5 reasons why you should separate internal and external signatures in emails
May 19, 2025
1. Two templates for one person – no unnecessary clicks
From now on, a single user or an entire group can have two different signature templates assigned to them:
- Internal signature – for messages sent to colleagues within the company.
- External signature – for emails sent to customers, partners, or suppliers.
gSignature automatically recognizes whether a message is addressed to internal recipients (same domain) or external recipients (different domain). The appropriate signature is added automatically – no manual changes are necessary.
This means that employees do not have to remember to adjust their e-mail signatures. The system selects the appropriate template itself.
You can find more information about configuration in our help center.
2. Signatures tailored to the recipient
Each group of employees has different communication needs. That's why the ability to use different templates depending on the type of message is revolutionary.
For technical or administrative teams — a simple, factual HTML email signature without graphics or marketing extras. It contains only the most important information, which promotes fast internal communication.
For sales, customer service, and marketing departments — a visually appealing email signature with a logo, CTA buttons, contact details, social media links, and even promotional banners. Such an e-mail signature builds the company's image and supports business activities.
Internal and external email signatures can look completely different, yet both will be consistent with the company's visual identity.
3. New opportunities for internal communication
Until now, many companies have overlooked the potential of signatures in internal emails. Now that is changing. With separate templates, you can also use HTML email signatures as a tool for building organizational culture.
In an internal signature, you can include:
- links to the intranet, internal forms or calendars,
- information about internal titles or roles in the team (e.g., Project Leader X),
- designations such as “Employee of the Month,” “New to the Team,” or “Supporting Project Y.”
This personalization strengthens team engagement and allows for better organization without losing formality in external communication.
4. Automation that works in the background
Thanks to Server-Side Signature in gSignature, the user does not see the signature before sending the message – but the system automatically adds the appropriate template on the server side.
What do you need to do?
📌 Disable signature preview in your Gmail settings.
📌 In gSignature, assign two templates: one as “internal” and the other as “external.”
📌 Done!
The system will recognize the recipients' domains and match the signature. In addition, both users and administrators can check which signature is active at any time – everything is visible in the My Account panel or the Employees tab.
Want to know how to enable Server-Side mode? Check out the details in our documentation.
5. Even better control over your company's image
By distinguishing between internal and external signatures, you gain:
✅ greater flexibility — different content for different contexts,
✅ image consistency — external signatures consistent with your company's branding,
✅ usability — internal signatures can contain information that is not visible to customers,
✅ automation — the system decides which signature to use,
✅ transparency — quick preview of currently assigned templates.
All this in one tool, without the need to change user behavior.
What exactly is an email signature and why is it worth taking care of?
Are you wondering what an email signature is and whether it is worth investing time in optimizing it? The answer is simple — it is your brand's digital business card. Do you send hundreds of emails every month? Every message ends with a signature. This is huge potential — you just need to use it well.
An HTML email signature can:
- support marketing activities,
- increase brand recognition,
- drive traffic to your website, landing page or social media,
- serve as an HR or internal communication tool,
- inform about availability, vacancies and promotions.
And all this happens automatically – without any additional effort on the part of your employees.
If you don't have a centrally managed signature yet, check out our getting started guide, where we explain how to get started.
The new feature for separating internal and external signatures in gSignature offers:
💡 Greater flexibility in tailoring communication to the recipient
💡 Full automation thanks to Server-Side mode
💡 New opportunities for internal communication
💡 Better company image in the eyes of customers
💡 Consistency and control in every email
This is a seemingly small change that can bring real benefits. Make sure your company speaks with the right tone – both internally and externally.