Your email signature is more than just a block of contact details, it conveys your identity and professional intent. Email service providers interpret it as part of your message. Poor structure can trigger spam checks, while a well-organized signature builds sender trust and improves deliverability.
Tip: After updating your signature, monitor your email placement. A new template can affect your sender profile.
Strong prompts begin with clear constraints. Gather all necessary details before getting ChatGPT involved so the generated signature fits your exact requirements.
Gather these facts, and then turn them into clear, detailed prompts.
Plain-text signatures render quickly and reliably across platforms. They bypass most deliverability issues and ensure your core information is easy to access. Use the following prompts for simple, dependable signatures.
Act as an email deliverability editor. Create a professional plain-text email signature. Details: [Name], [Role], [Company], [City, State]. Include phone and website only. Limit to 4 text lines total. Use my brand domain for the link. No emojis, quotes, or disclaimers.Write a plain-text signature for [Name], [Role], [Company]. Format the phone number according to [Country/Region] standards. Add a brief legal disclaimer if required by [Industry/Region]. Exclude marketing taglines and tracking parameters.Craft two different signatures, one for sales outreach and another for customer success. The difference should be in tone and contact links. Both must use the same domain. No images. Limit each to six text lines. Maintain a neutral tone.Write a concise confidentiality note for an email signature. Limit to 20 words. Use plain English in a single sentence, avoid legal jargon.If you require HTML, keep it simple and predictable, request inline styles and structured semantic markup. Skip external trackers and avoid overly complex layouts.
Produce an HTML email signature with inline CSS. Include: name, role, company, phone, and website. No external CSS, web fonts, or images. Use a single table for alignment. Limit the width to 500px. Also provide a matching plain-text fallback.Create an HTML signature that works with or without a small logo. If included, set the logo width to under 120px and include descriptive alt text. Ensure the signature displays well when images are blocked. Do not use base64. Host the image at [https://example.com/logo.png]. Add rel=noopener to all links for security.Generate an HTML signature where all links use the domain [yourdomain.com]. Remove all UTM and tracking parameters. Set links to open in a new tab. Keep the code under 10 lines if possible. Return both the HTML and a plain-text version.Choosing the right links preserves trust with both recipients and spam filters. URL shorteners or domains that do not match your email domain can cause deliverability issues. Use ChatGPT to enforce rigorous link hygiene:
Rewrite this signature to use only links from [yourdomain.com]. Replace social icons with a single website link. Explain any changes beneath the code block.Audit this signature for tracking parameters or redirect links. Remove them and replace with clean, direct URLs. Provide a cleaned HTML version and a plain-text version.Check each link's destination and anchor text. Make the anchor text short and descriptive. For example: use Schedule a call linking to /book. Avoid non-descriptive hyperlinks, like click here.Lengthy disclaimers slow deliverability and distract from your message. Focus on short, effective language that meets regulatory standards and doesn’t overpower your contact details.
Compress this legal disclaimer to one sentence and 18 words or fewer. Preserve the core meaning and remove redundant language. Provide both the original and the compressed version.Create a short compliance checklist for signatures in [Region/Industry]. Cover company name format, registered address, and required legal IDs. List no more than six bulleted points.Always verify any legal language with your counsel, ChatGPT can help draft text but does not establish compliance policy.
Testing your signature across clients prevents deliverability surprises. Ask ChatGPT for targeted checklists and troubleshooting steps for popular email clients or after any significant changes.
Build a test checklist for Gmail, Outlook (desktop and web), and Apple Mail. Include checks for image blocking, dark mode compatibility, and plain-text rendering. Keep to 10 steps or less.Given this updated signature HTML, identify potential triggers for spam filtering. Focus on link domains, images, and code complexity. Suggest three low-risk fixes.If your emails start landing in spam, review your signature links first. Then check for recent DNS or sending configuration changes. For more in-depth analysis, see our guide to avoiding spam filters.
Any visible change to your emails, such as a new signature, can impact how providers score your sending reputation. A staged warm-up helps email services adjust to your new signature without deliverability surprises.
Services like Mailwarm mimic natural inbox engagement, messages are opened, replied to, rescued from spam, and tagged important by a distributed network. This steady, authentic activity improves your sender reputation in a controlled manner.
Write a short survey request to internal recipients. Ask them to report the folder where they received your message. Offer checkboxes: Inbox, Promotions, Updates, Spam.Keep your signature lean, consistent, and brand-aligned. Use the above prompts to enforce these best practices, and enjoy better inbox placement as a result.
Draft a professional email signature for:Name: [Name] Role: [Role] Company: [Company] Phone: [Number in regional format] Website: [https://yourdomain.com] Rules: - Provide plain-text and lean HTML versions. - No images, tracking, or external fonts. - Use only one website link (your brand domain). - Limit to 5 text lines (plain-text) and a single table (HTML). - Include a one-sentence compliance note if required.Need a second set of eyes on deliverability? For expert assistance with signatures and sending health, consult the email deliverability specialists at mailadept. Share your current signature and sending objectives to receive tailored, actionable feedback.
A carefully constructed email signature avoids unnecessary images, maintains consistent domain links, and includes a plain-text version. These elements help build sender credibility and prevent triggering spam filters.
Tracking parameters in your email signature can raise red flags with spam filters by appearing manipulative. Use them only on your website to maintain trust and improve deliverability.
Regular changes to your signature disrupt your sending reputation and may signal instability to spam filters. Maintain a steady, unaltered signature especially during email warm-up phases to uphold deliverability.
A warm-up period allows email services to adjust to your new signature and preserves your sending reputation. Gradual introduction at low volume prevents sudden surges and helps establish trust.
Yes, intricate HTML with extensive styling or external assets can create compatibility issues across email clients and attract spam filters. Opt for straightforward HTML to ensure consistent rendering and reduce risks.
A void lengthy disclaimers that dilute your core message and slow down email delivery. Craft concise, industry-standard notes that fulfill legal requirements without overwhelming the recipient.
Using multiple domains in your signature disrupts brand consistency and may trigger spam alerts. Align all links under your brand’s main domain to reinforce credibility.
Initially, review the links in your signature for alignment with your domain. Check for recent DNS or configuration changes and apply only critical, low-risk fixes to return to inbox placement.