Car dealership email signature software for dealer groups with one notice on every store
Salespeople, internet managers, service advisors and the finance office all email customers, and every store has its own brand, address and phone. AutoSignature writes one approved block into every Outlook and Gmail mailbox at the group: the right rooftop, the direct line, and a deposit and personal information notice nobody can delete.
Flat price per company from $49 a month billed yearly, not per seat. Try the signature console on this page without an account.
| Group | Mailboxes | Status |
|---|
The short answer
A car dealership email signature should carry the person's name and title, the store brand with its address and direct line, the website, and a short notice that the dealership never takes deposits by gift card, wire or crypto and never asks for a Social Security number by email. Car dealership email signature software fills those lines from your Microsoft 365 or Google Workspace directory, switches the brand by rooftop and locks the notice. AutoSignature does that for every mailbox at the group from $49 a month, billed yearly.
$588
a year for up to 25 mailboxes, one brand
$1,788
a year for up to 150 mailboxes, three brands
A dealer group sends thousands of customer emails and every store looks different
A group with four franchised stores and a used vehicle center has five brands, five addresses, five sales phone numbers and a service drive for each. The salesperson on the floor, the internet manager answering leads, the service advisor confirming a repair and the finance manager sending a menu all write from the same mail system, and most of them built their signature by copying a colleague's.
The result is easy to spot from the customer's side. One email shows the wrong store phone number because the rep transferred. Another carries last spring's incentive. A third has a signature with no store name at all. Each mismatch is small, but a car buyer is comparing three dealers in their inbox before they ever visit, and the one that looks organized is the one that looks trustworthy.
Then there is money. Deposits, trade-in payoffs and delivery fees are exactly what scammers imitate, and a customer who gets a lookalike email asking for a deposit by gift card or wire is relying on how your genuine emails look. If every real email says how you take payment, the fake one stands out. That only works when the line is on every message from every person, which pasted blocks never achieve.
Sales signature
Marcus Webb
Sales Consultant, Summit Honda of Dayton
Direct +1 937 555 0141
1200 Example Pike, Dayton, OH
Summit Auto Group
We never ask for a deposit or payment by gift card, wire transfer or cryptocurrency, and never ask you to email a Social Security number or credit application. Call the store number on our website to verify any request.
Store names, addresses and numbers are made up.
What goes in a dealership email signature, department by department
Every signature at the group shares one frame: name, title, store brand, address, direct line, website and the deposit notice. After that the departments split, because a sales email is advertising, a service email is an appointment and a finance email touches personal financial information.
| Department | Brand shown | Phone and address | Lines to lock | Banner |
|---|---|---|---|---|
| Sales consultant | The franchise store they sell for | Direct line and store address | Deposit notice, dealer license line where required | Current incentive, dated |
| Internet and BDC | Store or used vehicle center | Direct line and lead desk number | Deposit notice, dealer license line where required | Online appointment link |
| Service advisor | Store service drive | Service phone and hours | Deposit notice | Service special, dated |
| Parts | Store parts counter | Parts phone | Deposit notice | None |
| Finance and insurance | Store brand | Direct line | Personal information notice, dealer license line | None |
| General manager and accounting | Store or group | Direct line | Deposit notice | None |
Each group gets its own template set filled from the directory fields you already keep: title, department, office, phone and brand. Where the directory is wrong for one person, a per person override fixes that line without touching the rest, and when a salesperson is moved to another store the signature follows the group change.
License, price and personal information lines to check with counsel
Dealers answer to state dealer boards, the FTC and manufacturers, and the wording belongs to your counsel and your manufacturer's brand standards. A signature is where you lock that wording once so it appears every time. These are the lines groups most often ask us about.
| Line | Why dealers add it | How it is locked |
|---|---|---|
| Dealer license line | Many states require the dealer name and license number in advertising. Whether a one to one sales email counts varies by state, so confirm with your state dealer board. | Locked in the disclaimer rule for the stores in that state, so Ohio and Pennsylvania stores can carry different wording. |
| Deposit and payment notice | Customers are asked for deposits, payoffs and delivery fees, and scammers copy exactly those requests. | One locked block shared by every brand. Staff cannot edit or remove it. |
| Personal information notice | The FTC Safeguards Rule treats many dealers that arrange financing as financial institutions, so customers should be told never to email a Social Security number or credit application. | Locked on finance and sales groups, with the secure link or store phone number to use instead. |
| Advertised price disclaimer | Some dealers add a plus tax, title, license and fees line next to a monthly special. Wording comes from counsel. | Attached to the dated banner, so it comes down with the special. |
| Manufacturer brand standards | Franchise stores follow the manufacturer's logo and color rules. | Logo and colors set once per store brand, not retyped by each rep. |
On the Business plan you can run up to ten disclaimer rules, so each state carries its own license wording while the deposit notice stays identical. The mechanics are on our email disclaimer rules page. This is general information, not legal advice.
Several rooftops, one deposit notice
In AutoSignature each store is a brand, with its own logo, colors, address and phone, and each staff group gets a template set tied to that brand. The deposit and personal information notice sits in a locked disclaimer rule that every brand shares. A salesperson who moves between stores changes brand when her group changes, and the notice she sends does not change at all.
Business covers three brands and fifteen template sets, which fits a group with a few franchised stores. Scale covers ten brands and unlimited template sets, for groups with a rooftop for every franchise. Team has one brand, which suits a single store or a group that sends everything under one name.
