15 Effective Email Disclaimer Examples for Your Business

For many businesses, email is the number one communication channel. It is fast and easy to use, but companies also need to protect the information contained in corporate email messages, which led to the development of email disclaimers.

What is an email disclaimer?

Email disclaimers are notices added to outgoing emails to limit liability. Typically placed at the bottom, these disclaimers inform readers that the contents are confidential and intended only for the email recipient. Including an email disclaimer is essential for maintaining professionalism and reducing legal risks.

Why do companies include disclaimers in their emails?

A disclaimer can help improve your company's email security in these areas:

To make your email more confidential

Sometimes, an email is intended for a particular person only. For example, law firms can get into a lot of trouble if some personal data is leaked. Placing a confidentiality disclaimer at the end of email messages protects them from this risk.

To disclaim the formation of a contract

Using email disclaimer examples, an employer can inform the recipient that the employee doesn't have the required authority to conclude contracts without a manager to ratify them.

To protect copyright

If you are, for instance, a designer emailing a concept design, be sure to include an email legal disclaimer stating that the design is protected by copyright law.

To protect from viruses or not inappropriate content

Imagine your employee sending a virus-laden email to a customer, causing system damage. To avoid such issues, include a disclaimer advising recipients to scan external email attachments and stating that your company isn't liable for potential viruses or malicious software.

To disclaim a negligent statement

When a third party relies upon an organization's professional advice, which could have serious consequences, an email disclaimer can protect the company from being sued for negligent misstatement.

To meet regional legal or regulatory requirements

In some countries, industry regulations require companies to include disclaimers in all email correspondence. By following these regulations, organizations protect themselves from state penalties and prevent potential misunderstandings that could harm business relationships.

To disclaim the employer's liability for the views of the sender

Let the recipient know that the employee is the one who will be personally liable for the views and opinions presented in the content of the email.

How to add a disclaimer message to your email

As mentioned before, large organizations can be held responsible for the information their employees send via email. When there are many hires, it becomes nearly impossible for a company to monitor every email. To address this, organizations often rely on a template for adding an email disclaimer to their communications. Using an email signature generator, like Newoldstamp, you can easily include a disclaimer in the custom email footer of each email. Find the "Signature Apps" block and choose a ready-to-use disclaimer or add your own text.

How to manage email disclaimer templates in your company

Managing email disclaimer templates across a company can be challenging, especially with multiple teams. To ensure consistency in employee communication and make disclaimers a part of discussion in company email practices, it's best to use a centralized email signature management solution. This software streamlines creating, editing, and applying a common disclaimer type company-wide, saving time and ensuring legal compliance.

Best email disclaimers tips

You should also know several simple rules regarding email disclaimers if you want them to work for you rather than against you.

Tip #1: Add different disclaimers in different signatures or departments

While a company-wide disclaimer might suit many types of business, consider tailoring disclaimers for each department. For example, sales teams might need a disclaimer saying quotes are valid for 30 days, while the financial team could use a confidential email disclaimer restricting duplication or distribution.

Tip #2: Use custom or personal disclaimer text if necessary

Develop personal disclaimers for some team members if necessary. For instance, a person who frequently sends emails with attachments might need a more pronounced warning about viruses, malware, or damage inflicted by viewing harmful content.

Tip #3: Append or prepend disclaimers

Depending on how confidential your compliant email communication needs to be, you can prepend a disclaimer. For example, if you work in a law firm, you would probably prefer to prepend the disclaimer, while a sales manager from a flower shop is more likely to choose to append the disclaimer.

Tip #4: Use confidentiality headers in an email disclaimer

For sensitive messages, we recommend adding a confidentiality header that states for whom the email is intended. The header should be placed at the top of the message because it will be the first thing a recipient will read.

Tip #5: Length and other awards

Don't add everything to your disclaimer. Instead, write a few lines and provide a link to a more extended version with more detailed information.

If you want to give your simple email disclaimer a beautiful, professional design and combine it with a good-looking email sign-off, be sure to read this article.

Top 4 email disclaimer example laws for email footers

Many laws and regulations enforce the use of disclaimers in emails. Here are a few of them to help you understand the importance of disclaimers.

• EU email disclaimer

According to EU regulations, all business emails should include a legal disclaimer with the organization's registration number, the place of registration, and the office address. Pay attention to the fact that different EU countries have adopted this regulation in many ways. Some of them require businesses to indicate whether the company is a limited company, while others insist on including the name of the managing director in email disclaimers example.

• Canadian email disclaimer

Canada Anti-Spam Legislation (CASL) applies to all commercial emails sent in Canada. It requires outgoing messages to include details of the sender, such as company name, address, phone number, email, or web address, which can be included in emails disclaimer. Every email must also provide an opt-out(unsubscribe) mechanism. Non-compliance may result in fines of up to 10 million per violation.

• US email disclaimer 

In the USA,  the Health Insurance Portability and Accountability Act (HIPAA) obliges healthcare facilities to maintain records of their email correspondence and secure data confidentiality. The US Securities and Exchange Commission (SEC) and the Gramm-Leach-Bliley Act (GLBA) have similar requirements to those of financial institutions. Although those organizations are not obliged to use legal email disclaimer examples, they are considered to be a suitable method of informing recipients about the risks related to sending personal information via email.

