HubSpot makes it easy to manage customer relationships and send professional emails at scale. But before you hit send, there’s one important detail you shouldn’t overlook: your email signature.
A professional email signature not only helps reinforce your brand and makes it easier for recipients to contact you, but it can even support your marketing efforts when engaging with your community.
So to help you make sure you’re getting the most out of every email you send, read on for everything you need to know about how to insert, optimize, and scale your email signatures in HubSpot.
Why Your Team Needs a Professional Email Signature in HubSpot
Before we get into the technical steps of how to insert an email signature in HubSpot, it’s worth taking a moment to understand why a professional, well-designed signature is so important.
It Strengthens Your Organization’s Professional Image
To start, every email your team sends represents your organization, and a professional email signature gives recipients a clear sense of who exactly they’re communicating with and how they can get in touch.
By including details like an employee’s name, job title, company name, and contact information, you make it easier for customers, prospects, and partners to identify the sender. Consistent, professional signatures across your team also help build trust and reinforce your organization’s credibility with the public, which is essential for strong branding.
It Creates More Opportunities for Engagement
In addition to sharing contact information, a well-designed email signature can also direct recipients to your website, social media profiles, latest content, upcoming events, and important announcements. Since employees send emails every day, a signature becomes a simple but effective way to increase visibility for your brand and encourage further engagement, without adding extra work to your team’s workflow or additional advertising spend.
It Keeps Your Branding Consistent
When every employee creates their own signature, it’s common to see different fonts, layouts, logos, and contact details across the organization. These inconsistencies can make your brand appear less professional and create a fragmented experience for recipients.
By standardizing your approach to email signatures in HubSpot, you can make sure that every email reflects your organization’s branding and presents a consistent, professional image no matter who sends the message.
Step-by-Step: How to Insert and Edit Signatures in HubSpot Emails
Now, on to the fun part! Here’s a step-by-step guide on how to insert an email signature in HubSpot, based on HubSpot’s own knowledge base.
Accessing Your Profile and Preferences
To get started, you need to navigate to the correct settings menu within your HubSpot account.
- Log in to your HubSpot account.
- In the top right corner of the screen, click the settings icon (the gear icon).
- In the left sidebar menu, navigate to the General section.
- Click the Email tab at the top of the page.
- Scroll down to the Configure section and click Manage email signatures.
Once you’ve opened the email signature settings, you’re ready to create a new signature or edit your existing one.
Using the HubSpot Email Signature Editor
Once you click Manage email signatures, a dialog box will appear. This is the signature section where you can create and edit your signature.
HubSpot provides two ways to build your signature: the Simple editor and the HTML editor.
If you want to create a basic signature quickly, use the Simple editor. You can type your information directly into the text box and use the formatting toolbar to change the font size, adjust the color, and add links. You can also use the image icon to insert your company logo or a professional headshot.
If you have a custom email signature design provided by your marketing team, you will want to use the HTML editor. Click the HTML button and paste your custom code into the box. This is the best way to make sure your signature matches your brand identity perfectly.
Saving and Setting Your Default Signature
After you have customized your signature, you need to save it and set your preferences.
- Review your signature to confirm all links and images display correctly.
- Click Save at the bottom of the dialog box.
- To make this your primary signature, check the box next to “Use as my global default signature.”
Setting your signature as the global default is an important step. This guarantees that HubSpot will automatically insert this signature when you compose a new email in the CRM, and it will be used as the fallback value if you use a signature token in marketing emails.
Managing Multiple Signatures for Sales Teams
If you are using Sales Hub Professional or Enterprise and have an assigned Sales Seat, HubSpot allows you to create multiple signatures. This is incredibly useful if you manage different brands, communicate in multiple languages, or need a specific signature for different types of conversations.
To set up multiple signatures, follow the same steps to access the Manage email signatures menu. You can create a new signature, give it a specific name, and then, when you are composing an email in the CRM, you can choose which signature to insert from a dropdown menu.
You can also assign different default signatures to different connected email accounts. To do this, head to the Email tab of your General settings, hover over your connected inbox, click Actions, and select Edit default signature.
From there, choose the appropriate signature from the dropdown menu and click Set as default.
How to Use Signature Tokens in Marketing Emails
While personal signatures are commonly used in one-to-one emails sent from the CRM, marketing emails are often sent to large audiences and require a more scalable solution.
If you want your marketing emails to feel more personal, HubSpot allows you to use a signature token. This feature automatically pulls in the default email signature of each recipient’s assigned contact owner and displays it within the email. As a result, every recipient sees a signature that appears to come directly from the person managing their relationship with your business.
This personalized touch can help make marketing emails feel more human and less automated. It also helps build trust with recipients by creating a stronger connection between the contact and their assigned representative.
In the next steps, we’ll show you how to add a signature token to your marketing emails so HubSpot can automatically insert the appropriate signature for each recipient.
Inserting the Signature Token
Here is how to insert a signature token into your HubSpot marketing email templates:
- Open your marketing email draft in HubSpot.
- Click into the rich text module where you want the signature to appear.
- In the formatting toolbar, click Personalize.
- In the dialog box, click the Token dropdown menu.
- Select Contact owner, and then select Signature.
- Click Insert.
