Staffing agency email signature software for every recruiter, with a candidate fraud notice
Recruiters come and go, branches keep their own habits, and somewhere a scammer is pasting your logo under a fake job offer. AutoSignature writes one approved signature into every Outlook and Gmail mailbox at the agency, with the recruiter's direct line, the right branch phone and a candidate fraud notice nobody can delete.
Flat price per agency from $49 a month billed yearly, not per seat. Try the signature console on this page without an account.
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The short answer
Staffing agency email signature software gives every recruiter, account manager and onboarding coordinator the same approved signature, filled from your directory instead of typed by hand. The line that matters most is a candidate fraud notice: the agency never charges candidates a fee, never asks them to buy equipment or deposit a check, and only makes offers from its own email domain. AutoSignature locks that notice into the template, adds the right branch phone and an EEO line, and writes the result into Microsoft 365 and Google Workspace mailboxes, from $49 a month per agency billed yearly.
Losses to job and employment agency scams reported to the FTC in 2024, up from $90 million in 2020
Growth in the number of those reports between 2020 and 2024, according to the FTC's March 2025 data release
Recruiter emails that leave without the notice once it is a locked block in the template
Why every recruiter email needs the candidate fraud notice
Fake recruiter scams do not need to hack anything. A criminal finds a real staffing agency, copies a recruiter's name and signature from a job board or an old email, registers a domain one hyphen away from yours and starts messaging people who applied for warehouse or remote office work. The offer is generous, the start date is soon, and there is just one small thing: pay $85 for the background check, or buy a laptop from "our approved vendor" and get reimbursed from the first paycheck.
Your signature cannot stop that copy, and nothing on this page pretends it can. What it can do is teach every candidate, from every genuine email they get from you, three rules: we never ask for money, offers only come from our own domain, and you can check any recruiter on our careers page. A candidate who has read that under five real emails has a reason to stop when the sixth one asks for gift cards over Telegram.
The FTC says it plainly in its consumer guidance: honest employers will never ask you to pay to get a job. Staffing firms that publish their own fraud alerts say the same things, in nearly the same words. The signature is where that message reaches candidates at the moment it matters.
From jasmine@ridgelinestaffing.example
Your interview at the Dallas branch, Thursday 10 am
Hi Marcus, bring a photo ID. The forklift assessment takes about 20 minutes.
Jasmine Holloway
Senior Recruiter, Light industrial
Direct +1 214 555 0163
Dallas branch +1 214 555 0100
Ridgeline Staffing
Candidate notice. We never charge a fee, never ask you to buy equipment or deposit a check, and never make offers by text, WhatsApp or Telegram. Offers come only from @ridgelinestaffing.example.
From jasmine@ridgeline-staffing.example
Congratulations, you are hired. Remote role, $32 an hour
To start Monday, pay $85 for your background check and buy your laptop from our vendor. We will reimburse you. Message me on Telegram to finish onboarding.
Jasmine Holloway
Senior Recruiter
Mobile +1 469 555 0191
Ridgeline Staffing
No candidate notice. It would contradict the request above.
Names, domains and numbers are made up. The fake works best on candidates who have never seen the agency state its own rules.
What a candidate fraud notice in an email signature should say
A good notice names the things a scammer asks for, so the candidate can match them. That means no fees of any kind, no equipment purchases or check deposits, no offers over text or messaging apps, and one official email domain they can check. Here are three versions we wrote for the sample agency on this page, from short to long.
| Length | Sample wording | Where it fits best |
|---|---|---|
| Short | Ridgeline Staffing never charges candidates a fee. Job offers come only from @ridgelinestaffing.example. | Back office, accounting and branch managers who mostly write to clients |
| Medium | Candidate notice: we never charge a fee, never ask you to buy equipment or deposit a check, and never make job offers by text, WhatsApp or Telegram. Offers come only from @ridgelinestaffing.example. | Recruiters and account managers, the people whose names scammers borrow |
| Long | Candidate notice: Ridgeline Staffing never charges candidates a fee for applications, background checks, training or equipment. We never ask you to deposit a check and send money back, buy gift cards, or move to text, WhatsApp or Telegram. Offers come only from @ridgelinestaffing.example. To check a recruiter, visit our careers page and call the branch listed there. | Onboarding and payroll, who send the document and direct deposit requests that scammers imitate |
Swap in your own domain and careers page address. Keep the notice to plain text so it shows even when images are blocked, and keep the domain written out in full, since the whole point is that a candidate compares it with the sender address. On the Team plan one notice goes on every mailbox. On Business each group can carry its own length, set up the way our email disclaimer software page describes.
