Insurance agent email signature software for agencies and brokers
Every quote, renewal reminder and coverage question your producers email is licensed activity. AutoSignature writes each producer's license number, your agency license and the binding disclaimer your principal approved into their Outlook or Gmail mailbox, and gives CSRs a separate signature that does not make them look licensed.
Flat price per agency from $49 a month billed yearly, not per producer. Try the signature console on this page without an account.
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The short answer
Insurance agent email signature software lets an agency set one approved signature for every producer instead of trusting each person to build their own. It fills in the name, title and license number from a managed field, locks the agency license and binding disclaimer, and writes the result into each Outlook or Gmail mailbox. California has required license numbers in licensed emails since January 2023, with fines up to $1,000 per offense. AutoSignature covers Microsoft 365 and Google Workspace on every plan, from $99 a month per agency.
The California Insurance Code subsection that put the license number into every licensed email
Fine for a third and each later offense under section 1725.5(e)
License numbers your producers type by hand once the field is managed centrally
Do insurance agents need their license number in their email signature
In California, yes. Section 1725.5(c) of the Insurance Code requires a licensee to include their license number in the emails they send that involve an activity for which a license is required. Quoting, binding, renewing and advising on coverage all qualify.
The statute is specific about how. The number goes next to or on the line below the individual's name or title, and it cannot be smaller than the largest phone number, street address or email address in the message. The common habit of a tiny gray "Lic." line at the bottom fails both tests.
The rule took effect on January 1, 2023 and was amended again for 2024. Other states have their own advertising rules for producers, so check your own department of insurance before you lock a template. This is general information, not legal advice.
Andrea Whitfield
Commercial Lines Producer
CA License #0A00000
+1 916 555 0164 | [email protected]
Sacramento office, CA
Redwood Crest Insurance Services CA License #0000000
Coverage cannot be bound, changed or cancelled by email until a licensed agent confirms it in writing. Quotes are estimates and are subject to underwriting approval.
- 1. Placement. The license number sits on the line below the name or title, as the statute asks.
- 2. Size. Same type size as the phone, address and email lines, never smaller.
- 3. Agency license. Required on its own when mail is sent from the organization, worth showing on every producer's email.
- 4. Binding line. Not a statutory requirement, but the line most E&O carriers and principals want on every message.
What a missing license number costs an agency
Section 1725.5(e) sets the penalty per offense, and it escalates. The statute caps any single offense at $1,000 and says a separate penalty is not imposed for every piece of material, but it does not stop the Department from finding a second and a third offense at the same agency.
The fine is rarely the real cost. The real cost is the market conduct finding, the time spent pulling sent mail for an examiner, and the principal's afternoon explaining why 30 producers built 30 different signatures.
Source: California Insurance Code section 1725.5(e), as amended by AB 1578, effective January 1, 2024. The Commissioner can waive a penalty under subdivisions (a) and (b) for reasonable cause; the email rule sits in subdivision (c).
Where insurance agency email signatures go wrong
None of this is about design. It comes from each producer, account manager and CSR keeping their own signature in their own copy of Outlook for as long as they have worked at the agency.
CSRs that look licensed
A new customer service rep copies the signature of the producer who trained them, license number and all. Every email they send now tells a client they are licensed to advise on coverage, in writing.
The NPN instead of the state number
Producers licensed in several states often show only their National Producer Number. California asks for the license number issued by its Department of Insurance, and trade guidance is clear that the NPN does not replace it.
License line in eight point gray
The number is there, at the bottom, smaller than the phone number and nowhere near the name. That is exactly the placement and size the statute rules out.
An acquisition with two brands
The agency was bought by a larger platform. Half the staff now sign with the new name and license, the other half still use the old one, and the client is not sure who holds the policy.
Shared mailboxes with no license
Quotes go out from service@ or quotes@, which nobody owns, so nobody added the agency license that the statute requires when the organization is the sender.
Producers who left last spring
A departed producer's mailbox is still forwarding, still signing with your agency license, and still showing a renewal banner for a program you stopped writing.
What should an insurance agent email signature include
An insurance agent email signature should include the agent's name and title, their state license number next to the name, the agency name and license number, a direct line and office address, and a binding disclaimer. Here is the structure most agency principals sign off on, and where each line comes from in AutoSignature.
| Line | Example | Where it comes from |
|---|---|---|
| Name and title | Andrea Whitfield, Commercial Lines Producer | Display name and job title in your directory |
| Individual license number | CA License #0A00000 | A managed field, shown only for licensed staff, placed on the line below the title |
| Agency name and license | Redwood Crest Insurance Services, CA License #0000000 | Locked in the template, identical on every mailbox |
| Direct line, email and office | Sacramento, (916) 555-0164 | Office field, so moving a branch updates every signature at once |
| Other state licenses | NV License #0000000 | Extra field for producers licensed outside the home state |
| Binding disclaimer | Coverage cannot be bound or changed by email | Locked disclaimer block, applied to every licensed and unlicensed group |
| Role line for unlicensed staff | Customer Service Representative, cannot bind coverage | Separate template for the CSR and account manager group |
| Renewal or cross sell banner | Book a commercial coverage review | Scheduled with a start and end date, removed on its own |
Agencies that also sell variable annuities or other securities through registered representatives need FINRA disclosures on top of this. That setup is covered on the financial advisor email signature software page, and the general approach to locked legal text is on the email signature disclaimer software page.
Rolling it out across an agency
Most agencies are live the same afternoon. Nothing is installed on a producer's laptop and nobody has to open Outlook settings.