When the email is sent, HubSpot will automatically replace the token with the HTML signature of the specific user who owns that contact. If a contact doesn’t have an assigned owner, HubSpot will use the default signature you specify in your email settings.
Best Practices for Using HubSpot to Create Email Signatures
Knowing how to insert signatures in HubSpot emails is only half the battle. You also need to confirm that the signature you create is effective, professional, and technically sound.
Here are a few best practices to keep in mind as you create and manage email signatures in HubSpot.
Keep the HTML Code Clean
Email clients handle custom HTML differently. And when you add complex styling or excessive code to your signature, there is an increased risk that it will not render correctly when you compose an email. Major email clients, including Outlook, Apple Mail, and Gmail, all render HTML differently, which means a signature that looks perfect in one inbox may appear broken in another.
To avoid frustrating display issues, keep your code as clean and simple as possible. Avoid using CSS positioning (like float or absolute) and rely on basic HTML tables for layout. If you are not comfortable writing HTML from scratch, consider using a dedicated email signature template or generator to create clean, tested code.
Pro Tip: Before rolling out a new signature, send test emails to Outlook, Gmail, Apple Mail, and mobile devices to make sure everything displays as expected.
Use Web-Safe Fonts
When customizing the font of your signature in the HTML editor, you might be tempted to use your company’s custom brand font. However, many custom fonts are not supported across all email clients. And if a recipient’s email client does not support your chosen font, it will default to a standard font like Times New Roman or Arial, which can ruin your carefully curated brand identity.
To guarantee correct display, always use web-safe fonts like Arial, Helvetica, Tahoma, or Verdana. If you must use a custom font, make sure you specify a web-safe fallback font in your CSS font-family stack.
Pro Tip: For the best readability, use a font size between 10pt and 14pt and limit yourself to one or two font styles throughout the signature.
Optimize Images for Email
Images are a great way to enhance your signature, but they must be optimized correctly. Large image files are prone to triggering spam filters, and they can also cause your emails to load slowly.
As a rule of thumb, always resize your images to the exact dimensions you want them to appear in the signature before you upload them to HubSpot, and don’t rely on HTML attributes to scale down a large image. Additionally, always include alt text for your images, in case the recipient’s email client blocks images by default.
Pro Tip: Make sure to host any images in HubSpot’s File Manager or another reliable hosting platform, and keep banners and logos lightweight to improve load times and compatibility.
Include a Clear Call to Action
Your email signature is prime real estate for marketing and promoting your business.
Underneath your name and contact details, it’s worth adding a clear call to action (CTA) that aligns with your goals. For example, you might invite recipients to schedule a meeting, download a helpful resource, check out a social media post, or register for an upcoming webinar. Even a simple link can help drive engagement and create more opportunities for conversation.
The key is to keep your CTA relevant and focused. Rather than overwhelming recipients with multiple options, choose one action that provides value and makes it easy for them to continue interacting with your business.
Pro Tip: If you’re running a campaign or promoting an event, get creative by adding a promotional banner at the bottom of each employee’s email signature, and make sure to update it regularly to keep the message relevant.
Centralizing Signature Management Across Your Organization With BulkSignature
While HubSpot makes it easy for individual users to create and manage their own signatures, maintaining consistency across an entire organization can be challenging.
This is where centralized email signature management platforms, like BulkSignature, can be a massive help. These platforms eliminate the need for manual updates by allowing leadership teams to automatically apply standardized signatures across the organization.
Centralized management also gives marketing teams more control over branding and promotions. From a single dashboard, they can update logos, banners, contact details, and calls to action across every employee signature, making sure campaigns are rolled out consistently (and on time!) without requiring manual updates.
As your team grows, this approach not only saves your admin, IT, and marketing teams a ton of time, but it also guarantees that every email sent reflects the professionalism and consistency your brand deserves.
Looking for an easier way to manage signatures at scale? BulkSignature gives IT, marketing, and operations teams a single place to manage every employee’s email signature. Try BulkSignature for free today — no credit card required!
Frequently Asked Questions About Email Signatures and HubSpot
Where do I find the signature settings in HubSpot?
To find your signature settings, click the settings icon (gear icon) in the top right corner of your HubSpot account. Navigate to General in the left sidebar, click the Email tab, and scroll down to the Configure section. Then, click Manage email signatures to open the editor.
Why is my HTML signature not displaying correctly in Outlook?
Outlook uses Microsoft Word to render HTML emails, which can cause complex code to break. To guarantee correct display, always use basic HTML tables for layout, avoid CSS positioning, and use inline CSS for styling. To make sure your signature displays correctly across all major email clients, it’s a good idea to test it on multiple platforms and devices before saving.
Can I have multiple signatures in HubSpot?
Yes, if you have a Sales Hub Professional or Enterprise account with an assigned Sales Seat, you can create multiple signatures in HubSpot.
When composing an email, you can simply select the signature you want to use from a dropdown menu. HubSpot also lets you assign different default signatures to different connected email accounts, giving you more flexibility over how you present yourself in different contexts.
Is there a HubSpot email signature generator?
HubSpot includes a built-in email signature editor that allows you to create and format signatures directly within your account.
However, if you need more advanced designs, banners, social media icons, or company-wide templates, it’s worth using a dedicated email signature generator and then copy/paste the HTML code into HubSpot’s signature editor.
