Email Signature Policy Template
Standardise email signatures across your company for professional branding and legal compliance.
Purpose
This policy ensures all company email communications include a standardised, professional signature that represents the brand consistently and includes required legal notices.
Required Elements
- Name: Full name as the employee prefers to be addressed.
- Title: Job title (not department — keep it simple).
- Company: Company name (consistent spelling and capitalisation).
- Contact: Phone number and/or email (not both — keep it concise).
- Confidentiality notice: One-line legal disclaimer.
Prohibited Elements
- Personal social media links (unless pre-approved)
- Inspirational quotes or personal mottos
- Excessive legal disclaimers (keep it to one line)
- Images or graphics (except company logo if approved)
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