If you’re looking for email disclaimer examples, you’ve come to the right place! We’ve got many examples that you can simply copy and modify to use for your own emails.
What is an email disclaimer?
An email disclaimer is a piece of text which is added to the bottom of emails that contains legal information regarding things like privacy, confidentiality, negligence, liability, etc.
Email Disclaimer Examples
Confidentiality Disclaimers
This is the most used disclaimer as it states that everything (including attachments) in the email is confidential. It also states that the email should only be read by the intended recipient, and in the case that it was received by someone else that is not the recipient, that they should contact the system manager.
The content of this email is confidential and intended only for the recipient specified in this message. It is strictly forbidden to share any part of this message with any third party, without written consent of the sender. If you received this message by mistake, please reply to this message and follow with its permanent deletion, so that we can ensure such a mistake does not occur in the future.
This message has been sent as a part of discussion between <SENDER NAME> and the addressee whose name is specified above. Should you receive this message in error, please inform us at your earliest possible experience. In this case, we also ask that you delete this message permanently from your mailbox, and do not forward it or any part of it to anyone else. Thank you for your cooperation and understanding.
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 email. Please notify the sender immediately by email if you have received this email by mistake and delete this email 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.
Liability Disclaimer
This disclaimer limits the liability of the company. It does this by saying that any opinions are those of the sender and not the company. It also says that the employee sending the email will be personally liable for any damages resulting from the email.
Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the organization. Employees of <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 organizational policy and outside the scope of the employment of the individual concerned. The organization 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.
Negligence Disclaimer
Using this email disclaimer example will limit negligence and liability if you provide incorrect information that leads to damages. It also has a confidentiality statement at the end advising that if you aren’t the intended recipient, you are not allowed to copy or distribute the content, among other things.
Our organization 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.
Environmental Disclaimers
This is an environmental disclaimer, which can be used in addition to any other disclaimer. A lot of companies will use these disclaimers to try and save paper and in turn, the environment.
Please consider the environment before printing this email.
Please do not print this email. I want to breathe air tomorrow.
Virus or Security Disclaimers
This disclaimer limits any liability claims arising as a result of you sending a virus by accident to the recipient and it causing damage to their systems. It advises that the recipients should check their incoming emails for viruses. The second part mentions that the email could be corrupted among other things and that the sender does not accept liability.
<COMPANY> places your information technology security as the highest priority. Therefore, we put every effort into ensuring that this message contains no viruses, malware, or otherwise harmful material. However, despite our best efforts, we cannot ensure 100% security and the data included in this email may get infected or corrupted in transit. Please review this message carefully for any threats as we do not accept liability for damage inflicted by viewing the contents of this email.
Computer viruses can be transmitted via email. The recipient should check this email and any attachments for the presence of viruses. The organization accepts no liability for any damage caused by any virus transmitted by this email. Email 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 email transmission.
GDPR Disclaimer
On 25th May 2018, the GDPR came into effect which meant that all EU based businesses had to comply with new data regulations which determine how they process and keep customer information. You can add a GDPR disclaimer to your email signature to advise your recipients that you abide by the GDPR legislation.
<COMPANY> is 100% compliant with the GDPR data protection regulation. Visit our privacy policy to learn how we collect, keep, and process your private information in accordance with these laws.
Disclaimers for Mailing Lists and Newsletters
These disclaimers are required to be appended to all emails whose intended purpose is to commercially advertise to recipients. It doesn’t only apply to mass mailouts such as mailing lists, but any commercial email that is intended as an advertisement. The CAN-SPAM act defines what laws must be followed when sending these sorts of commercial emails and the fines that apply if you break the law.
This message was sent by or on behalf of <COMPANY> (“<COMPANY>”). This email was sent to: name@domain.com To change your communication preferences, including unsubscribing from further marketing or commercial communications from <COMPANY>, please click here. You may also unsubscribe from <COMPANY> marketing communications by writing to <COMPANY ADDRESS>.
