance is assessed.

Setting email boundaries helps manage expectations

Even with clear email boundaries you can’t stop people emailing you at any time. However, you can manage their expectations regarding your response time. Remember, most emails don’t require an immediate response and you shouldn’t feel pressured, especially outside of your working hours.

Setting boundaries increases your wellbeing

If you’re exhausted from overwork and replying to emails at midnight every night, your physical and mental health is going to suffer. Setting email boundaries can stop you burning out, help you recharge your batteries and restore your work-life balance.

Setting boundaries creates mutual respect

Setting boundaries isn’t all about you! Email boundary expectations work both ways. Take note of, and respect, any boundaries that your co-workers and customers set or ask them how quickly they typically reply and when are the best times to contact them. Your boundaries message can also make it clear that recipients should reply at a time convenient to them.

Who benefits from email boundary setting?

Email boundary setting at work can benefit everybody.

  • You. Communicating boundaries helps you protect your time, progress projects, improve your mental wellbeing and reclaim your personal life.
  • Recipients. Seeing your boundaries reminds clients of the best times to reach out to you and gives them realistic expectations of when to expect a response from you.
  • Your team: Your boss, your team and your business as a whole need you to be rested, refreshed and ready to do your best work. Clear work boundaries help ensure this as well as helping to create a culture of mutual respect.

With this in mind, there is one method that is ideal for communicating boundaries – your work email signature

Why your email signature is ideal for setting boundaries

If you want to communicate work boundaries – especially email boundaries – it makes perfect sense to add them to every business email and reply you send, without interfering with your main message. The easiest way to do this is with your work email signature.

After all, you use your email signature for work, so it’s time to start using it to set work boundaries.

A professional email signature with working hours included is a constant reminder to recipients and makes your boundaries more memorable with every email.

Ways in which you can set boundaries using your email signature

You can use your email signature to communicate boundaries including working hours, upcoming vacation, expected email response times and more..

A boundary-setting message can be included in your main work email signature design or in your email disclaimer, depending on the profile you wish to give it.

It is also important that your boundary setting message displays correctly on all devices, which you can ensure by following our guide to making your email signature mobile-friendly.

Here are examples of some of the types of boundary details that can be added to email signatures.

Boundaries email signature

Working hours in your email signature

Whether you work full-time, part-time or flexibly, if you want to protect your time and keep recipients informed, an email signature with working hours included is essential.

Full-time Work Email Signature

Based on a traditional working week, an email signature working hours example could simply include:

My working hours are 9am – 5.30pm, Monday -Friday

These might be the hours that many recipients assume you work anyway but including them in your email signature still serves to emphasise your work boundaries.

Part-time Work Signature

Having an email signature with working hours can be even more important if you work part-time, making recipients aware of the best days to reach out and when to expect a reply. A part-time working days email signature example could include the message:

Thank you for your email. My work days are Monday – Wednesday. For anything urgent outside of these days please contact <manager’s contact details>. Otherwise, I will reply as soon as possible when I am back in the office.

Hybrid Work Email Signature

If you are a hybrid worker, working part-time in the office and part-time at home, you don’t need to state this on your email signature, unless your working hours are different at the different locations. However, in some instances it might be useful for hybrid working employees to include office hours in their email signature, such as:

I work in the office and remotely. I am always in the office on Tuesdays, Wednesdays and Thursdays, 9am – 5.30pm

A professional email signature with working hours is a simple way to set boundaries, without overly emphasising response times or other details.

Upcoming out of office and holiday (vacation) time in your email signature

You can also use your email signature for work to highlight upcoming times when you won’t be at work. To avoid your upcoming vacation, paid time off (PTO) or simply out-of office-time coming as a surprise to your clients and co-workers, you can keep them in the loop with a line in your work email signature. This way they can make sure they have what they need from you before you go and they won’t disturb you while you’re away.

Upcoming Vacation Email Signature

An upcoming vacation in email signature example could include:

Upcoming Vacation: I will be on vacation between <date> and <date> and will not be responding to emails during this time.

