Sort the following traits into the two types of companies

Prestigious company	“Kitchen-table” outfit
Reliability and keeping commitments	“We do what we can”
Strict confidentiality clauses	“I trust my employees”
Economic and financial stability	“If things don’t pick up in 6 months, we’ll close and do something else”
A standard email signature for all employees	“My name and phone number are enough” (if they want anything else, they can call me)

Of all these differences, one shows up in every email you send: the signature. A standard email signature, the same for all employees, shows from the very first message that the company has well-established working procedures.

What we offer

• We create a standard company signature and roll it out to all your employees.
• The signature is added automatically to every email they send, from their computer or their phone.
• The signature contains:
  • the company logo;
  • the person’s name;
  • their job title;
  • the landline number (reception) and the person’s mobile number;
  • their personal email address (and the office one, if you wish);
  • the company website;
  • the company’s mailing address.
• On request, we can add:
  • a confidentiality notice (disclaimer) warning anyone who receives an email from you by mistake that the information is confidential and that disclosing it may have consequences;
  • your company’s identification details (the unique registration code and the Trade Register number);
  • a link to the company’s LinkedIn page;
  • the bank account and bank.
• Once the signature is created, minor changes (phone number, address) can be made by your employees, or you can ask our support team to make them.

If you put your bank account in the signature, tell your clients and suppliers that you never change it through a simple email. Fake messages announcing “a new bank account” are one of the costliest forms of phishing.

What do you gain?

• a better image and more professionalism in the eyes of those who read your messages;
• readers’ confidence that you’re a serious company;
• association with the image of a company with well-established working procedures;
• the guarantee that everyone your employees deal with can also contact the company directly, especially when an employee leaves;
• a clear picture of the sender’s position in the hierarchy.

How do you set up a single signature for the whole company?

A single signature for the whole company is set up centrally, from the email admin account, not on each computer separately:

• In Microsoft 365, the signature or the confidentiality notice can be added automatically by the server through mail flow rules, so they also appear in messages sent from a phone. Signatures created in Outlook sync across the same user’s computers.
• In Google Workspace, the administrator can automatically add text to the end of all messages sent from the company, and each employee’s signature is set from their Gmail account.

Whatever the platform, a good signature is short, written as text (not as a single image, which many email programs block) and looks good on a phone screen too. The fax number can stay only if the company actually still uses it.

For more information about our IT services, including Microsoft 365 and Google Workspace administration, contact us. We start with a free IT audit.