Your email signature is required for CAN-SPAM compliance and appears at the bottom of every email sent through Better Email. Setting it up correctly ensures your emails send successfully and meet legal requirements.
Why Signatures Matter
Legal Compliance (CAN-SPAM)
All commercial emails must include:
Your physical business address
Your contact information
Unsubscribe option (automatically added by Better Email)
Important: Emails will NOT send if required signature fields are missing.
Required Signature Fields
When setting up team sending, you'll see signature status for each team member:
✅ Green checkmark = All required fields complete, ready to send
❌ Red warning = Missing required information, emails cannot send
What's Required
Full Name
Business Address (physical location)
Phone Number or Email Address
Company/Brokerage Name (if applicable)
Setting Up Your Signature
For Yourself
Go to Settings
Click on your profile or team member section
Fill in all required fields
Look for green checkmark to confirm completion
For Team Members
When setting up team sending:
Select team members for the automation or broadcast
Check signature status for each person
Red indicators? Required fields are missing
Click on team member to update their signature
Fill in missing information
Verify green checkmark appears
You cannot send on behalf of a team member with incomplete signature information.
Signature Best Practices
Keep It Professional
Include:
Full legal name (as registered with your brokerage)
Licensed brokerage name
Office phone number
Professional email address
Office address
Keep It Concise
Avoid:
Multiple phone numbers
Excessive social media links
Long disclaimers (unless required by your brokerage)
Large images or logos (can affect deliverability)
Update Regularly
Update your signature when:
You change brokerages
You move offices
Your phone number changes
Your title changes
Signature vs. Email Content
Your Signature Contains
Legal/required information
Contact details
Professional credentials
Email Content Contains
Your message
Market updates
Property information
Call-to-action
The signature is automatically appended to all emails and cannot be removed (this is required for CAN-SPAM compliance).
Team Sending Signature Requirements
Before Each Send
Better Email checks:
Are all team members' signatures complete?
Do they have all required fields?
Is information up to date?
If ANY team member has an incomplete signature, the send will be blocked for that person.
Checking Team Signatures
Before scheduling:
Review team member list
Look for red warnings
Fix any incomplete signatures
Proceed only when all are green
Common Issues
"I can't send - signature error"
Solution:
Go to Settings
Check which required field is missing
Fill in all red/highlighted fields
Save changes
Return to your automation/broadcast
"Team member's signature incomplete"
Solution:
You may need to contact the team member
Or ask your admin to update their information
Better Email pulls from CRM when possible
Manual updates may be needed if CRM sync is incomplete
"I updated my signature but still see error"
Solution:
Refresh the page
Check that you saved changes
Verify all required fields (not just some)
Contact support if issue persists
CAN-SPAM Compliance
Why This Matters
CAN-SPAM is federal law governing commercial emails. Non-compliance can result in:
Fines up to $46,517 per violation
Damage to sender reputation
Email deliverability issues
Legal consequences
How Better Email Ensures Compliance
Required signature fields - Forces collection of legal requirements
Automatic unsubscribe - Added to all emails
Sender information - Always included
Blocking sends - Won't let you send without compliance
You're responsible for providing accurate information, but Better Email ensures it's properly formatted and included.
Updating Your Signature
When Connected to CRM
Some information may sync from your CRM:
Name
Email address
Phone number
Office location
However, you should verify all fields are correct and complete.
Manual Updates
Go to Settings → Team or Profile
Edit your information
Save changes
Changes apply to all future sends immediately
Pro Tips
✅ Set up signatures first before creating automations ✅ Review team signatures before scheduling team sends
✅ Keep mobile number separate from signature if you prefer ✅ Update promptly when changing offices or brokerages ✅ Check quarterly to ensure information stays current
Remember: Your signature is not just a legal requirement - it's how recipients can reach you when they're ready to take action. Keep it current and professional!