5 reasons why you should separate internal and external signatures in emails

1. Two templates for one person – no unnecessary clicks

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From now on, a single user or an entire group can have two different signature templates assigned to them:

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• Internal signature – for messages sent to colleagues within the company.
  

• External signature – for emails sent to customers, partners, or suppliers.
  

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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.

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2. Signatures tailored to the recipient

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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.

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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.

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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.

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Internal and external email signatures can look completely different, yet both will be consistent with the company's visual identity.

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3. New opportunities for internal communication

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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.

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In an internal signature, you can include:

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• 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.”
  

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This personalization strengthens team engagement and allows for better organization without losing formality in external communication.

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4. Automation that works in the background

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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.

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What do you need to do?

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📌 Disable signature preview in your Gmail settings.

📌 In gSignature, assign two templates: one as “internal” and the other as “external.”

📌 Done!

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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.

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5. Even better control over your company's image

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By distinguishing between internal and external signatures, you gain:

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✅ 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.

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All this in one tool, without the need to change user behavior.

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What exactly is an email signature and why is it worth taking care of?

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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.

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An HTML email signature can:

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• 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.
  

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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.

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The new feature for separating internal and external signatures in gSignature offers:

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💡 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

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This is a seemingly small change that can bring real benefits. Make sure your company speaks with the right tone – both internally and externally.