//EMAIL SIGNATURE
Why are
Email Signatures Important?
Email signatures are a common tool used by businesses. In terms of branding, email signatures ensure that every message sent aligns with the company’s identity and visual standards. This allows businesses to convey a professional image, giving recipients essential information and building trust in business communications. However, they can be much more than a simple sign off. Used correctly, they can enhance a business’s cyber security and help protect recipients from fraud. This is where enforcing the email signature for your business may be highly beneficial. This process ensures everyone in your business uses the same professional signature. Below we highlight some of the benefits of having a standardised email signature across your business.
How Does It Help Improve Cyber Security?
Email signatures can be used as a simple way to enhance your organisation’s cyber security. By standardising email signatures, businesses ensure that all electronic communications are verified and consistent, providing several security benefits:
Authenticating Identity: Confirms the sender’s identity, helping to prevent impersonation and unauthorised access.
Maintaining Integrity: Protects content from being altered or tampered with, preserving the original message’s reliability.
Enforcing Terms and Conditions: Ensures that every email being sent from your organisation includes your email policy and code of conduct.
Clarifying EFT Policies: Can help clearly define electronic funds transfer (EFT) policies, reducing the risk of financial fraud and ensuring adherence to established procedures.
Enhancing Regulatory Compliance: Supports in meeting industry-specific regulatory requirements, ensuring that electronic transactions are secure and compliant with legal standards.
What Are the Other Benefits?
Ensuring your business has consistent email signature offers several additional advantages:
Branding: Standardised email signatures ensure consistent use of company logos and branding elements, reinforcing brand identity in every communication.
Accurate Contact Details: Enforced signatures ensure all emails contain up-to-date and accurate contact information, reducing errors and miscommunications.
Marketing Promotions: Including marketing messages or promotions within email signatures can enhance marketing efforts and reach clients more effectively.
Environmental Statements: Email signatures can highlight the company’s commitment to sustainability and eco-friendly practices, such as encouraging recipients not to print emails.
Professionalism: Uniform signatures across all emails maintain a professional appearance, enhancing the organisation’s image.
Legal Disclaimers: Ensuring that every email includes necessary legal disclaimers to comply with regulatory requirements.
By enforcing email signatures, businesses not only improve security but also enhance branding, marketing, professionalism, and compliance efforts.
Should I Enforce
Email Signatures?
Enforcing a signature can be undertaken in a few ways. Firstly, you can implement a company policy directing employees to update their own signature, or you can implement technology to automatically update all signatures across your business in a uniform manner.
At Jam Cyber, we can set up and manage your email signature policies using automated tools and software. These solutions allow for easy updates, customisation, and consistency across all employees’ emails. You can quickly implement branding, contact details, marketing messages, and legal disclaimers without manual intervention. Our team at Jam Cyber will handle the setup and maintenance, ensuring that your email signatures are always current and professional, contributing to your organisation’s security and branding efforts.
Contact us to find out more!
The Fundamentals: What is DMARC?
DMARC, short for Domain-based Message Authentication, Reporting, and Conformance, is an email authentication protocol. It fortifies your email communications by letting you, the domain owner, specify how emails that fail specific authentication checks should be treated. DMARC builds on two existing pillars of email authentication: the Sender Policy Framework (SPF) and DomainKeys Identified Mail (DKIM).
Think of DMARC as a vigilant security guard for your email domain, one that keeps the bludgers at bay and ensures only your genuine emails get the red-carpet welcome in your customers’ inboxes.
