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. Issues like defamation, misdirected emails, and unintended contract formations make email disclaimers essential. Also, regulations are in place that require an email disclaimer to be added by law.
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.
CONFIDENTIAL: This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error, please notify the system manager. This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited.
This message has been sent as a part of discussion between [SENDER'S NAME] and the addressee whose name is specified above. Should you receive this message by mistake, we ask that you inform us at your earliest possible experience. In this case, we also ask that you delete this message from your mailbox, and do not forward it or any part of it to anyone else. Thank you for your cooperation and understanding.
The content of this message is confidential. If you have received it by mistake, please inform us and then delete the message. It is forbidden to copy, forward, or in any way reveal the contents of this message to anyone. The integrity and security of this email cannot be guaranteed. Therefore, the sender will not be held liable for any damage caused by the message.
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.
Warning: Computer viruses can be transmitted via email. The recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email. E-mail transmission cannot be guaranteed to be secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. The sender therefore does not accept liability for any errors or omissions in the contents of this message, which arise as a result of e-mail transmission.
Warning: Although the company has taken reasonable precautions to ensure no viruses are present in this email, the company cannot accept responsibility for any loss or damage arising from the use of this email or attachments.
[YOUR COMPANY] places your security as the highest priority. Therefore, we put every effort into ensuring that this message contains no viruses. However, we cannot ensure 100% security and despite our best efforts, the data included in this email may get infected or corrupted in transit. Therefore, please review this message carefully for any threats as we do not accept liability for damage inflicted by viewing the contents of this email.
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.
No employee or agent is authorized to conclude any binding agreement on behalf of [YOUR COMPANY] with another party by email without express written confirmation by A. Director.
This quotation request is sent in order to compare available offers. It does not imply entering into a legally binding contract with [YOUR COMPANY].
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.
Our company accepts no liability for the content of this email, or for the consequences of any actions taken on the basis of the information provided, unless that information is subsequently confirmed in writing. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited.
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.
Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Employees of the company are expressly required not to make defamatory statements and not to infringe or authorize any infringement of copyright or any other legal right by email communications. Any such communication is contrary to company policy and outside the scope of the employment of the individual concerned. The company will not accept any liability in respect of such communication, and the employee responsible will be personally liable for any damages or other liability arising.
Regional legal or regulatory requirements
Many advanced markets, such as North America and Europe, have different regulations requiring businesses to add disclaimers to emails. The email disclaimer example below would be used by a UK business in England or Wales.
Big Company Ltd. is a limited company registered in England and Wales. Registered number: 1234567. Registered office: 123 Some Street, Somewhere, Someshire.
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. They're sometimes accompanied by a small green icon.
Please consider the environment before printing this email. Every unprinted email helps the environment.
Please consider your environmental responsibility. Before printing this email message, ask yourself whether you really need a hard copy.
Manage email disclaimer templates with Exclaimer
Exclaimer can give you an easy way to ensure all emails sent by your organization have a compliant email disclaimer.
Find out more and start your free trial today.