When’s the best time to add a vacation alert in an email signature? Perhaps 2 weeks in advance and make it clear what your out-of-office dates will be so others can plan ahead.

Upcoming Paid Time Off (PTO) Email Signature

In this instance, you could include a message for any upcoming PTO in your signature such as:

Upcoming Leave: I will be on leave between <date> and <date> and will not be responding to emails over this period. Please contact <manager’s contact details> if you require urgent assistance.

Out of Office Email Signature

Whilst your signature can be applied to an automated out-of-office email, it can also be useful to add an out of office signature message to notify recipients of a time when you will be away from the office (without giving a specific reason). An upcoming OOO in an email signature could say:

Upcoming Out-of-Office: I will be out of the office between <date/time> and <date/time> and will not be responding to emails over this period but will reply on my return. Please contact <manager’s contact details> if you require an urgent response.

Other ways to set boundaries with your email signature

Time Zones Email Signature

If you work internationally, are you always receiving emails from co-workers and customers across the globe who expect an immediate response even though it’s the middle of the night for you? If so, it can be worth emphasising your time zone in your email signature. This should remind them to take account of the time difference and help manage their response expectations. For example:

My core working hours are 9am – 5.30pm GMT

Also, if you are sending emails to clients or co-workers abroad, a line in your signature can make your response expectations clear:

<Company name> works across a number of timezones. If you receive an email from me outside of your normal business hours please don’t feel obliged to reply outside of your working hours.

Working Remotely Email Signature

Remote working – whether at home or otherwise – can enable you to work around other commitments and this flexibility increases the chance of you sending business emails before or after ‘normal’ working hours. Therefore a working remotely email signature example might include:

As I now work remotely, you may receive emails from me outside of normal working hours. Please don’t feel any pressure to reply outside of your own work hours.

Working from Home Email Signature

Whether permanent or temporary, working from home makes it easier to work around domestic and childcare responsibilities and, in some circumstances, explain why you don’t have access to certain office facilities. Similar to remote working, a working from home email signature could say:

I am currently working from home so you may receive emails from me outside of normal working hours. Please don’t feel obliged to reply outside of your working hours.

Flexible Working Email Signature

With an increase in flexible working, it is more important than ever to make your working patterns and response time expectations clear to co-workers and clients. This can apply to both employed and freelance workers who, by being early birds or night owls, may be sending emails before or after normal working hours. To take the pressure off recipients, flexible working email signature examples might include phrases such as….

  • I work flexible hours so I’m sending this email now as it is a time that works for me. Feel free to read, action or reply at a time that works for you.
  • I work flexibly and may send emails outside normal working hours. I do not expect an immediate response.
  • I choose to work flexibly and often send emails outside normal office hours. I do not expect you to reply to my emails outside of your normal hours.

Another flexible working email signature example could be:

My workday may look different from your workday. Please do not feel obligated to respond outside of your normal working hours.

Response Expectations Email Signature

Simplest of all, you can use your email signature to show your respect for other people’s work boundaries by including a line such as:

I don’t expect you to reply to my email outside your work hours

You can also use your signature to remind recipients of your own response time, for example by including:

I typically reply to emails within <timeframe>. If you need an answer faster than that please let me know.

What to include in your boundary setting email signature

A boundary setting email signature simply features a boundary message – either in the main signature or disclaimer – in addition to all the other information and branding that your email signature for work contains, namely:

Other ways you can set boundaries using work emails

Whilst work email signatures are an easy and effective way to communicate boundaries, here are some other tips and techniques to help set boundaries around email.

Use automated ‘out-of-office’ style email messages

Make it crystal clear in your vacation or PTO out-of-office message that you won’t be checking your inbox while you are away and will only be responding to emails when you return, and who to contact instead if the matter is genuinely urgent.

You can also use an automated out-of-office type reply when you simply want to concentrate on a current project. For example:

Thank you for your email. I am up against a deadline on another project but will get back to you within 24 hours.

