13 free email disclaimer examples & templates

An email disclaimer is a statement, notice, or warning added to outgoing emails to limit liability. It’s placed separately from the main message and corporate email signature. 

The email disclaimer you use depends on the legal aspects your organization needs. Adding an email disclaimer template, sent both externally and internally, helps to minimize legal exposure. Also, regulations are in place that require an email disclaimer to be added by law. 

Does an email disclaimer protect my organization from all liabilities?

No, it doesn't protect against everything, but it can help limit liability in certain situations. It's important to consult with a legal professional to ensure your disclaimer covers all necessary aspects for your organization.

7 key elements to consider for your disclaimer

Adding an email disclaimer to your outgoing emails can help protect your organization from potential liabilities and ensure compliance with relevant laws and regulations. While there are various types of disclaimers that can be used, they should all include certain key elements.

1. Confidentiality: A good email disclaimer should state that the message is only intended for the recipient and should not be shared with anyone else. This helps protect against confidentiality breaches if private information is leaked.

2. Liability for computer viruses: In order to prevent transmission of computer viruses through email, many disclaimers will advise recipients to check for any potential viruses in the message or attachments. This helps protect the organization from being liable for any damages caused by a virus.

3. Unintentional contracts: Inadvertently entering into a legal contract through email can have serious consequences for an organization. That's why it's important to include language in your disclaimer that states that no employee is authorized to enter into binding agreements without written confirmation.

4. Negligent misstatement: A disclaimer should also protect against liability for any negligent advice given by employees through email, such as false or misleading statements.

5. Employer's liability: It's important to state that employee opinions expressed in emails do not necessarily represent those of the organization and that defamatory statements are not permitted.

6. Regional legal or regulatory requirements: In some regions, there may be specific laws or regulations that require businesses to include certain information in their email disclaimers. It's important to research and comply with these requirements to avoid any potential legal issues.

7. Environmental messages: Adding a short environmental message can help promote your organization's commitment to protecting the environment and sustainability.

While it is important to have an email disclaimer in place, it's also necessary to regularly review and update it as needed. This can help ensure that the disclaimer remains compliant with any changes in laws or regulations and effectively protects your organization from potential liabilities.

Email signature disclaimer examples

The email disclaimer examples below will give you an idea of what you should include when creating one for your organization. Use these email disclaimer templates within your organization to help ensure you always send compliant email communications. 

Breach of confidentiality 

What often makes a good email disclaimer is wording relating to confidentiality. This states that the message is only for the intended recipient, meaning it shouldn’t be shared with anyone else. Its main purpose is to provide cover for confidentiality breaches if private data is leaked. However, it doesn’t guarantee that the email won’t be forwarded to other people. 

Liability for the unintentional transmission of computer viruses 

These email disclaimer examples inform recipients to review the messages and attachments for potential viruses. This both prevents the transmission of a computer virus and protects the company from being liable for any subsequent damage. 

Unintentionally entering into contracts 

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. 

Negligent misstatement 

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. 

Employer’s liability 

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. 

Regional legal or regulatory requirements 

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. 

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. 

Best practices for email disclaimers

Creating an effective email disclaimer is essential for legal compliance and clear communication. Follow these best practices:

1. Keep it concise: Ensure your email disclaimer is clear and concise. Use simple language so recipients easily understand its purpose. Overly long disclaimers can be confusing and fail to convey the intended message.

2. Include necessary information: Make sure your disclaimer covers all required legal and regulatory information relevant to your location or industry. This is crucial for compliance.

3. Avoid extreme language: Steer clear of aggressive language in your email disclaimer. This can create a negative impression and harm business relationships.

4. Don’t be overly broad: Avoid making your email disclaimer too broad, as this can appear aggressive and may damage relationships with clients or partners.

5. Minimize unnecessary emphasis: Avoid excessive emphasis like all-caps or bold text. It can make your organization appear intimidating, which can negatively affect your brand image.

6. Regularly review and update: Consistently review and update your email disclaimer to remain compliant with any legal changes or regulatory updates.

   
   

How to manage email disclaimer templates in your company

Managing and enforcing email disclaimers within an organization can be a challenging task. Here are some tips to help make the process smoother:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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 

Exclaimer gives you an easy way to ensure all emails sent by your organization have a compliant email disclaimer. Whether you're looking to protect against liability, promote environmental responsibility, or simply comply with legal regulations, using Exclaimer to add an email disclaimer to your outgoing emails can provide peace of mind and protection for both your organization and its recipients.

Discover more about Exclaimer and start your free trial today to enhance your email security and compliance.