Give BD the identifiers buyers need and on-site staff the contractor label their program requires. AutoSignature writes approved group signatures straight to Microsoft 365 and Google Workspace mailboxes.
Try the sample console. Bluefield Federal Solutions, its people and all identifiers shown are fictional examples.
| Group | Mailboxes | Status |
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The short answer
Government contractor email signature software puts approved company identifiers, employee details and contractor disclosures into mailbox signatures from shared templates. BD teams can show CAGE, UEI and a GSA MAS contract number, while on-site program staff carry the contractor wording their contract or COR specifies. AutoSignature supports group templates and disclaimer rules, then writes the approved signature directly to Microsoft 365 and Google Workspace mailboxes.
A capture email helps a prime identify the business. An engineer's program email needs to make the employment relationship clear. Give each group its own contractor email signature block, with shared company wording where it belongs.
Maya Bennett
Capture Manager
Bluefield Federal Solutions
bluefieldfederal.example
CAGE 1ABC2 | UEI ABCDEFGH1234
GSA MAS 47QTCA00D0000
Fictional example values
Bluefield Federal Solutions personnel are contractor employees and do not speak for, or act on behalf of, any federal agency.
Daniel Park
Senior Systems Engineer, Contractor
On-site program staff
Bluefield Federal Solutions
bluefieldfederal.example
Bluefield Federal Solutions personnel are contractor employees and do not speak for, or act on behalf of, any federal agency.
Sample wording for review against the applicable contract. No agency affiliation is claimed.
Keep the BD version useful to a contracting officer or teaming partner. Put the company identifiers in template text, where the contracts owner can check them together. A program signature can be shorter, especially where agency instructions specify the title and contractor designation.
Corporate staff can use another group template without a program label or sales banner. A per person override can handle an approved title variation or name suffix. The point is to review differences deliberately instead of inheriting whatever an employee pasted into Outlook at onboarding.
FAR 37.114(c)
Use a clear contractor designation in the title line and the employer's name, then apply the wording required by the contract or contracting officer's representative (COR). A recipient should be able to tell who employs the sender without interpreting a logo or guessing from an agency email address.
FAR 37.114(c) does not name email specifically. Many contracts and agency policies apply it to email signature blocks. The contract or COR decides the wording for that work, so the sample above is a starting point for review, not a universal federal signature format.
“All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public or Congress that they are Government officials, unless, in the judgment of the agency, no harm can come from failing to identify themselves.”
The same provision also requires contractors to ensure that documents and reports they produce are suitably marked as contractor products or that contractor participation is disclosed. A signature supports clear sender identification. It does not replace the markings required on the document or report itself.
Keep approved employer disclosures in email disclaimer rules and use separate templates for staff assigned to different programs. A general corporate disclaimer should not be treated as proof that every program's instructions have been met.
Contracting officers and primes use these identifiers to look up the business behind an email. BD teams also use them in capability statements. Keep the values consistent across those materials and the signature, especially when a joint venture has its own identity.
A CAGE code is a five character identifier assigned by the Defense Logistics Agency and tied to the company's physical address. Verify the code for the entity represented in the signature. Do not assume a parent company's code belongs on a joint venture's BD correspondence.
The Unique Entity ID is a 12 character identifier issued through SAM.gov registration. It replaced the DUNS number in April 2022. Update older signature templates that still carry DUNS wording and check that the UEI matches the business named immediately above it.
Find the GSA Multiple Award Schedule contract number in GSA eLibrary, then add it as clearly labeled company text. Use the actual contract number, not an employee field that varies by person. Remove or revise the line when contracts confirms it no longer applies.
NAICS codes describe lines of work. Include them only when useful to the reader, rather than filling every program email with a capability statement. Multiple brands let a joint venture or mentor protege entity use its own identity and template set without borrowing the corporate identifiers.
AutoSignature does not verify a registration or award by displaying its number. The contracts owner supplies approved company text, while employee names, titles and contact fields come from the directory. That separation makes a corrected identifier a template change instead of a request to every mailbox owner.
An 8(a), HUBZone, SDVOSB or WOSB line is a status claim, not permanent branding. Include only certifications the named entity currently holds and the contracts owner has approved for use. A lapsed line left in signatures creates a misrepresentation risk even when the employee copied it in good faith.