Allocate email time

Break the habit of continual inbox checking by dedicating a limited number of sessions each day to reading, writing and sending email – say, two in the morning and two in the afternoon.. Perhaps get an hour or two of your most urgent work done before your first inbox check and then you can triage your messages and respond to any urgent ones. You could even communicate this with a message in your email signature such as:

I check my email twice a day between 10-11am ET and between 3-4pm ET

Triage your email

Simply make sure that you prioritise emails that are genuinely important for your current projects. You should be able to do this easily during your inbox checking sessions without complicating the process with multiple inboxes.

Stop sending emails out of hours

How can you communicate boundaries effectively if you break your own! Simply stop sending emails outside of your set boundary times. Of course you can check your inbox and draft messages at any time (even automate a send schedule) but stick to sending and replying to emails during your working hours.

Write better emails

Writing and sending emails that are ambiguous or unclear will only lead to you receiving more emails requesting clarification and requiring your attention. How do you write better emails? Start with a subject line that makes it clear what the email is about. Avoid using any ambiguous, unnecessarily complex language or jargon. Make it completely clear what action you require the recipient to take having read your email and if/when you require a response. See our guide for plenty of tips on how to write a professional email.

Don’t use email for every message

Simply use another, more appropriate channel. Because, whilst certain messages work best on email, many can be done better through chat and video conferencing apps such as Slack, Teams and Zoom. So if your message is short and simple ask yourself if it really needs to be sent via email.

Turn off notifications

The last thing you need is to be alerted every time an email arrives in your inbox. Notifications are the enemy of boundaries so turn them off – don’t feel the pressure to check with every ping on your phone.

Close your inbox

It’s that simple. Simply having your inbox always open is a permanent distraction. So unless you’re actively using it during one of your set email sessions, simply keep your inbox tab closed and put your phone away when you need to concentrate.

Use email templates

Do you receive lots of emails effectively asking for the same thing? To help you deal with these common requests quickly – and set expectations at the same time – you can create a set of standard response email templates. For example, you could create templates for routine recruitment and media enquiries.

Consider the real cost of email

The cost of checking your inbox is far from free. You need to be mindful of the time it takes, the distraction it creates and the stress it can cause. It interrupts your train of thought and stops the progress of your project so there is a real cost associated with every time you check your inbox and every email you open.

Some of these suggestions might seem very simplistic but they can be very effective in helping you to set email boundaries.

Use email signatures to set boundaries across your business

Want to create a company culture that respects work boundaries? The following tips can help you roll-out boundary-setting signatures across your business.

Set an Example by Setting Boundaries in your Email Signature

Does your company – especially senior management – have a culture of out-of-hours emailing, and expecting immediate responses from staff? If you are in a position of influence take the opportunity to lead by example and diffuse these pressures. By setting boundaries in your work email signature, you can inspire other staff to do the same and help change the ‘always-on’ culture.

Promote boundary setting using internal email signature marketing

With a professional email signature solution like Rocketseed you can add marketing banners to your internal email to promote the setting and respecting of boundaries, making the message clear to both new joiners and established staff. It’s just another way that centrally managing your email signatures becomes a useful HR and internal comms solution. An example of a boundary setting email banner could look like this:

An example of a boundary setting email banners with a laptop and an hourglass.

Implementing boundary-setting email signatures company-wide.

Setting boundaries across all company email signatures can be an implementation challenge. There 2 basic options:

  • Instruct individual employees to add boundaries in their email signatures
    This brings the risk that these instructions will be ignored or implemented incorrectly. Also, it is certain to be time-consuming for your IT team, assisting individuals with their signature updates.
  • Centrally add boundaries to all employee signatures
    Using professional email signature manager software you can simultaneously add boundary details to all employee email signatures and ensure they are consistently formatted and compliant with company policy.

Use company email signatures to show a boundary-respecting culture.

Use your email signature to reflect your company culture of setting and respecting email boundaries by adding statements such as:

At <company name> we value and respect flexible work arrangements so please respond when you are working.


<Company name> is a flexible employer and, while I have sent this at a time that is convenient for me, I don’t expect you to read, respond or follow up on this email outside your working hours.