• UK email disclaimer

UK laws require all private or public limited companies to ensure the following data included in this email for business correspondence: a company registration number, place of registration (Scotland or England & Wales), and registered office address. Penalties for non-compliance can reach up to £1,000 per violation.

Although a legal disclaimer email may not guarantee full protection in courts globally, its use remains a good practice for companies aiming to address the legal aspect and minimize the risk of legal action.

Key types of email disclaimers with examples

In this paragraph, we have selected the best email disclaimer samples to help you with content for various situations. We cover different types of disclaimers for specific needs.

Email disclaimer sample #1: Breach of confidentiality

The entire content of this email message is confidential. This applies to any attached files and is intended only for the specific addressee. If you are not the intended addressee and received this email in error, please notify the sender immediately and delete this message. Disclosing, copying, distributing, or taking any action in reliance on the content is strictly prohibited.

Email disclaimer sample #2: Employer's liability

Views and opinions presented in the content of this email are solely those of the email author. They don't necessarily represent those of the organization. Our employees are explicitly required not to infringe or authorize any infringement of copyright or any other legal right by email correspondence and not to make defamatory statements. Any communication that violates the company privacy policy is outside the scope of the employee's role, and the company will not accept liability. The employee will be personally responsible for any resulting damage or potential liability.

Email disclaimer sample #3: Unintentional transmission of computer viruses

The email can contain computer viruses that may infect your computer. The recipient of this email should scan this email and all of its attachments, if there are any. The organization will accept no liability for damages caused by any virus transmitted via this email. Emails can be intercepted, lost, destroyed, corrupted, contain viruses, or arrive late or incomplete. This is why email correspondence cannot be guaranteed to be secure or error-free. This is why the sender does not accept liability for any errors or omissions in the contents of this message, which arise as a result of the email transmission.

Email disclaimer sample #4: Entering into contracts prevention

Please be informed that no employee or agent is authorized to conclude any legally binding contract on behalf of "Company Name" with the third party via email. This can only be done if the employee or agent in question has a confirmation explicitly written by the "Company Director" for that specific occasion.

Email disclaimer sample #5: Protection of negligent misstatement

Our company is not responsible for the content or consequences of actions based on this email unless confirmed in writing. We appreciate your cooperation and understanding. If you are not the intended recipient, disclosing, copying, distributing, or acting on this information is strictly forbidden.

Email disclaimer sample #6: Unsubscribe from the newsletter

Thank you for subscribing to our newsletter. The "Company name" team is dedicated to providing valuable information tailored to your interests and marketing purposes while strictly avoiding email spamming. However, in case you decide that you no longer want to receive newsletters from us, you can unsubscribe by clicking the link here.

Email disclaimer sample #7: Environmental

Please do not print this email unless it is absolutely necessary. This message serves as a green icon of environmental responsibility, encouraging small actions for a sustainable future.

Email disclaimer sample #8: Development, Finance, or Accounting Departments

This message contains confidential information and is intended only for [recipient name]. If you are not the named addressee, you should not disseminate, distribute, or copy this email. Please notify the sender (or system manager) immediately if you have received this message by mistake and delete this email from your system. To avoid potential legal issues, the recipient should check this email and any attachments for the presence of viruses. The organization accepts no liability for any damage caused by any virus transmitted by this email. [Date] Organization, Suite# 1, Street, City, Country, www.organization. org.

Email disclaimer sample #9: IT Department

Our organization accepts no liability for the content of this email or for any consequences resulting from actions taken based on the information provided unless confirmed in a formal agreement. Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the organization. WARNING: Computer viruses can be transmitted via email. The recipient should check this email and any attachments for viruses. For any concerns regarding legal professional matters, please contact the sender directly. [Date]

Email disclaimer sample #10: Secretarial Department

This message is sent on behalf of [Manager] and is intended for [Recipient]. If you are not the intended recipient, you are notified that disclosing, copying, distributing, or taking any action in reliance on the contents of this information is strictly prohibited. To ensure legal compliance, [Organization] accepts no liability for the content of this email or for the consequences of any actions taken on the basis of the information provided, unless that information is subsequently confirmed in writing by [Manager]. [Date]

Email disclaimer sample #11: Board of Directors

This message contains confidential information and is intended for the recipient. If you are not the intended recipient, please inform the sender. Email transmission cannot be guaranteed secure or error-free, as the contents of this message may be intercepted, corrupted, or incomplete. The sender does not accept liability for any errors arising from email transmission.

Email disclaimer sample #12: Internal Disclaimer

This message is intended only for [recipient name]. If you are not the intended recipient, you are notified that disclosing, copying, distributing, or relying on the contents of this information is strictly prohibited. Employees of [Organization] are expressly required not to make defamatory statements and not to infringe copyright or any other legal right by email exchanges. Such communication is contrary to organization policy, outside the scope of the employment of the individual, and may conflict with any legal contract in place. The organization accepts no liability with respect to such communication, and the responsible employee will be personally liable. Please visit our intranet for a copy of [Organization]’s email policy.

Manage email disclaimer templates with Newoldstamp

To protect you and your business, it is advisable to use an email disclaimer when sending out business-related emails. Most email clients let users create custom sign-offs with a disclaimer for email signature purposes. However, managing disclaimers across multiple employees can be challenging. Using email signature software simplifies this by centralizing the creation and management of disclaimers, ensuring consistency without requiring individual updates.