You are receiving this email because you are a contact of <COMPANY> or have subscribed to the <COMPANY> newsletter. Our mailing address is: <COMPANY ADDRESS> Want to change how you receive these emails? You can update your preferences or unsubscribe from this list.
How to Add a Disclaimer to Your Email Signature
The easiest way to add a disclaimer to your signature is to use a specialized tool, such as an email signature generator. Alternatively, you can add the disclaimer through your email client’s settings by creating or editing your signature. For a more customized approach, you can also manually edit the HTML code of your email signature to include a disclaimer.
Regardless of which method you choose, it’s important to ensure that your disclaimer is clearly visible and easy to read in your email signature.
Add a Disclaimer with Gimmio (recommended)
Use Gimmio to add your disclaimer in just a couple of minutes. We have plenty of free signature templates to get you started.
Step 1
Go to Gimmio and log in to your account.
Step 2
Click on New User, fill in the required information, and then click Create User.
Step 3
Select and apply one of the email signature templates.
Step 4
Fill in your information such as name, position, phone numbers, etc.
Step 5
Click on Layout, scroll to the bottom and click on the + symbol to add a new row.
In the new row, click the + symbol to add a new field.
Step 6
Select “New Custom Field” from the dropdown.
Type in a field label, such as “Disclaimer”.
Select “Text Field” as the field type and click Add Field.
Step 7
Click on the new field that you have created, this will take to you the Details section.
Step 8
This is where you can enter your disclaimer text. Take a look at our email disclaimer examples above if you want to use one of them.
You can also select the font size and type, the color of the text, and also change spacing.
Step 9
Once you’ve added all your information to your email signature, simply click Install Your Signature, and you’re done adding a disclaimer to your email signature!
Add a Disclaimer Directly in Your Email Program
Since a disclaimer is just text, most of the time it will be fairly easy to simply add it directly in the email program’s email signature editing area. However, some mobile email apps don’t have the ability to style text so you may be limited when formatting your disclaimer.
Select your email program below for instructions on how to add a disclaimer.
Add a Disclaimer Manually in Your Signature HTML Code
You can add a disclaimer by modifying the necessary HTML code in your email signature. We have a really in-depth article on how to create email signatures, which covers everything you need to know about modifying HTML code.
Frequently Asked Questions
Are email disclaimers enforceable?
Email disclaimers have been used ever since email became an accepted form of communication for businesses.
There is plenty of information available that states email disclaimers are rarely ever actually enforceable. They form a contract that is only accepted by the sender and not the recipient.
For example, the disclaimers that state things like “This is confidential, you must not show it to anyone” are completely useless, as there is no confidentiality agreement that has been agreed to by both parties before the email was received, therefore it is legally unlikely to hold any ground. In fact, most email disclaimers you send cannot be enforced.
Why are email disclaimers used?
Disclaimers obviously have to have some purpose. Otherwise, why do people use them?
Although disclaimers are rarely enforceable, they can offer the sender protection against accidentally forming a contract with the recipient through the content of the email. There have been plenty of cases where people have unwittingly or jokingly stated something in an email that the recipient later used as evidence of forming a contract.
Email disclaimers are common and are often viewed as a reminder to do the right thing rather than something that is enforceable. Take a look at our email disclaimer examples above that we have compiled which can be used at the bottom of email signatures.
What font size, style, and color is best for email disclaimers?
Your disclaimer should be styled differently from the rest of your email signature. This is because you don’t want to draw attention to it as it isn’t as important as the email signature itself.
For disclaimers, we recommend using a smaller font size than the rest of your email signature. A good font size for disclaimers is between 10-12 pixels. Usually, the disclaimer text is also set to italic. In terms of the text color, a lighter color (such as a light gray) is common so it doesn’t stand out as much as your email signature.
Wrap Up
Adding one of the above sample disclaimers to your email signature will likely do more good than not having one. As email disclaimers can have legal implications, it’s always best to get your lawyer to look over these examples to ensure they are suitable for your circumstances and applicable in your country and state.