Ready to start setting boundaries with your email signatures?

At Rocketseed we know what a big part of life email can be. With our professional email signature manager software you can easily update all staff signatures centrally to communicate boundaries in accordance with your brand guidelines and company policies.

To start setting boundaries with your business email signatures, contact us today. Need email signatures for more than 50 users? Start your Rocketseed free trial today.

Shanique Brophy

Shanique Brophy | Marketing Executive
Connect with Shanique on LinkedIn

How to Sign Off on an Email Correctly

Email sign off guidelines

Is ‘Best’ always the best email sign off? When you’re writing an email, it’s not how you start, it’s how you finish that is most important. So while there are only a handful of ways to say ‘Hi’, there are so many different ways to sign off an email that choosing the correct email ending can be confusing. From the formal ‘Yours sincerely’ to the casual ‘Cheers’, using the right business email sign off can make a real difference to your recipient’s reaction and the response you’ll receive.

You’re too busy to waste time worrying about how to sign off every email correctly. That’s why we’ve produced this guide to help you choose the most appropriate sign off for any email. You’ll learn how to look professional without appearing pretentious, friendly without being over familiar, and creative enough to stand out from the crowd. With our best practice business email sign off examples you’ll always make the right impression.

In this email sign off guide, I’ll show you:

What are email sign offs?

An email sign off is simply the short (usually two or three word) phrase that you use to end your email message before adding your name and email signature. It’s as simple as that. So simple that most people don’t give a second thought to how they end their emails. Even people with full professional email signatures say ‘But how do I sign off an email?’. Stand out from the crowd by leaving the right impression – and getting the right response – by always using the right email sign-off.

How should you sign off an email?

Unlike formal letter writing’s traditional sign offs of ‘Yours faithfully’ or ‘Yours sincerely’, there are no rules for signing off an email. You have to use your judgement and choose the most appropriate email sign off for the situation. There are, however, some email sign off best practices to help you make the right choice. Let’s take a look…

Email sign off best practices

These are the things you should consider when choosing an email sign off:

  • It’s all about context. Are you sending amendments to a client contract or arranging the company BBQ? Keep your email sign off consistent with your message content and style. So, if you’re sending a formal message use a formal email ending.
  • Think about your relationship with the recipient. Are you signing off an email to a potential new client or a close colleague? Is the recipient purely a business contact or have you built up a friendship? It’s the difference between using a ‘Best regards’ and a ‘Cheers’ email sign off.
  • Always be respectful. It pays to be polite so always use a respectful email sign off. It doesn’t have to be a stuffy ‘Yours respectfully’, a polite ‘Best wishes’ will do. And remember that different generations and cultures have different views of what counts as respectful!
  • Check punctuation and spelling. Only start the first word of your email sign off with a capital letter (‘Kind regards’ rather than ‘Kind Regards’ and don’t let any spelling mistakes creep in (Kond regrads?). When you re-read your email message don’t stop before the sign-off.
  • Make it personal. You can still stay professional while adding some personality to your sign off but it’s better to wait until you’ve established a friendlier, more personal relationship with the recipient.
  • Take care when being creative. Remember that a creative email sign off that appeals to you might not resonate with the recipient. This is especially true when emailing across countries and cultures where your sign off’s meaning might get, literally, lost in translation.
  • Keep your email ending on-brand. Use a sign off that suits your brand image. For example, you’ll use a far more formal email sign off if you work for an established law firm than if you work for a tech start-up or leisure brand. One way to ensure all staff use on-brand email endings is by implementing centrally controlled email signatures which will ensure brand consistency and compliance company-wide.
  • Go easy on the emojis. Should you use emojis in email sign offs? An emoji can say a lot, make it more visual and add a touch of humor. But be careful – make sure your chosen emoji means exactly what you intend!
  • Play it safe if you’re not sure. If you’re really worried about your email sign off looking unprofessional, being misinterpreted or causing offence, it’s best to play it safe with a non-specific email ending such as ‘Regards’.

