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Guides · 30 September 2026 · The Footer365 team

A full signature on new emails, a short one on replies

A full signature on new emails, a short one on replies

A long email thread with the full signature on every message soon becomes more signature than conversation. The usual answer is a shorter signature on replies: name, job title and a phone number, and nothing else. In Footer365 that is two rules and about two minutes.

Rules are checked from the top

Every signature reaches people through a rule, and each rule says who it applies to and when. When someone sends an email, Footer365 works down your rules in order and uses the first one that matches. That is what makes a reply signature easy: put a rule for replies above your main rule, and replies are caught before they reach it.

Setting it up

  1. Duplicate your main template and trim the copy down to the lines you want on a reply. Save it.
  2. Open Signature rules and select New Rule. Choose the short template, the same people as your main rule, and set Email type to Replies only.
  3. Drag the new rule above your main rule, so it is checked first.

New emails and forwards fall through to your main rule and get the full signature. Replies stop at the reply rule and get the short one. If you want forwards to be short too, add a second rule for Forwards only.

Where the signature goes in a reply

On a reply, Footer365 puts the new signature directly under what the person has just written, above the quoted earlier messages, where a reader expects it. The earlier messages keep the signatures they were sent with, because they are part of what is being quoted.

Check it before anyone sends

Test a rule on the same page lets you pick a person and an email type and see which rule and template they will get. It changes nothing, so it is safe to try as often as you like.

The full guide is A different signature for replies, and How rules work explains ordering in more depth.

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