New feature: A simpler way to manage email disclaimers at scale

Applying the correct legal disclaimer to every email is something IT and compliance teams are responsible for — but often have to manage manually. Templates are scattered, updates are inconsistent, and small errors can carry regulatory consequences.

A Navex report found that 83% of compliance professionals consider staying aligned with regulations and policies as essential to decision-making. Despite this, disclaimers are still too often an afterthought.

The new Disclaimers feature in Exclaimer simplifies how disclaimers are managed and applied across an organization. It gives teams a single place to control, assign, and update legal messaging without relying on manual edits or user intervention.

Why email disclaimers matter

Email disclaimers are commonly used to support regulatory compliance. They communicate legal obligations, privacy warnings, or business identity in email communications.

In the U.S., healthcare and financial services organizations rely on disclaimers to support laws such as the Health Insurance Portability and Accountability Act (HIPAA) and the Gramm-Leach-Bliley Act (GLBA). These set strict rules for how sensitive information is handled. In addition, 66% of lawyers in the U.S. include confidentiality disclaimers in email communication.

In the EU and UK, business emails must include company details such as a registration number and office address. These requirements apply to everyday communications, not just legal notices.

When this process is manual, it increases the chance of inconsistency or non-compliance. Exclaimer's Disclaimers feature helps apply the right message to every email automatically.

What’s new about the Disclaimers feature?

You could always add a disclaimer to an email signature in Exclaimer. What’s different now is how you manage them.

Previously, disclaimers were added as static elements within individual email signature templates. Now, with our Disclaimers feature, you can manage all of them from one screen, assign them dynamically with rules, and apply changes instantly across the organization. This means no more duplicating templates or having to edit each one manually.

This upgrade means email disclaimers are now as flexible and scalable as the rest of your signature strategy. This means you save even more time, reduce errors, and support full compliance for every user.

5 ways the Disclaimers feature simplifies compliance

1. Manage disclaimers in one place

Create and update every disclaimer your organization uses from a single screen. Changes apply instantly across email signatures, so there’s no need to maintain separate templates.

You can group disclaimers by purpose, such as legal, HR, internal use, or by region, depending on your needs.

2. Target messages with precision

Set rules based on attributes like department, location, domain, or Active Directory group. This allows you to show the right disclaimer to the right person automatically.

3. Fit disclaimers into your signature layout

Match fonts, sizing, and styling to keep legal content aligned and legible.

4. Automate updates and avoid errors

With centralized control, there’s no need to track changes across templates or rely on users to get it right. Updates are made once and applied everywhere.

Legal and compliance teams define the message. IT manages delivery.

5. Adapt to local and team-level requirements

Whether you’re supporting one office or operating across global regions, you can localize disclaimers for specific regulations or languages from within the same setup.

This reduces duplication and helps you stay consistent and compliant across your entire organization.

Start using the Disclaimers feature

The Disclaimers feature is now available to all Standard and Pro customers in the Exclaimer platform.

For more information on this feature, visit our Disclaimers feature support article.

If you’re currently on our Starter plan or legacy Signature Management Cloud package, speak to our sales team to discuss your upgrade options. 

Not using Exclaimer yet?

If your team is still managing email disclaimers manually, it's time to take them off your to do list. Exclaimer gives you a single place to control every disclaimer across your organization, without relying on users to get it right.

Start your free trial and take the pressure off managing email disclaimers. Set up rules once, apply them everywhere, and save hours of manual IT effort.