Tip: To play it ultra safe, if you’re replying to an email, simply use the same email sign off as the original sender, as long as it is appropriate.

As Sean Butcher, Founder of Reflect Consultancy notes:

“Firstly, really consider your audience. Is it a large corporate or a small startup? Do you have a previous relationship with the person you are emailing or are you prospecting a cold lead? Are other people you don’t know so well cc’d (or could they potentially be bcc’d in the email thread) and therefore you’re exposing yourself to more people that could judge the way you are communicating?

If you have a pre-established relationship with your contact then it’s more likely you can incorporate a bit more flexibility in the way you exchange emails. Though for those people you don’t know, it’s best to start with an element of formality, and at the very least, general politeness in your tone.

Even then, whilst most people can accept a bit of ‘banter’, there’s a fine line between ‘jokey’ and ‘offensive’. Unless you are the very best of friends, you never know someone’s circumstances, personal situation or history. It doesn’t take any effort to be courteous, professional and polite, and people will remember you for it.

As a general rule: if there’s any doubt about your email sign-off’s appropriateness, or if you are in any way concerned that it could be deemed risky, then it’s always best to trust your gut and play it safe.”

Which email sign-off delivers the highest response rates?

Boomerang conducted a study and proved that a little thanks goes a long way. They looked at closings on 350,000 emails and found that gratitude sign-offs received the highest response rate.

‘Thanks in advance’ came up on top with a 65.7% response rate, followed closely by ‘Thanks’ at 63% and finally a 57.9% response rate for ‘Thank you’.

Email sign off statistics

Professional email sign offs

Whether you’re writing to your boss, a customer, a supplier or a co-worker, in the workplace you need to know how to sign off an email professionally. Remember that professional doesn’t have to mean formal. Using a traditional email sign off such as ‘Best regards’ might sound like playing it safe but in many ways it makes perfect sense. No one ever got reprimanded for being too professional! You can’t go far wrong with the following professional email sign off examples:

  • ‘Sincerely’ / ‘Yours sincerely’. A classic email sign off from the letter writing tradition, it is still appropriate for more formal business and legal emails but might make you look rather reserved.
  • ‘Regards’ / ‘Best regards’ / ‘Kind regards’. ‘Regards’ is the safest of safe choices, which isn’t always a bad thing. It’s professional and won’t spring any surprises but it can look rather ‘default’ and thoughtless, so best to add ‘Best’.
  • ‘Respectfully’ / ‘Yours respectfully’. An ultra-formal sign off best suited to writing to senior executives or government officials, it is certainly courteous and, quite literally, shows respect.
  • ‘Best wishes’. This is the best of both worlds. It’s formal but it’s also friendly, professional but with a more personal feel – a universal email sign off.
  • ‘Best’. Short and to the point, ‘Best’ has become a very popular go-to email sign off choice. But does it look dull? You can always extend it to a ‘Best wishes’, ‘Best regards’ or ‘All the best’ email sign off .
  • ‘Thank you’. Another neutral email sign off that works in almost every situation, making you look professional and polite.

Whatever email ending you choose, a professional email signature perfectly complements a professional email sign off to leave the right impression on the recipient.

Work friendly email sign off

With the business world becoming less and less formal…there’s plenty of opportunity to use a more casual email sign off. If you’re building a friendlier relationship with a client or co-worker, try warming up your email with a more relaxed ending such as ‘Warmest regards’, ‘Warmly’ or a cheerful ‘Cheers!’.

Funny email sign offs

Email sign offs don’t have to be a serious business. Sometimes it’s right to raise a smile with a humorous email sign off. But take care. Not everyone shares the same sense of humor. So it’s best to save up your amusing email endings for close colleagues and customers who you’ve built up a friendship with. Funny email sign off examples might include ‘See you later, alligator!’, ‘Thank goodness it’s Friday!’, ‘Catch you on the flip side’ or ‘And that’s a wrap!’.