01
Connect the mail domain
Sign in to Microsoft 365 or Google Workspace as an administrator. Names, titles, offices and phone numbers come from the directory you already keep.
02
Import license numbers once
License numbers usually live in your agency management system, not the directory. Export them once into a managed field, and from then on nobody types a license number again.
03
One template per group
Licensed producers by state, account managers and CSRs, shared mailboxes. Same logo and layout everywhere, different license and role lines underneath.
04
Apply and keep it applied
Signatures are written into each mailbox. New producers get theirs on day one, departures are cleared at offboarding, and every change is versioned with rollback.
The step by step version is on the how it works page. Agencies on Outlook should read Office 365 email signature management, and agencies on Gmail should read Google Workspace email signature management.
Who buys this
15 to 150 staff
Independent P&C agencies
Big enough that the principal cannot read everyone's email, small enough that there is no compliance department. The license rule lands on the office manager.
Several states
Brokers and wholesalers
Producers licensed in many states, each needing the right number for the client in front of them. One group per licensing state keeps it straight.
After a deal closes
Agency platforms and roll ups
An acquired agency changes name and license overnight. Switching every mailbox to the new block in one step is the cleanest day one task there is.
Group and voluntary
Employee benefits brokers
Benefits consultants email HR teams all year about plans that need a licensed producer. Open enrollment banners can be scheduled to run and end on their own.
Life and annuities
Life and health agencies
Agents who also hold securities registrations need both the insurance license and the broker dealer disclosure, applied only to the people who hold them.
A note on captives
Captive agents
Agents of a single carrier usually work under that carrier's own brand standards and mail system. This page is written for agencies that own their domain and set their own rules.
Template file, per user vendor or a flat agency plan
What each approach costs a year and what it actually controls once an agency has more than a dozen people sending quotes.
| What you need | A template file staff paste | Exclaimer Standard | CodeTwo | AutoSignature |
|---|---|---|---|---|
| License number from a managed field | Typed by hand | Yes | Yes | Yes |
| Separate template for unlicensed CSRs | No control | Yes | Yes | Yes, by directory group |
| Producer sees the signature while writing | Yes | Yes | Yes | Yes, written into the mailbox |
| Outlook and Gmail on one plan | Yes | Yes | Microsoft 365 only | Yes, every plan |
| Cost per year at 25 staff | Admin time | $435 | $366 | $588 |
| Cost per year at 100 staff | Admin time | $1,740 | $1,332 | $1,788 |
| Cost per year at 150 staff | Admin time | $2,610 | $1,782 | $1,788 |
| Bill when you hire a producer | Same | Rises per user | Rises per user | Flat inside the band |
Annual list prices: Exclaimer Standard at $1.45 per user a month, CodeTwo at its published tier rates ($1.22 at 25, $1.11 at 100, $0.99 at 150), AutoSignature on yearly billing. CodeTwo is cheaper than us at all three sizes if your agency is entirely on Microsoft 365, and Exclaimer is cheaper at 25. We win when you have Gmail and Outlook in the same agency, when you are hiring, or when you want one flat line in the budget. The full breakdowns, including where they beat us, are on the CodeTwo alternative and Exclaimer alternative pages, and the wider field is ranked in best email signature software for Office 365.
Insurance email signature questions
Do insurance agents need their license number in their email signature?
In California, yes. Insurance Code section 1725.5(c) requires licensees to include their license number in emails that involve an activity for which a license is required. The number must sit next to or on the line below the agent's name or title, in type no smaller than the largest phone number, street address or email address in the message. Other states set their own producer advertising rules, so confirm yours with your department of insurance.
What should an insurance agent email signature include?
An insurance agent email signature should include the agent's name and title, their state license number placed next to the name, the agency name and agency license number, a direct phone line and office address, and a short line stating that coverage cannot be bound or changed by email until a licensed agent confirms it in writing. Unlicensed staff get the same layout without the license line.
Can I use my NPN instead of my California license number?
No. Section 1725.5 asks for the license number issued by the California Department of Insurance, and California trade guidance warns that a National Producer Number is not a substitute. Many agencies show both, but the California number has to be there and has to meet the size and placement rule. A managed field per state keeps the right number on the right mailbox.
What is the fine for leaving the license number off an insurance email in California?
Section 1725.5(e) sets fines of $200 for a first offense, $500 for a second and $1,000 for the third and each later offense, capped at $1,000 per offense. The statute says a separate penalty is not imposed for each piece of material, but repeated findings across an agency still add up, and the examination time costs more than the fine.
Should customer service representatives use the same email signature as licensed agents?
No. An unlicensed CSR who copies a producer's signature, license number included, appears to be licensed in writing on every email they send. Give account managers and CSRs a separate template that states their role and leaves the license line out, applied automatically by directory group so it is right from their first day.
Can an agency control every producer's email signature from one place?
Yes, when the agency owns the mail domain. AutoSignature writes the approved signature into each Microsoft 365 or Google Workspace mailbox, so producers see it in Outlook and Gmail while they write, on desktop and on their phones, and a change made once reaches every mailbox. Producers sending from personal accounts are outside any central system.
Does the license number rule apply to emails sent from a shared agency mailbox?
Yes. When an email comes from the organization rather than an individual licensee and involves licensed activity, section 1725.5(c) requires the organization's license number next to or on the line below the organization's name. Shared mailboxes such as service@ or quotes@ need their own signature carrying the agency license.
Put the right license line on every producer's email
Team is $99 a month for up to 25 mailboxes, Business is $299 a month for up to 150, and yearly billing takes 50 percent off. Every plan covers Microsoft 365 and Google Workspace.
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