25+ disclaimer statement examples and templates for email and web
24 October 2025
0 min read
TL;DR
- An email disclaimer is a short legal notice that helps protect your organization from liability
- It can cover areas like confidentiality, employer’s liability, data protection, and regional compliance (e.g., GDPR or HIPAA)
- To stay compliant, keep disclaimers concise, professional, and regularly updated.
- Standardize your disclaimer across all users using an email signature management tool.
- Below, you’ll find ready-to-use disclaimer statement examples and templates for email and web
What's an email disclaimer?
An email disclaimer is a short statement or legal notice added to outgoing emails to reduce liability and clarify the sender’s obligations. It usually appears below the main message as part of a professional email signature.
These disclaimers can serve multiple purposes from protecting sensitive data and reducing legal exposure to meeting regional compliance requirements. Some organizations are even legally required to include specific disclaimers under laws like the UK Companies Act, GDPR, HIPAA, or FINRA.
A well-written email disclaimer not only safeguards your organization but also strengthens brand professionalism and trust.
In this guide, you’ll find:
Practical advice on how to write effective disclaimer statements.
A wide range of email disclaimer examples and templates you can copy, paste, and adapt.
Guidance on maintaining compliance and consistency using Exclaimer’s centralized email signature management solution.
Tip: Explore how Exclaimer simplifies disclaimer and signature management for IT and compliance teams.
Does an email disclaimer protect my organization from all liabilities?
Not entirely. An email disclaimer can limit risk, but it won’t eliminate it. It’s a safeguard, not a legal guarantee. For complete protection, always seek advice from a qualified legal professional to ensure your disclaimer meets all applicable laws and regulations.
7 key elements to consider for your disclaimer
Every disclaimer should cover the essentials below. Together, these form the foundation of a compliant, well-written disclaimer statement.
Confidentiality: Clarify that the email and its contents are intended only for the recipient and must not be shared or distributed. This protects against accidental data disclosure or privacy breaches.
Liability for computer viruses: Advise recipients to scan attachments for viruses or malware. This limits the organization’s liability for any damage caused by malicious files.
Unintentional contracts: State that no employee can enter into binding agreements via email without written confirmation. This prevents accidental or implied contracts.
Negligent misstatement: Include wording that limits liability for unintentional or inaccurate information shared by employees.
Employer's liability: Clarify that opinions expressed in emails are the sender’s own and may not reflect the organization’s views. This helps protect against defamation and misrepresentation.
Regional legal or regulatory requirements: Some regions legally require businesses to include specific information (such as company registration details or data-protection notices). Review your regional laws to stay compliant.
Environmental messages: Add a short sustainability note to reinforce your organization’s environmental values. For example, a line encouraging recipients not to print the email unnecessarily.
Tip: Review and update your disclaimer regularly. Laws change, and so should your disclaimers. Keeping them current means continued compliance and protection.
For more information on using disclaimers in email signatures, check out our official Email Signatures for Dummies guide for hints and tips.
Get your copyEmail disclaimer examples
The email disclaimer examples below show how to cover different legal, compliance, and professional requirements. Use these templates to standardize your organization’s email disclaimers and ensure every message remains consistent and compliant.
Tip: You can manage, automate, and update all of these disclaimer types across your organization using Exclaimer’s centralized email signature management solution.
1. Breach of confidentiality disclaimers
Confidentiality disclaimers protect private information and clarify that emails are intended only for the recipient. While they don’t legally prevent forwarding, they demonstrate a proactive commitment to data protection.Example 1
Example 2
Example 3
2. Liability for the unintentional transmission of computer viruses
These email disclaimer examples limit liability if an email or attachment contains malware. They also encourages recipients to perform their own virus scans before opening attachments.Example 1
Example 2
Example 3
3. Unintentional contracts disclaimers
These email disclaimer examples protect an organization from employees inadvertently entering into legal contracts. For instance, if a specific employee requests a quotation over email, the recipient might assume that this means they’ve entered into a formal agreement.Example 1
Example 2
4. Negligent misstatement disclaimer
This disclaimer example aims to protect against being liable for negligent advice on behalf of an employee. This would usually take the form of a false or misleading statement.Example
5. Employer’s liability disclaimer
This email disclaimer protects a company from being sued if an employee says something offensive or defamatory. It states that employee opinions don't always represent the organization.Example
6. Regional legal or regulatory disclaimer
Many markets, such as North America and Europe, have different regulations that require businesses to add disclaimers to emails. The email disclaimer example below would be used by a UK business in England or Wales.
Example
7. Environmental email disclaimers
Using email disclaimers to promote an environmental message is a great way to tell recipients that your organization is committed to protecting the environment and sustainability. A small green icon sometimes accompanies them.
