Email Signature for Disclaimer

An email disclaimer is a few lines of fine print appearing at the bottom of an email. You can use it to protect your organization from legal complications and furnish guidelines to follow if the email reaches the wrong recipients.

What does an email disclaimer mean?

An email disclaimer refers to a notice, statement, or caution added to the bottom of an outgoing email. The disclaimer appears separately as part of your email signature. The inclusion of disclaimers in an email informs the recipients about what they can or cannot do. There are many examples of disclaimers attached with outgoing emails that showcase professionalism while maintaining the legal requirements.

Types and examples of email signature disclaimers

• Confidentiality disclaimer
• Non-binding disclaimer
• Virus transmission disclaimer
• Personal opinion disclaimer
• GDPR compliant disclaimer
• Correct recipient disclaimer

What is confidentiality disclaimer?

As the name suggests, confidentiality signature disclaimer emphasizes that the email is only meant for the recipient. Any leak of information to any unauthorized person may attract legal consequences. For example, if you intend to send an invoice email to a wrong client then it may cause you legal trouble. Adding a confidentiality disclaimer to emails offers an extra layer for protection for business owners. In some cases, companies prohibits the unauthorized use of logo design or any of its properties mentioned in the email.

Even a confidentiality email signature featuring a disclaimer bars recipients from breaching the confidentiality of an email.

What is a non-binding disclaimer?

A non-binding disclaimer is useful when employees send emails from a company’s portal. Since companies cannot monitor every email sent or received, a non-disclaimer added at the bottom frees the company from being responsible for the emails.

What is a virus transmission disclaimer?

Exchanging emails is vulnerable to virus transmission. It’s easy to send viruses via email using unauthorized access for scammers. If something like that happens then it puts your company into legal troubles.

Adding a virus transmission disclaimer to your email informs recipients to scan it first. Companies that send frequent attachments or links should utilize a virus transmission disclaimer to be at the safer side.

What is a personal opinion disclaimer?

A personal opinion disclaimer separates an employee’s opinion or an affiliate’s opinion from the company’s. As a legal entity, the company’s views are formal.

What is a GDPR-compliant disclaimer?

A GDPR-compliant disclaimer refers to a privacy notice informing recipients about how the sender uses, collects, safeguards, or stores their personal details. The email is in complaint with GDPR (General Data Protection Regulation).

What is a correct recipient disclaimer?

A correct recipient disclaimer added to an email signifies that the email is solely meant for the recipient ad not for others. It shouldn’t be shared with anyone else but the recipient. If it is sent to a wrong address then the disclaimer emphasizes on discarding the email and handling it with confidentiality.

Best email signature disclaimer practices

If you want to make your signature look professional, add a disclaimer to it. Here are the best email disclaimer practices.

• Keep your disclaimer clear and concise. Stay away from technical jargons and keep the language as easy as possible.
• Include required information in your disclaimer to suit all legal aspects relevant to your industry.
• Avoid aggressive language use as this may leave a negative impression on recipients.
• Keep the disclaimer in a clear sentence case format and avoid unnecessary formatting.
• Keep reviewing and updating your disclaimer to ensure compliance.

Email disclaimer templates

If it’s hard to manage a disclaimer, you can consider an email disclaimer template. The template saves you from creating a layout from scratch. You can use the template and customize it per your needs with a personalized disclaimer message.