Operational disruption in manufacturing: The hidden costs of mismanaged email signatures

The manufacturing industry relies on global supply chains, vendor contracts, and regulatory compliance. This makes clear and consistent communication critical. Mismanaged email signatures can lead to contract disputes, compliance violations, and reputational harm.   

But despite the risks that impact the manufacturing industry, email signatures are often neglected. Without proper oversight, email signature inconsistencies can expose manufacturers to legal, financial, operational risks, and cybersecurity risks. For example, 65% of manufacturing companies reported they’ve been hit by ransomware in 2024. 

This article explores the risks of inadequate email signature management in manufacturing and how companies can safeguard their communications.  

Key regulations impacting the manufacturing industry

Manufacturing businesses must adhere to strict regulations, including data protection, health and safety, and ISO standards. Without compliant email signatures, they risk leaving out legally required information, which can lead to regulatory breaches. Including compliant regulatory details in email signatures helps manufacturers meet legal requirements, avoid enforcement actions, and maintain client trust. 

Here’s why they matter and how they impact on the manufacturing industry: 

1. ISO 9001 and Quality Management Standards – Global 

The ISO 9001 standard and Quality Management Systems (QMS) guidelines require manufacturing companies to maintain strict documentation and communication practices to guarantee product quality and regulatory compliance. This includes ensuring that all business communications, including emails, align with established quality management protocols. 

Including an ISO 9001 compliance disclaimer in email signatures helps manufacturing companies reinforce their commitment to quality, maintain audit-ready documentation, and demonstrate adherence to international standards. This, in turn, reduces the risk of non-compliance penalties. 

2. International Traffic in Arms Regulations (ITAR) – U.S. 

The International Traffic in Arms Regulations (ITAR) require U.S. companies involved in the manufacture, sale, or distribution of defense-related articles and services to control the export and handling of sensitive technical data. This means that all business communications, including emails, must comply with ITAR restrictions to prevent unauthorized access to controlled information. 

With an ITAR email disclaimer, companies can reinforce regulatory adherence, safeguard sensitive defense-related data, and reduce the risk of severe penalties, which can include fines of up to $1 million per violation. 

3. The California Consumer Privacy Act (CCPA) – U.S. 

The California Consumer Privacy Act (CCPA) mandates businesses that collect, process, or share personal information of California residents to be transparent about data usage and provide consumers with control over their personal data. All business communications, including emails, must therefore comply with CCPA requirements to protect consumer privacy. 

A CCPA disclaimer in email signatures helps businesses demonstrate their commitment to data privacy, inform recipients of their rights, and reduce the risk of non-compliance penalties, which can reach up to $7,500 per intentional violation. 

4. General Data Protection Regulation (GDPR) – EU 

The General Data Protection Regulation (GDPR) requires organizations that process personal data of individuals in the EU to ensure transparency, security, and compliance with strict data protection principles. All business emails must also follow suit to protect personal information and respect data subject rights. 

A GDPR email disclaimer helps organizations reinforce their commitment to data privacy and inform recipients of their rights. It also reduces the risk of non-compliance penalties, which can reach up to €20 million or 4% of annual global turnover, whichever is higher. 

5. OSHA (Occupational Safety and Health Administration) Compliance – U.S. 

The Occupational Safety and Health Administration (OSHA) demands that businesses provide safe and healthy working conditions by adhering to workplace safety standards and ensuring clear communication of safety policies. All business communications, including emails, must also align with OSHA requirements to promote a culture of safety and compliance. 

Using an OSHA email disclaimer lets manufacturers reinforce their commitment to workplace safety, remind employees and partners of regulatory obligations, and reduce the risk of violations. Non-compliance can result in fines of up to $15,625 per violation. 

The risks of mismanaged email signatures

When email signatures are mismanaged, they create significant risks for manufacturing companies. From financial penalties and legal disputes to reputational damage and brand risks, let’s examine the consequences of failing to secure email signatures. 

• Financial risks: Failure to meet regulatory requirements, such as ISO 9001 or ITAR, can result in fines and operational disruptions. Missing email disclaimers, certification notices, or compliance statements may impact contracts, supply chain agreements, or market eligibility. Additionally, manually managing email signatures increases administrative costs and inefficiencies. 

• Legal risks: Email disclaimers help manufacturing companies demonstrate regulatory compliance, particularly when sharing quality certifications, technical specifications, or export-controlled information. An incomplete or missing disclaimer can expose a company to legal disputes, regulatory violations, or health and safety risks. 

• Reputational and brand risks: Inconsistent or missing email signatures can undermine a manufacturing company's credibility and professionalism, affecting relationships with suppliers, customers, and regulatory bodies. This can lead to lost business opportunities, delays, and challenges in maintaining compliance with industry standards.  

Real-life example: Orion  

In August 2024, chemical manufacturing company Orion suffered a $60 million loss due to a business email compromise (BEC) scam. A non-executive employee was deceived into authorizing multiple fraudulent wire transfers to accounts controlled by unknown third parties.  

BEC attacks, where fraudsters impersonate senior executives to trick employees into transferring funds, have become increasingly costly, with the FBI reporting $2.9 billion in losses for U.S. businesses in 2023. 

Without standardized email signatures, employees can struggle to distinguish legitimate emails from fraudulent ones. This makes it easier for attackers to impersonate executives or suppliers. Inconsistent formatting or missing compliance disclaimers can also reduce credibility, increasing the likelihood that employees trust and act on deceptive emails.  

Additionally, if signatures lack clear sender verification details, such as digital certificates or authentication markers, attackers can more easily manipulate email communications without raising suspicion. Standardized, policy-enforced email signatures help establish authenticity, reinforce security protocols, and reduce the risk of fraud. 

How centralized email signature management protects manufacturing companies

Managing email signatures manually in a manufacturing company is time-consuming and can lead to legal, safety and compliance issues. Using a centralized email signature management platform simplifies the process, ensuring professionalism, security, and compliance with less effort. 

Here’s how email signature management helps manufacturing companies: 

• Automated compliance: Regulatory disclaimers, liability statements, and privacy notices are automatically added to every email.   

• Prevents contract and legal disputes: Set clear expectations about the content and intent of emails using disclaimers, preventing legal ambiguity. 

• Enhanced security and fraud prevention: No more unauthorized email signature modifications, meaning the risk of off brand, outdated or insecure information is reduced.   

• Improved operational efficiency: Maintain efficiency, accuracy, and compliance with minimal effort despite multiple locations, suppliers, and regulatory requirements. 

• Stronger brand trust: Consistent and professional email signatures enhance credibility, build customer trust, and reflect a trustworthy brand image.  

A simple fix for manufacturing companies

Manufacturers can’t afford to overlook email signature management. Poorly managed email signatures can expose businesses to unnecessary risks, including regulatory non-compliance, contract disputes, cybersecurity threats, and brand inconsistency. A lack of control over email signatures can lead to unauthorized commitments, outdated legal disclaimers, and security vulnerabilities that put sensitive business communications at risk. 

A centralized email signature management solution ensures that every email sent from your organization is 

• Compliant with industry regulations 

• Includes the correct legal disclaimers to help prevent contract disputes 

• Reinforces cybersecurity measures to reduce the risk of fraud and phishing attacks  

• Helps build brand trust 

• Streamlines operations by removing the time and effort required for manual updates. 

Exclaimer’s email signature software gives manufacturers complete control over their email signatures, ensuring accuracy, security, and consistency across all departments and locations. With automation and built-in compliance features, it helps teams work smarter, reduce legal risks, and protect their brand. 

Get a free trial today and see how Exclaimer can help your manufacturing business stay secure, compliant, and efficient.