Creative email sign offs

From cartoon character catchphrases to memorable movie quotes, a creative email sign off can really resonate with the recipient – but make sure they’re the right age and have the right interests to understand the reference. Pop culture email sign offs could include ‘To infinity and beyond!’, ‘Hasta la vista, baby!’, ‘Live long and prosper’, ‘May the force be with you’, or even the classic ‘Yabba Dabba Doo!

Remember with funny or creative email endings, chances are they’ll only seem funny or creative the first time the recipient reads them!

Email sign offs to avoid

When it comes to email endings to avoid, there are a few rules of thumb to remember.

  • Don’t be too formal. Overly formal email sign offs such as ‘Yours faithfully’ and ‘Yours respectfully’, whilst OK for letter writing, can make you look pompous rather than professional on email.
  • Don’t be too emotional. Affectionate email sign offs such as ‘Love’, ‘Lots of love’ or ‘Hugs’ aren’t appropriate for the workplace and are best kept for partners, close friends and family.
  • Don’t use abbreviations. Email isn’t SMS. Abbreviations in email sign offs like ‘Thx’, ‘XO’, ‘L8r’.‘TTYL’ and ‘Rgrds’ (really?) might be OK to close colleagues but to anyone else they’ll make you look lazy and unprofessional. Plus, there is also the possibility that the recipient won’t know what they mean!
  • Don’t be offensive. No surprises here! But it’s worth stating anyway. No swearing in your sign offs!
    Also, don’t use religious or political references in your email sign off to bless the recipient or show your political allegiance.
  • Don’t leave out a sign off. Leaving out an email sign off completely looks rude and abrupt. Using a sign off is courteous, even if only on the initial email in a conversation chain.
  • Don’t sign off an email with just your name. It’s brief and blunt and, while it might be OK in an email chain, it’s not a good way to sign off an introductory email.
  • Don’t be passive aggressive. Perhaps that ‘Kind regards’ sign off isn’t really kind at all! You’ll see some passive aggressive email sign offs below with tips on how to spot them.
Unprofessional email sign-offs

Passive aggressive email sign offs

Are you convinced that a colleague or customer is being cold or condescending under the cover of appearing professional and polite? Perhaps they’re using a passive-aggressive email sign off. It might be unintentional but if it continues it can harm your work environment, morale and productivity. To help you read between the lines, here are some of the most passive aggressive phrases used in workplace email sign offs – and what they might really mean – so you can spot them and ask the sender to stop.

  • Regards. (I really can’t be bothered to be at all friendly)
  • Awaiting your response. (I need the information NOW – hurry up!)
  • Any updates on this? (What’s taking you so long?)
  • Please advise. (It’s your problem now not mine – deal with it)
  • Thanks in advance. (You can’t get out of helping me now)
  • I look forward to hearing from you. (Get back to me quicker than you did last time)
  • All the best. (You won’t be hearing from me again)

Generational differences email sign offs

What does a GenZ email sign off look like? As Saman Javed, writing in The Independent reveals, Gen Z are signing off workplace emails in remarkably different ways from traditional formalities.

So while older generations play it safe with classic email sign offs such as ‘Kind regards’, ‘Best wishes’, ‘Sincerely’ and ‘Thanks’, the GenZ sign-off examples cited include ‘That’s all’, ‘Hehe, bye’, ‘Alright alright alright’, ‘Hasta la pasta’, ‘Insert pleasantry here’, ‘Don’t cross me’ and ‘Talk soon, loser’.

Do GenZ want a life free of professional formalities? Are millennials and older generations clinging on to a more formal workplace past? While the above might be extreme examples, it’s clear that there are generational differences in email sign offs that could spell the end for formaily.

Cultural differences email sign offs

When you’ve got a global customer base or workforce, it’s essential that your email communications aren’t misunderstood. An email sign off that doesn’t cross cultures, and has a meaning that gets lost in translation, can only amplify the risk and impact.

As Darren Menabney writes in Forbes, there are ways to avoid disaster when sending emails across cultures He emphasises that “Overcoming this risk requires the right mindset, cultural awareness and being intentional in crafting emails sent across cultures”. Using an appropriate sign off shows that you’re alert to cultural sensitivities”.

