Is it worth adding a “light version” of the signature for short communications? Internal signatures
August 22, 2025
Why are internal signatures important?
Many people think that internal signatures are not very important because emails remain within the organization. However, this is a mistake. These signatures:
- maintain visual consistency throughout the company,
- strengthen organizational culture and team identification,
- can contain important information, such as job title, department, or extension number,
- improve internal communication by including additional useful links (e.g., to the intranet, documents, schedules).
When is it worth using the “light version”?
The light version is a simplified footer, without heavy graphic elements, extensive CTAs or long disclaimers, which are standard in external communication. It is worth using in situations such as:
- quick questions or answers between colleagues,
- messages requiring immediate response,
- internal newsletters and reminders,
- HR messages regarding everyday organizational matters.
Benefits of using light signatures
Faster loading and readability
A lighter signature means less data transfer and better compatibility with different email clients. This is especially important when working with mobile applications and slower internet connections.
Better focus for the recipient
Fewer visual elements allow you to focus on the content of the email without distractions.
Streamlined IT processes and footer management
By dividing signatures into external and internal ones, you can manage templates more effectively and adapt them to the actual needs of users.
How to implement a “light version” in your company?
The best way is to use dedicated email signature management tools, such as gSignature. With them, you can:
- create and assign different versions of signatures (full and light),
- automatically recognize the recipient of the message (internal vs. external),
- control when and which signature is to be used,
- ensure visual consistency with minimal effort on the part of employees.
Adding a “light version” of your email signature for short, internal communication is a solution that brings real benefits to your organization. It improves the readability of messages, strengthens your company culture, and optimizes signature management.
If you want to learn more about how to effectively implement internal and external signatures in your company, check out our template library and documentation.