HrvatskiRule 1
Same layout for everyone
One order of lines: name, role, company, phone, site.
Brand OS Portal
Email signature rules for companies: twelve simple rules.
Short rules your whole team can follow. Copy the sheet, fill the brackets and send it.
Free: your brand in 3 real designs, in 48 hours.
A company email signature policy needs a few clear rules: what to include, the order of lines, one font and colour set, a small logo, a light banner, working links and the required legal text.
Below are twelve rules, a rule sheet you can copy and a checklist. Rules work when people do not have to build the signature themselves.
By Vedran Obradović · Updated 7 November 2026
Twelve email signature rules.
Short, so people remember them.
Rule 2
Company font and colours
No custom fonts or colours. Use the brand ones.
Rule 3
A small logo
Small and sharp. Never stretched. See logo usage guidelines.
Rule 4
Keep it short
About six lines of text. No quotes or slogans.
Rule 5
One banner at most
One message, one link. Approved by marketing.
Rule 6
Working links
Check every link. Use clean, short ones.
Rule 7
Few social icons
Two at most: the company LinkedIn and one more. Or none.
Rule 8
Alt text on images
Many mail apps hide images.
Rule 9
Test on a phone
If it looks bad on a phone, change it.
Rule 10
Legal text if required
What your lawyer says, nothing more. Keep it small.
Rule 11
Same on replies
Replies may use a short version. Name, role, phone.
Rule 12
One owner
One person keeps the rules and the sheet of details.
A rule sheet to send your team.
Company email signature rule sheet
Email signature rules at [company] 1. Use the signature from [link]. Do not build your own. 2. Order of lines: name, role, company, phone, website. 3. Do not change fonts, colours or the logo. 4. No quotes, slogans or extra images. 5. One banner is added by marketing. Do not add your own. 6. Social icons: the company LinkedIn page. 7. Keep the legal line as given: [legal text from legal]. 8. Replies use the short version: name, role, phone. 9. New role or new phone? Tell [name] and get a new one. 10. Check yours on your phone. Owner: [name], [email]
More on rollout in how to roll out email signatures to a team.
Free tool
Make a signature that follows the rules.
Type the details, see the signature, copy it. It is free and runs right here.
Why signature rules often fail.
"Brand guidelines nobody follows" is a real complaint.
A rule sheet in a PDF gets read once. People copy an old signature from a colleague. Rules fail when following them is harder than breaking them.
The fix is a tool. Each person types their details and gets a signature that follows the rules. This is the idea of brand compliance: make the right thing the easy thing. See also PDF brand guidelines vs Brand OS Portal.
Brand OS Portal
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How long can a signature be?
Gmail allows up to 10,000 characters in a signature, and images count toward that limit. Checked on 7 November 2026 on support.google.com. That is a lot. Your rules should be much stricter: about six lines of text, one small logo, at most one banner.
The banner has its own rules. See email signature with logo and banner.
Rules that live in the tool.
A designer is right for the identity. The portal handles what comes after.
In a brand portal the signature builder sits next to the logo files and the brand rules. A new hire opens it, types, copies. The rules are already inside.
Jeremy Murray from KORDIN said, "Our team just uses them without asking questions." That is the goal for every rule sheet.
Company signature rules checklist.
0 of 9 done
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Rules built in, not written down.
This is a real tool from a real Brand OS Portal, on the MTG brand. Change the words. The design and the rules stay right.
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Straight answers.
What should a company email signature include?
Name, role, company, phone, website and a small logo. Add legal text if the law requires it.
How long should a company email signature be?
About six lines of text, one small logo and at most one banner.
Should employees be allowed to add quotes or extra images?
No. Extra items break the look and add weight. One banner from marketing is enough.
Do I need legal text in an email signature?
It depends on your country and industry. Ask your lawyer and use what is required, nothing more.
How do I make employees follow the signature rules?
Give them a tool that makes the signature for them. See how to roll out email signatures to a team.
Can a brand portal enforce signature rules?
The Signature Builder in a Brand OS Portal keeps the brand in every email, for every person.
One more thing.
Death List Five. Five headaches, one portal. Sound on.
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