This is echoed by Lucy Pembayun, Founder of LEaF Translations who considers the email sign off faux pas that could happen when working in an international team.

“Striking the right tone in an email sign-off can be tricky when communicating in your own language with people from the same cultural background – but it becomes a whole lot harder when you are communicating with people from a different culture and especially when there is a different language involved. A tone that may be considered acceptable in your home country, may be deemed cold or even offensive by people from another country. For example, in the US it is common to sign off emails with “Regards”, but this can come across a little unfriendly in the UK, where we tend to opt for “Kind regards”.

Lucy highlights some other examples:

“Some countries are more than happy to abbreviate, such as Germany with “LG” for “Liebe Grüße”, but I’ve never come across KR or BW in the UK. Then there is the language itself. Whenever it comes to translation, a general rule of thumb is never to translate literally. Using the previous example from Germany, signing off an email to a British colleague with “Lovely greetings” would come across a little odd; translating the informal French email sign-off “Mille baisers” literally would result in you sending “A thousand kisses”. So how to avoid an awkward or even offensive email sign-off when working with international teams? If it is a colleague, why not ask them what would be appropriate – it could lead to a fascinating conversation about language and culture.”

She also notes,

“If you are writing an important email, perhaps to a prospective client or as part of a job application, then it could well be worth consulting with a native speaker to make sure you strike the right tone.”

Email sign offs for all occasions

Searching for the right email sign off for a specific occasion? Here are some situation-specific email sign off examples to help you.

Email sign offs – apologies

Is ‘sorry’ really the hardest word? Nobody’s perfect, and If you’ve made a mistake, missed a project deadline or even hurt a colleague’s feelings, you’ll want to apologize. As a rule, it’s best to apologize in person or by phone but that isn’t always practical. So what’s an ideal apologetic email sign off to help you say sorry?Whoever it’s to, writing an email apology starts way before the sign off. Acknowledge your mistake, show you’re genuinely sorry for it and want to put things right. Email sign off apologies need to be authentic, such as a simple ‘Sincerely’. You don’t need to sign off ‘With apologies’ – your whole email has been your apology!

Email sign offs – appreciation

Everyone appreciates a ‘Thank you’. So if a colleague has sent you the urgent information you needed or a supplier has hurried through a delivery to help you meet a deadline, emphasize your gratitude with an appreciation email sign off. It can really help strengthen relationships.

Keep it simple with a ‘Thank you’, ‘Thanks’, ‘Many thanks’, ‘With appreciation’ or even just an ‘Appreciatively’ email sign off. You can also make your thank you email sign off specific, such as ‘Thank you for your time’, ‘Thank you for the opportunity’, ‘Thank you for your support’, ‘Thanks for all your help’ or even ‘Thanks for thinking of me’. You can also offer to return the favour with ‘If I can ever help you like you’ve helped me, just say the word’. If you want to be formal, how about the email sign off ‘With gratitude’? Or perhaps keep it casual with a complimentary email sign off such as ‘You’re the best’, ‘You rock’ or ‘You’re a star’.

Email sign offs – condolences

Whether you’re writing to a bereaved family member, friend, colleague or client, a condolences email shows them you are thinking of them at a difficult time. Again, it’s all about the type of relationship you have with the recipient. If you’re close, perhaps a sympathy card might be more personal. Keep your message short and sincere and use a condolences email sign off such as ‘Thinking of you’, ‘Please accept my deepest sympathies’, ‘My sincerest condolences to you and your family’, ‘Please let me know if there’s anything I can do’ or ‘Please don’t hesitate to reach out if you need anything’ (as long as it is a genuine offer).

Email sign offs – holidays/Christmas

Spread some seasonal goodwill with a traditional Christmas email sign off of ‘Merry Christmas & Happy New Year’ or ‘Wishing you a merry Christmas’ or a more playful ‘Have a holly, jolly Christmas’. But remember your colleagues and customers might not celebrate the holidays in the same way, so a ‘Happy holidays’ or ‘All the best for the holiday season’ might be appropriate alternatives. Perhaps you could use your email sign off for the holidays to speak for the whole company such as ‘Happy holidays from all of us here at [business name]’ or thank customers for their loyalty with ‘We appreciate your business and look forward to working with you in the new year! ’In addition, creating a Christmas email signature can inform recipients of your holiday period office opening times or feature any Christmas and New Year promotional offers.