The SBA 8(a) program term is nine years. HUBZone firms must recertify to SBA every three years under 13 CFR 126.500. Those are different review cycles. Keep program status checks with the person responsible for the certification, rather than treating a signature rollout as a renewal check.
When a certification expires, remove it from the affected template or group, approve the revision and roll it out. Check corporate and joint venture brands separately. Banners have start and end dates, but those dates do not verify certification eligibility or remove a claim written into ordinary template text.
Illustrative review workflow
Illustration only. This card is a review checklist, not an automated certification monitoring feature or a claim about the sample company.
A restore action deserves the same review. If an earlier template contains an expired claim, restoring that version can bring the wording back. Review certification text alongside the identifiers before approving either a new rollout or a restore.
Separate BD, on-site program staff and corporate correspondence. Contracts approves the identifiers and disclosures. Operations checks group membership and employee fields. A program lead checks the contractor label against the applicable instructions before that template is assigned to staff.
AutoSignature uses directory fields including name, title, department, office, phone, mobile, pronouns, photo, group, country, brand and template set. Per person overrides, including a name suffix, handle approved exceptions. Keep company identifiers in the template so an employee's department change does not alter them.
Review the signature for representative people in each group, then approve the rollout. AutoSignature writes signatures straight to each Microsoft 365 mailbox or Google Workspace mailbox. Nothing is installed in Outlook and no mail is relayed through AutoSignature.
A corrected company line or program disclosure goes through another approved rollout. Restore is available when a change needs to be reversed, but first check the wording being restored. The email signature management workflow keeps templates and rollout decisions together.
CUI banner markings belong in the message per the DoD CUI program. A contractor label, confidentiality disclaimer or company identifier in a signature does not perform CUI marking. Keep the message marking process separate from the template review.
Contractors that also serve state and local law enforcement agencies may need CJIS compliance software to handle the CJIS Security Policy separately from email signature management.
Choose the mailbox band that covers the rollout. Team and Business offer monthly billing or yearly billing at 50 percent off. For example, a contractor with 60 mailboxes fits Business at $1,788 a year.
| Plan | Mailbox limit | Monthly billing | Yearly billing |
|---|---|---|---|
| Team | Up to 25 | $99 a month | $588 a year |
| Business | Up to 150 | $299 a month | $1,788 a year |
| Scale | Up to 600 | See yearly billing | $4,788 a year |
Review plan pricing and mailbox limits against the groups and brands you need. The useful comparison is the company cost for your approved rollout, including the people who maintain the templates, rather than a signature mockup alone.
Include the employee's name, title, company, contact details and website, plus an approved contractor label where needed. Add CAGE, UEI and the applicable GSA MAS contract number when useful to recipients. Keep certification claims current and use the contract or COR's wording for personnel working in an agency environment.
Contractors must identify themselves when FAR 37.114(c) applies and their status is not obvious, subject to the agency's judgment described in the rule. FAR does not name email specifically. Many contracts and agency policies apply the requirement to email signature blocks, so confirm the wording with your contract or COR.
Yes, when recipients need to look up your company for contracting or teaming. CAGE and UEI are useful in BD and contracts signatures, but every employee does not need every identifier. Verify the values against the correct entity and keep them in the group template rather than individual employee fields.
Add the verified GSA MAS contract number to the shared company line in each relevant template, then approve and roll out the change. AutoSignature writes the signature to Microsoft 365 or Google Workspace mailboxes. Confirm the number in GSA eLibrary and keep separate entities on their own brand templates.
Remove the expired certification from the template or group where it appears, approve the revised signature and roll it out to the affected mailboxes. Check every brand using that claim. Keep the renewal decision with the contracts owner, because a dated banner does not verify certification status or remove ordinary template text.
AutoSignature Team costs $99 a month for up to 25 mailboxes and Business costs $299 a month for up to 150. Yearly billing is 50 percent off, at $588 and $1,788 respectively. Scale costs $4,788 a year for up to 600 mailboxes, so choose the band covering your rollout.
Start with the BD company line and the on-site contractor label. Confirm the identifiers, approve the disclosures and roll the templates out to the right mailboxes. Keep later certification and contract changes in the same review process.