Turnover is the other reason to centralize. When a salesperson leaves, the account is disabled in the directory and the signature goes with it, and when a new hire is added to the sales group the correct store signature is there on day one.
Summit Honda
Dayton
Sales +1 937 555 0100
Summit Toyota
Cincinnati
Sales +1 513 555 0110
Used Vehicle Center
Columbus
Sales +1 614 555 0120
Locked. We never ask for a deposit or payment by gift card, wire transfer or cryptocurrency. Call the store number on our website to verify any request.
Store names and numbers are made up.
How to set it up across every store
This is usually an afternoon for the group's IT lead or office manager. Nothing gets installed on sales floor computers, and nobody in the service drive has to open a settings screen.
- 1
Connect the directory
Sign in to Microsoft 365 or Google Workspace as an administrator. Names, titles, stores and phone numbers come from the directory you already keep.
- 2
Build the templates
Add each store as a brand, then lock the deposit notice and the license line. Use the department field for the service or lead desk number.
- 3
Assign groups
Sales, internet, service, parts, finance and management. Each group gets its template set and its store brand.
- 4
Approve the rollout
Preview, then apply. Every rollout is versioned and a bad change can be restored. On Scale a template waits for approval before it goes live.
Monthly specials fit the dated banner: a service special runs from 1 to 30 November on the service group only and comes down on its own, so nobody quotes last month's offer in January. Details are on email signature banners with start and end dates. One honest limit: we write the signature into the mailbox, so it shows in Outlook, Outlook on the web, Gmail and their phone apps, but email sent from your CRM or dealer management platform carries that system's own footer and needs the same wording pasted there.
What a dealership group pays for signatures
Annual cost at 25, 100 and 150 mailboxes, next to what each approach guarantees. A group with several stores usually lands near 100 to 150 mailboxes once service advisors and parts counters have their own.
| What you need | A block staff paste | Signature 365 | CodeTwo | Exclaimer Standard | AutoSignature |
|---|---|---|---|---|---|
| Notice staff cannot remove | No | Yes | Yes | Yes | Yes, locked block |
| Outlook and Gmail on one plan | Yes | Microsoft 365 only | Microsoft 365 only | Yes | Yes, every plan |
| How it is applied | Typed by each person | Outlook add-in, server side or both | Mail routed through its cloud | Mail routed through its cloud | Written into the mailbox |
| Cost per year at 25 mailboxes | Admin time | $223 | $366 | $435 | $588 |
| Cost per year at 100 mailboxes | Admin time | $816 | $1,332 | $1,740 | $1,788 |
| Cost per year at 150 mailboxes | Admin time | $1,166 | $1,782 | $2,610 | $1,788 |
Annual list prices read on each vendor's own pricing page in October 2026. We will say it plainly: if the whole group is on Microsoft 365 and you have 25 or 100 mailboxes, Signature 365 and CodeTwo cost less than we do, and Signature 365 is still cheaper at 150. Per user tools suit small teams. We make more sense when stores run a mix of Outlook and Gmail, when you would rather not route customer email through a vendor's servers, or when you add a rooftop and want the bill to stay where it was. Team is $588 a year for up to 25 mailboxes, Business $1,788 for up to 150 and Scale $4,788 for up to 600, billed yearly. The plan list is on AutoSignature pricing, and a per vendor breakdown is in email signature software cost per user.
Car dealership email signature questions
What should a car dealership email signature include?
A car dealership email signature should include the person's name and title, the store they work for with its address and direct phone line, the store or franchise brand, the website, and a short notice about how the dealership takes deposits and handles personal financial information. Keep it as text so it still shows when a mail app blocks images. Finance staff usually add the dealer license line where your state requires it.
Do dealerships need a dealer license number in email signatures?
It depends on the state. Many states require the dealer name and license number in advertising, and whether a one to one sales email counts as advertising varies. Ask your state dealer board or counsel for the wording, then lock that line into the template for the right stores so it cannot be edited or forgotten. This is general information, not legal advice.
How do I give each rooftop its own email signature?
Make each store a brand with its own logo, colors, address and phone, then assign each staff group a template set tied to that brand. A salesperson who moves from the Honda store to the used vehicle center changes brand when the group changes in the directory, and the locked deposit notice stays the same.
How do I stop customers emailing Social Security numbers and credit applications?
A signature notice cannot enforce it, but it sets the expectation on every message. Lock a line that says the dealership never asks for a Social Security number or credit application by email and give the secure link or store phone number to use instead. Pair it with your own secure credit application process.
How much does email signature software cost for a dealership group?
AutoSignature is a flat $588 a year for up to 25 mailboxes, $1,788 a year for up to 150 and $4,788 a year for up to 600 on Scale, billed yearly. Per user tools cost $223 to $435 a year at 25 mailboxes and $1,166 to $2,610 at 150, so a small single store on Microsoft 365 can pay less elsewhere.
Can a dealership run signatures for Outlook and Gmail together?
Yes. AutoSignature connects Microsoft 365 and Google Workspace on every plan, so a store that runs sales on Outlook and a rooftop that runs Gmail share one template system. Signatures are written into each mailbox, so nothing is installed on the sales floor computers.
Put the same deposit notice on every store, salesperson and service advisor email
Team is $588 a year for up to 25 mailboxes, Business is $1,788 a year for up to 150 and Scale is $4,788 a year for up to 600, all billed yearly. Every plan covers Microsoft 365 and Google Workspace.