Example 1
Example 2
8. No reponsibility disclaimer
This type of email disclaimer is used when messages include general information, advice, or references to external content. It clarifies that the sender or organization is not responsible for how recipients act on the information provided.Example
9. Errors and omissions disclaimer
This example acknowledges that mistakes may occur despite due diligence and protects against liability for accidental inaccuracies in email content.Example
10. No guarantee example
This email disclaimer template clarifies that the sender does not promise a specific outcome, performance, or result based on the information shared in the message.Example
11. Affiliate disclaimer example
An email disclaimer of this type is required when emails include affiliate links or partnerships. It ensures compliance with advertising and transparency laws (e.g., FTC guidelines).Example
12. HIPAA email disclaimer
This is used by U.S. healthcare organizations to comply with patient confidentiality requirements. It's a statement added at the end of an email that contains PHI (Protected Health Information).
Example
13. GDPR email disclaimer
This disclaimer example is designed to clarify how personal data is used and stored. This helps an organization meet GDPR compliance and that you take data privacy seriously.Example
14. AI disclaimer
A relatively new example, this is used when email content has been partially generated or assisted by AI tools. It maintains transparency and encourages readers to verify key details.Example
General web disclaimer statements
While email disclaimers focus on messages sent to clients or partners, website disclaimers help manage risk for online content and digital communications. Including a few examples below helps broaden relevance for “disclaimer statement” search intent.
1. Copyright notice
Confirms ownership of content and prevents unauthorized reproduction.Example
2. Fair use disclaimer
Clarifies use of copyrighted material for commentary, education, or research purposes.Example
3. Warranty disclaimer
Protects your business from claims related to product or service guarantees.Example
4. Risk disclaimer
Often used in financial or investment content to clarify inherent risks.Example
5. Past performance disclaimer
Common in finance, used to set realistic expectations.Example
6. Investment disclaimer
Explicitly disclaims financial advice liability.Example
7. Medical or health disclaimer
Required for any site providing health-related information.Example
8. Testimonial disclaimer
Used when featuring client or customer testimonials.Example
9. Affiliate disclaimer
Required if your website includes affiliate links.Example
How to write an effective email disclaimer
Creating an effective email disclaimer is essential for compliance, professionalism, and brand integrity. A well-written disclaimer should protect your organization while maintaining a positive experience for recipients.
Follow these best practices to ensure your disclaimers are accurate, clear, and compliant:
1. Keep it clear and concise
Your disclaimer should be short enough to read easily, but complete enough to cover key legal points. Avoid long blocks of text or complex legal terms. Use simple, plainspoken language instead.
2. Include the right legal and regulatory details
Check your regional or industry-specific requirements before finalizing your disclaimer. Some laws, such as the UK Companies Act, GDPR, or HIPAA, require certain information to appear in every business email. Include what’s legally necessary, but avoid adding unnecessary legalese.
3. Match the tone to your brand
Your disclaimer represents your organization. Use professional, neutral language that reflects your brand’s tone.
Avoid aggressive or overly defensive language (e.g., “We accept no responsibility for anything whatsoever”). This can sound untrustworthy or intimidating.
4. Don’t make it overly broad
An email disclaimer that tries to cover “everything” often ends up covering nothing. Be specific about what it protects (e.g., confidentiality, liability, or opinions) so readers understand its purpose and scope.
5. Format for readability
Keep the disclaimer separate from your main message and email signature.
Use short sentences, normal capitalization, and consistent formatting. Avoid all-caps or excessive bold text as it looks unprofessional and can reduce readability.
Tip: Add a small divider line or subtle font change to visually separate your disclaimer from the rest of the email.
6. Localize for global teams
If your organization operates in multiple countries, consider using localized disclaimer versions that comply with regional regulations.
A single, one-size-fits-all disclaimer rarely meets every regional or language requirement.
7. Regularly review and update
Regulations change. Review your disclaimer at least once a year. You may even want to do this sooner if your company expands to new regions or industries.
Work with your legal and compliance teams to ensure wording remains accurate and enforceable.
Tip: Update for new privacy laws, AI content use, or affiliate disclosure requirements.
.
How to manage email disclaimer templates in your company
Managing and enforcing email disclaimers across an organization can be challenging. Here are some tips to help make the process smoother:
Create a standard template: Develop an email disclaimer template that covers all necessary information and ensure it's used by all employees in the organization. This will help maintain consistency across communications from different departments or individuals.
Train employees: Educate employees on the importance of using email disclaimers and how to properly use them in their communications. This can help prevent errors, such as forgetting to include the disclaimer or using incorrect language.
Regularly review and update: It's crucial to regularly review and update your email disclaimer to ensure compliance with any legal or regulatory changes. Be sure to communicate these updates to all employees and make the necessary changes in their email signatures.
Enforce compliance: Monitor employee communications to ensure they are consistently using the required email disclaimer. This can help prevent potential legal issues and maintain brand consistency.
Use an email signature management solution: Consider using email signature software that allows easy implementation and updating of email disclaimers across all company emails.
Manage email disclaimer templates with Exclaimer
Automate compliant disclaimers across every email, team, and device—all from one platform.
Get your free trial
