When sending automated emails from Kolleno, you may notice duplicate signatures appearing in the emails received by your customers.
This issue typically occurs when your email provider (such as Microsoft Exchange, or Gmail) automatically appends its own signature to outgoing emails, in addition to the signature configured within Kolleno.
Common Symptoms
Automated emails from Kolleno show two identical or similar signatures
The duplicate appears consistently across all communications
The problem persists even after updating the signature in Kolleno
Kolleno Timeline shows 1 signature for outbound however in your inbox there is a duplicate signature
Troubleshooting Steps
Step 1: Verify the Issue in Kolleno
Send a test email from Kolleno to yourself
Inspect the received email to confirm whether duplicate signatures appear
If the Kolleno Timeline shows one email signature however in your email received in your inbox appears as 2.
Step 2: Check Your Email Client Signature Settings
The most common cause is Microsoft Exchange adding signatures automatically.
Contact your IT administrator or access your Exchange Admin Center
Navigate to Mail Flow > Rules or Transport Rules
Look for any rules that append signatures to outgoing emails
Disable or modify the rule to exclude emails sent through Kolleno
Step 3: Test After Changes
Return to Kolleno and send another test email
Verify that only one signature now appears
If duplicates persist, check for additional email rules or signature plugins
For more information on managing your email communications, please refer to the rest of our articles in the Email Settings Collection.