Every role at the agency emails candidates or clients
A candidate does not know who in your office is allowed to send an offer. An email from the payroll desk asking for a voided check looks just as official as one from the recruiter who placed them, and scammers copy both. The notice belongs on every outgoing mailbox, with the length matched to what each role actually sends.
- RecruitersFraud notice, direct line, branch
- Account managersShort notice, banner
- Branch managersBranch address and phone
- Onboarding and payrollLong notice
- Back officeShort notice
Onboarding and payroll get the long version for a reason. They are the people who legitimately ask for ID documents, tax forms and direct deposit details, which is exactly the paperwork a fake recruiter asks for next.
Where staffing agency email signatures go wrong
Staffing has more signature churn than almost any other business. Recruiters turn over, desks move between branches, and a busy season can add a dozen new mailboxes in a month.
A new recruiter copies an old block
She starts on Monday and copies the signature from her predecessor's last email. It has his direct line, the old logo and no notice, and it goes out to two hundred candidates that week.
A leaver's number keeps circulating
A recruiter left the Fort Worth branch in spring, but colleagues still forward threads with his signature and mobile number in them. Candidates keep calling a phone nobody at the agency answers.
Each branch has its own wording
After an acquisition the new offices keep their old signatures. One says "we never charge fees," one says nothing, and one still shows the brand you retired.
The notice gets trimmed
Someone thinks the block looks long and cuts it to one line. The part that goes is usually the official domain, which is the one detail a candidate can actually check.
The phone has its own signature
Recruiters text and email from job sites and parking lots. If the phone's mail app keeps its own local signature, every reply sent from it carries no notice and no branch number.
No record when someone complains
A client or a candidate who was scammed asks what your emails said and when. Without a dated history of what went out, the only answer is "we asked everyone to add it."
What a recruiter email signature should include
A recruiter signature should give a candidate everything they need to reach the right person and confirm the email is real: name and title, a direct line, the branch, the company and website, an EEO line where your counsel wants one, and the fraud notice. Here is where each line comes from in AutoSignature.
| Line | Example | Where it comes from |
|---|---|---|
| Name and title | Jasmine Holloway, Senior Recruiter | Directory name and title, with a per person override when the HR title is not what a candidate should see |
| Direct line | Direct +1 214 555 0163 | Directory phone field, so a desk move updates the signature on the next rollout |
| Mobile | Mobile +1 214 555 0177 | Directory mobile field, shown only for people who have one listed |
| Branch office | Dallas branch, +1 214 555 0100 | Directory office field, matched to the branch details in the template set for that group |
| Company and website | Ridgeline Staffing, ridgelinestaffing.example | Locked in the template, identical on every mailbox |
| EEO line | Ridgeline Staffing is an Equal Opportunity Employer | Locked text in the template, worded the way your employment counsel approves |
| Candidate fraud notice | We never charge a fee or make offers by text, WhatsApp or Telegram. Offers come only from @ridgelinestaffing.example. | Locked disclaimer block that staff cannot edit or remove |
| Hiring event banner | Hiring event at our Dallas branch, walk in interviews | A dated banner from email signature banners, switched on for the event and off when it ends |
Many agencies add "Equal Opportunity Employer" or a short EEO statement to recruiter signatures, and some clients expect it. Whether you need one, and what it should say, is a question for your employment counsel. This page is general information, not legal advice.
How staffing agencies protect candidates beyond the signature
The notice in the signature is the reminder. These four steps give it something to point to, and none of them costs much.
- 1
A public page with your official domain. One page on your site that lists the only domain you email from, the fact that you never charge candidates, and how to check a recruiter by calling the branch.
- 2
SPF, DKIM and DMARC on your domain. These stop criminals sending from your exact domain. They do nothing about a lookalike with a hyphen, which is why the notice still has a job.
- 3
Report impersonation. Send fake recruiter reports to the FTC at ReportFraud.ftc.gov and to the job board where the fake listing ran, and keep the lookalike domains on file.
- 4
Tell candidates at first contact. Recruiters say it on the first call too: we will never ask you for money, and every offer comes from our company email.
Rolling it out across every branch
Nothing is installed on recruiters' laptops and nobody has to open a settings screen between phone screens. Most agencies are live the same day.
- 1
Connect the mail domain
Sign in to Microsoft 365 or Google Workspace as an administrator. Names, titles, branches and phone numbers come from the directory you already keep.
- 2
Lock the notice and EEO line
Paste the candidate notice and the EEO wording into locked blocks. They read the same on every mailbox, and staff cannot edit or remove them.
- 3
One template set per group
Recruiters, account managers, branch managers, onboarding and payroll. Same logo and rules, with the notice length and banner each group needs.
