How much importance does an email hold in your business processes? Probably, more than you think. The email has come a long way, having its separate branch of marketing. Despite the fact that email has been around for decades, advertisers and salespeople are continually trying to remain on top of their never-ending inboxes. According to HubSpot, on average a salesperson spends 21 percent of his productive day writing emails.

The challenges faced by 2020 are likely to continue in the year 2021, where email remains at the top for the everyday business communication channel. While companies are striving to stand out in the recipient’s inbox, the one thing often forgotten is the email signature. Your email signature can make an ever-lasting impression on your audience. Let’s explore more about email signature tips and software.

Professional Email Signature Tips for 2021

1. Include Your Picture

We all know that humans prefer visuals. According to a report, email marketing campaigns that include images have a higher click-through rate than campaigns without. Incorporating a headshot in your email signature makes you more than a faceless salesperson on the other end of the internet. Ensure your image on the email signature is professional and appropriately sized. Such signatures are friendly and invite the reader to connect over more than just an email. 

2. Share Your Recent Publications

Email should always be engaging, informative, and action-oriented to grab the audience’s attention. You might modify your mail body accordingly, but your email signature also holds the same importance. It should tell the reader everything necessary about you, right from your recent online activities, to the links to your recent blog posts. An engaging email signature can tell the reader about how the person is engaged in work and industry. A playful quote can also exhibit a glimpse into your personality and work values.

3. Include a Calendar Link

Including a calendar link to your email signature will make it easy for your employees, customers, or prospects to grab time on the calendar without any back and forth. It helps avoid endless email chains having discussions about determining the time for a meeting. It will also help to build your image, exhibiting how proactive you are about setting meetings. 

4. Keep It Branded

To establish a professional, memorable, and long-lasting impression of your business, you should include a branded image of your organization’s name. It gives readers a good impression of your business. As not every accolade will come with a badge, hyperlinking is the next big thing to share the news with your contacts. Try to use your company’s recent significant achievements and hyperlink them with your email signature.

5. Incorporate Customer Reviews

Peer reviews are important for salespeople, being one of the essential means available to sellers today. Incorporate customer reviews in the form of a link in your signature. Make it easy for prospects or employees to hear how great your company is, straight from the customer’s mouth.

What is Email Signature Software, and How Can It Help Enhance Your Current Email Signature?

Businesses of all sizes use email signature software to enhance their brand and marketing programs. These email signature applications optimize and manage the creation, distribution, curation, monitoring, and standardization of email signatures. These email signatures can contain company fonts, written content, images, and dynamic content such as award logos or social media icons. Businesses can get the help of email signature products to plan, manage, and track emails sent and encourage enhanced response rates, engagement, and overall interaction. 

Businesses use email signature software to enhance their content marketing strategies by presenting information that engages email recipients. However, email signature software is different from e-signature software, which empowers users to gather signatures on documents shared electronically, excluding the need for physical documents to record signatures. 

Top Email Signature Software

1. Exclaimer

Exclaimer delivers premier solutions for Google Workspace (formerly G Suite), Microsoft 365 (formerly Office 365), and Microsoft Exchange email signature management. The product suite provides users a dynamic, complete, and professional email signature when sent from any device, including mobiles and Macs. It generates considerable cost savings by decreasing the load on current IT personnel. With regional offices worldwide, Exclaimer’s products are used by more than 40,000 companies in 150+ countries.

2. Terminus ABM Platform

Terminus, a full-funnel account-based marketing platform, serves as your end-to-end command center to target the right accounts with dynamic data. It activates sales by separating signals from noise and engaging them with unified multi-channel campaigns and reporting on the revenue outcomes that matter. Consolidate your first- and third-party data using the Terminus Data Studio to provide you a 360-degree view of all your accounts and contacts. 

The addition of Terminus Email Experiences to your employees’ email signature opens up one of the most efficient advertising channels out there. The email signature ads of Terminus are targeted based on the recipient’s email address. Which assures you have 100% targeting accuracy. It quickly aligns your email experiences with the advertising segments, ensuring a consistent cross-channel experience.

3. Drift

Drift, one of the world’s leading conversational marketing and sales platform, helps businesses connect with clients who are ready to buy now. With the quickly evolving set of playbooks and tools, Drift is leading companies through the customer-driven revolution by practicing conversations to unlock hypergrowth. Consumers use Drift to deliver a modern buying experience for potential customers, create more qualified leads, and dramatically expedite the sales cycle. Within just two years of serving in the market, the company established itself as one of the fastest-growing SaaS companies of all-time. The company was also named to the Forbes Cloud 100, Entrepreneur’s Top Company Cultures, LinkedIn Top 50 Startups, and Boston Business Journal’s Best Places to Work.  

The email signature by Drift is an easy way to create your email communication look personalized, polished, and on-brand. The signature on email via Drift Email Playbooks and the Chrome extension is fully customizable.

4. Templafy

Templafy is a platform for companies that improve compliance, productivity, and branding in document creation and distribution. It is the intelligent way to dynamically update, manage, and share business document templates and brand assets throughout your organization. Templafy is a solution that IT can trust, communications and compliance teams can control, and employees love using. The world’s most prominent businesses can connect and manage the entire document management ecosystem from one place, taking productivity to the next level.

Email signature manager of Templafy is designed to meet demanding organizational needs. It makes it easy to operate multiple signatures and addresses the most common compliance issues in the email signature legal disclaimers and design. The software is easy to roll-out, and the administration does not need IT resources.

5. Rocketseed

Rocketseed, the first-choice email signature management software, serves both IT professionals worldwide. Their targeted interactive email banner campaigns, professional email signatures, and personalized legal disclaimers change every one-to-one email your company sends, into an engaging, branded, and compliant marketing channel. The software is simple to set up and super secure, and optimized for all significant email platforms. These platforms include Microsoft Office 365, Exchange, and GSuite, assuring perfect display on every device every time. Centralized control guarantees consistency. 


You can overcome the most significant business challenges of 2021 by making innovative use of your most effective form of daily communication – your daily employee email. By incorporating marketing banners, legal disclaimers, satisfaction surveys, and engaging ‘internal marketing’ messaging to your email signatures, you can make email compliant, consistently-branded, and compellingly clickable!

Pooja Patil is a versatile Content Writer with proven writing capabilities in all genres. She holds more than 2 years of experience in the content marketing field, working closely with B2B, B2C, and entertainment businesses providing unparalleled content with enhanced search engine visibility. Content writing expert by day and technophile by night, Pooja enchants her readers with insightful information displayed artistically.

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