Secure your communications: The role of e-mail signatures in phishing prevention
June 11, 2025
E-mail signature as an authentication layer
In business communications, a consistent and professional e-mail signature plays an important role in building the sender's credibility. Any deviation from the standard – missing logo, strange font, outdated data – can raise suspicion. Companies that use server-side HTML email signatures can control every element of the signature, regardless of the device or email client used by the sender.
Server-side signature management: greater control, less risk
Server-integrated solutions such as gSignature allow signatures to be added automatically without end-user intervention. This means that:
- Signatures cannot be omitted,
- Users cannot modify or accidentally delete them,
- Signatures remain identical on every device,
- You can differentiate between internal and external signatures – e.g. less formal within the organization, more elaborate outside it.
The latter is particularly important when it comes to identifying the sender by people outside the company. The more recognizable and professional the e-mail signature, the more difficult it is to forge.
E-mail signatures as a space for additional security elements
By using HTML email signatures, you can include not only your first and last name and contact details in the e-mail signature, but also:
- a link to the company's security policy,
- employee ID number,
- a QR code directing to the official website,
- a warning not to open attachments from unknown senders,
- information about message encryption or DKIM certification.
Such elements not only increase transparency, but also make recipients aware of what a real message from a given organization looks like.
Why use different signatures for internal and external communication?
Internal communication does not require all formal elements, but it should be consistent and legible. External communication, on the other hand, must emphasize professionalism and authenticity.
Thanks to the serverside module:
- You can use different templates depending on the recipient.
- You maintain a consistent brand identity.
- You minimize the risk of someone outside the organization receiving a mismatched or incomplete e-mail signature.
What other features affect security?
Many modern signature systems – especially those based on email signature generators – offer integration with Active Directory, version control, department tagging, and campaign schedules.
All these elements can help IT and security departments identify who sent a message and when, and whether it met company security standards.
Education + technology = better protection
Even the best signature system cannot replace user awareness. That is why e-mail signatures should be treated as part of a larger strategy – an element supporting educational activities, internal policies, and security systems.
The use of a server-side solution in combination with a well-thought-out communication policy gives a company a powerful tool to fight phishing.
Good to know:
Not everyone knows what an email signature is, even though they see it every day. It is not just an aesthetic addition – it is an image-building and security tool.