- 4
Approve and apply
Each rollout is versioned, approved and can be restored. New recruiters get their signature from the directory, and a leaver's details stop going out with their mailbox.
The full walkthrough is on centralized email signature management. Agencies on Outlook should read Office 365 email signature management, and those on Gmail Google Workspace email signature management. There is no add-in and no mail relayed through us. One honest limit: we write the signature to the mailbox, so it appears in Outlook, Outlook on the web, Gmail and their phone apps, but a phone mail app that keeps its own local signature needs that setting cleared once per device.
Who buys this
High volume hiring
Light industrial and warehouse staffing
Recruiters email hundreds of candidates a week, many applying from a phone. These are the people fake offers target most, and the ones who most need to see the notice.
Remote roles
IT and engineering staffing
Remote job offers with a laptop to buy are a favorite scam script. A notice that says you never ask candidates to purchase equipment answers it directly.
Clinical placements
Healthcare staffing
Nurses and allied staff get the fraud notice, and teams that handle patient information can add the confidentiality wording from our HIPAA compliant email signature page.
Senior hires
Executive search
Fewer mailboxes, higher stakes. Partners want a signature that looks the same on every message a candidate or board member receives.
Several offices
Multi branch and franchise offices
One brand and one notice across branches that each run their own desks, with the local phone number and hiring banners still set per branch.
A note on fit
One person recruiters
An independent recruiter with one mailbox can paste a notice by hand. This is for agencies with too many signatures, and too much turnover, to check one by one.
A pasted block, a per user tool or one flat agency plan
What each approach costs a year at 25, 100 and 150 mailboxes, and what it guarantees once recruiter headcount starts moving with the hiring season.
| 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. If the whole agency is on Microsoft 365, Signature 365 and CodeTwo cost less than we do at 25 and 100 mailboxes, and Signature 365 is still cheaper at 150. We come out ahead when some branches run Gmail and others Outlook, when you would rather not route candidate email through a vendor's servers, and when seasonal hiring pushes headcount up and down and you want the same bill every month. Our plans are on pricing, and the vendor breakdowns are in Signature 365 pricing, CodeTwo pricing and email signature software cost per user.
Staffing agency email signature questions
What should a recruiter email signature include?
A recruiter email signature should include the recruiter's name and title, a direct line, the branch office and its phone number, the agency name and website, an EEO line if your counsel approves it, and a short candidate fraud notice saying the agency never charges fees and only makes offers from its own domain. Keep the notice as text, not an image.
Should a staffing agency put a fraud warning in recruiter emails?
Yes. Fake recruiter scams borrow real agency names, and the FTC reports that losses to job and employment agency scams rose from $90 million in 2020 to $501 million in 2024. A short notice on every genuine email teaches candidates the rules: no fees, no equipment purchases, no offers by text or Telegram, and offers only from your domain.
How do fake recruiter scams use a real agency's email signature?
They copy it. A criminal pastes a real recruiter's name, title and logo under an email sent from a lookalike domain, then asks the candidate to pay for a background check, buy equipment or move the conversation to Telegram. The copied signature makes the fake look official, which is why your genuine emails should say plainly what you never ask for.
Do recruiters need an EEO statement in their email signature?
Check with your employment counsel. Many staffing agencies add the phrase Equal Opportunity Employer or a short EEO statement to recruiter signatures as a matter of practice, and some clients ask to see it. If you use one, put it in the locked part of the template so every recruiter carries the same wording. This is general information, not legal advice.
How do you keep email signatures consistent across staffing branches?
Use one central template that fills each person's details from the directory and writes the signature into every mailbox, instead of asking recruiters to build their own. Branch phone numbers come from the office field, the fraud notice is locked, and a new recruiter has the right signature as soon as their account exists in Microsoft 365 or Google Workspace.
How much does email signature software for a staffing agency cost?
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 yearly billing. Per user tools run from $816 to $2,610 a year at 100 to 150 mailboxes, and their bill moves every time seasonal hiring adds or removes recruiters.
Can each branch have its own phone number and banner?
Yes. The branch phone comes from each person's office in the directory, so a Tulsa recruiter shows the Tulsa number without anyone typing it. Each group's template can carry its own banner with a start and end date, so the Dallas branch can promote a hiring event for two weeks while other branches show their own hot jobs or nothing.
Put the candidate fraud notice on every recruiter email
Team is $99 a month for up to 25 mailboxes, Business is $299 a month for up to 150 and Scale is $799 a month for up to 600. Yearly billing takes 50 percent off, and every plan covers Microsoft 365 and Google Workspace.
Related: email signature management software, email disclaimer software and title company email signature software, another page about locking a fraud warning into every email, and property management email signature software for rental scam payment notices.