Christmas Branded Email Signature Example

Email sign offs – vacation/annual leave

Whilst it’s tempting to gloat with a ‘See you in two weeks’ vacation email sign off before you leave but, while you’re away, it’s your out-of-office message that is important. It not only shows that you’re organized but should clearly state when you’ll be back, when recipients can realistically expect a reply from you and who to contact in the meantime, especially if an issue is urgent. You might also want to stress that you won’t be checking your email while you’re away. ‘I’m away on vacation from 2024 to 2024 and will not be checking my email during this time.If your message can wait, I will reply as soon as possible on my return.In the meantime, if you need urgent assistance please contact [contact email and telephone details]’.Alternatively, if you’re writing to the person going on vacation, you can add a vacation email sign off such as ‘Have a great time’, ‘Enjoy your break’, ‘Have a wonderful trip’ or even ‘Bon voyage!’.

Email sign offs – bad news

Nobody wants to have to break bad news. in an email or otherwise. Depending on the details – from a personal misfortune to redundancy, a bad news email is going to leave the recipient upset, sad, distressed and even confused. So if you have the task, perhaps use one of these bad news email sign off examples to offer consolation – ‘I’m here for you’, ‘Call me whenever you want to talk’, ‘Please don’t hesitate to let me know if you need anything’ – and help show next steps, such as with ‘Let’s talk tomorrow to work out a way forward’.

Email sign offs – job application

Whilst it might not be as important as your covering letter, resume or interview, knowing how to sign off a job application email can still be significant in your job search success. Show a prospective employer or recruiter how professional you are by keeping your job application sign off simple and safe. You can find other ways to stand out from the crowd. These job application email sign off examples are all safely suitable – ‘Best regards’, ‘Thank you’, ‘Thanks’ (but not ‘thx’) or ‘Looking forward to meeting you’ if you’ve been invited to an interview. Make sure you don’t sound entitled or presumptuous that you’ll be selected, so avoid sign-offs like ‘Thanks in advance’.

Relationship between email sign offs and email signatures

In their different ways, your email sign off and email signature both add value to your business email.

While the right email closing phrase is important for leaving the right impression and getting the right response from the recipient, a professional email signature is essential for identifying you the sender, clearly communicating your contact details and branding the email with your corporate logo. It also opens a host of marketing opportunities by enabling the recipient to click through to your website, social media profiles and key content.

Company guidelines regarding acceptable email sign offs are almost impossible to enforce. So the simplest way to ensure that all employee business emails are consistently on-brand company-wide is to control them centrally using a professional email signature manager tool.

You can also use your email sign off to draw attention to features in your signature and drive direct engagement. For example, ‘To set up an introductory meeting, simply click the ‘Book Now’ button in my signature’ or ‘You’ll find all you need on our website. Just click the link in my signature’.


What’s the best way to sign off your emails?

If you are still unsure about which phrase to use to sign off an email, ask yourself the below four questions:

  1. What is the message of the email?
  2. What is the emotion that you want to convey?
  3. Is the email formal or informal?
  4. How well do you know the recipient?

Once you have answered these questions, you will be in a much better position to choose the right sign-off for every email that you send. You can also check out our 7 etiquette tips to help you write more professional emails to ensure you get every aspect of your emails just right.

Whatever email ending you choose, the easiest way to make your (and all your company’s) emails look professional is by adding a professional on-brand email signature to every email. Here at Rocketseed, we are experts in professional email signatures and can help ensure your signatures engage with your clients, generate new leads, and up-sell your products and services.

Contact us today to see how our business email signature software can revolutionize the way you sign off your emails.

Email signatures that display on every device

Shanique Brophy

Shanique Brophy | Marketing Executive
Connect with Shanique on LinkedIn