Rich HTML Email Signatures

A well-designed email signature is more than just a sign-off; it’s a branding opportunity, a business card, and a call-to-action, all rolled into one.

A client reached out to discuss options for their company email signatures. They had been using a workaround for their company’s email signature: creating a design in a Word document and taking a screenshot to convert it into an image. While this approach may seem quick and straightforward, it comes with several limitations that could hamper branding and functionality efforts. The image wasn’t very clear and not consistent across the each staff member’s signature.

In this blog post, we’ll discuss the challenges faced by businesses like my client’s when using image-based email signatures. We’ll also discuss how an HTML-rich email signature can enhance your brand’s image, increase functionality, and look good across multiple devices. Read on to understand why you should consider upgrading to a rich HTML email signature.

The Limitations of Basic or Image-Based Email Signatures

Non-Clickable Elements

One of the main disadvantages of using image-based email signatures is that they are static. That means no part of the image is interactive, clickable or able to be copied. In today’s digital age, where every click counts, you’re missing out on valuable opportunities to direct recipients to your website, social media profiles, or a specific call-to-action. These limitations mean lost opportunities for lead generation and engagement. An example is that your phone number is in the image-based signature. A recipient is unable to click on the phone number to call you easily. They would have to type write the number down, then type the number out manually. All this may lead to them not calling at all.

Inconsistent Formatting Across Devices

As more people use mobile devices for work-related tasks, it’s necessary to have an email signature that looks good and functions well on both desktop and mobile. Image-based signatures often break, distort, or display inconsistently across various devices and email clients. Some email clients add the signature as an attachment instead of displaying it in the actual email message. This can make your business look unprofessional and may lead to missed opportunities.

Lack of Brand Consistency

An email signature could be thought of as a digital business card—it should align with your company’s brand guidelines, from colors and fonts to logo placement. When you’re creating a signature in a Word document and taking a screenshot, you’re losing control over these critical elements. The image may degrade over time, colors may look different on various screens, and you have minimal control over its interaction with the rest of the email body. All these issues can lead to a dilution of your brand’s identity and recognition.

The Advantages of an HTML-Rich Email Signatures

In contrast to the limitations of basic or image-based signatures, HTML-rich email signatures offer a multitude of benefits that can enhance your brand’s professionalism and engagement. Here’s how:

Clickable Elements for Easy Navigation

Unlike static images, HTML-rich signatures are clickable and interactive. With a single click, your recipients can be directed to your website, social media profiles, a targeted call-to-action or even just to dial your contact number. This not only makes it convenient for them but also maximises the potential for engagement and lead generation.

Consistent and Adaptive Formatting

HTML-rich email signatures are designed to adapt to both desktop and mobile interfaces, ensuring a consistent appearance and functionality across the board.

Brand Consistency to Reinforce Identity

HTML-rich email signatures are customisable so that you can align with your branding guidelines. From your company colors and fonts to the placement of your logo, every element is carefully considered.

Common Challenges and Solutions

Getting your HTML email signature to look just right can be tricky. Different email apps have their unique quirks. For instance, Apple Mail tends to strip away the HTML formatting when pasting in a new signature.

A Quick Guide for iPhone/iPad Users

  1. Use your desktop computer to email the signature to your mobile device.
  2. On your mobile phone, copy the signature from the email by pressing and holding, then choosing Copy.
  3. Open Settings, Tap Mail, Tap Signature.
  4. Delete any signature that is already there.
  5. Tap and hold the empty Signature field to bring up the selection tool.
  6. Tap Paste from the pop-up menu to insert your rich HTML signature. Note that by default all of your formatting will be removed!
  7. Here’s the tricky part: Your formatting will vanish. But shake your iPhone, tap ‘Undo’ on the popup, and your formatting will be restored.

Thanks to for the fix.

If this all sounds a bit too much, or you encounter quirks you can’t seem to work around, we’re here to help you create and install your HTML signature without a hitch.

Sherissa R

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