Email Disclaimer | 14 Effective Examples You Can Use Now!

Ever received an email with a distinct section that made you feel like the sender went to law school just to write it? Well, they didn't. It’s a disclaimer. 

An email disclaimer is a statement, warning, or legal notice automatically added to an email to protect the sender from legal action, demonstrate regulatory compliance, and offer legal protection.

Read on to find out more about what you should include in a disclaimer, how to put it in an email, and the different types and examples you can use.

What Should Be in an Email Disclaimer?

An email disclaimer should include the following:

Confidentiality Disclaimer: Informs the recipient that the email is confidential and is only intended for the use of the individual or entity to which it is addressed.

Disclaimer of liability: This is a statement declaring that the sender or any other party involved in the email transmission shall not be liable for any damages arising from its use.

Copyright statement: Informs the recipient that the email is copyrighted material and may only be used with the express written permission of the copyright holder.

Unsubscribe option: An email disclaimer should have a section informing the recipient to unsubscribe from messages.

Contact information: A contact information box should be included to make it easy for recipients to get in touch if they have any questions or concerns.

Are Email Disclaimers Legal?

The legality of email disclaimers will depend on the specific disclaimer in question and the country’s laws in which they are being used.

Although email disclaimers aren’t generally held to be legally binding, they’re used to protect the sender’s rights or the content of the email.

How Do You Put a Disclaimer in an Email?

Here are steps you can follow to add a disclaimer to your Gmail signature:

  1. Sign in to Gmail and select the Gear icon in the top right corner of your screen

  2. Select Settings, then scroll down to the signature section and click create new

  3. Type a disclaimer into the text field and then click save changes

Extra Tip: To include a disclaimer in an email you’ve already sent, select the message in your inbox, click edit, and then email settings, select signature. Under the disclaimer option, type your disclaimer. Click save changes to send the disclaimer with the message.

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What is an Example of a Disclaimer?

GDPR Disclaimer

The General Data Protection Regulation (GDPR) disclaimer protects personal information, provides privacy rights, and increases accountability for data breaches. 

With an administrative fine of up to 4% of an organization’s revenue or 20 million EUR, these data protection regulations ensure companies incorporate the following features into their security programs:

  • Encryption

  • Incident management 

  • Network and system integrity

While adding a GDPR disclaimer to your email signature is easy, it can be not easy to decide what to include to ensure compliance. Use the examples below and tailor them to your company's needs.

a woman with tablet and GDPR note

GDPR Email Disclaimer Examples 

  1. According to GDPR (data protection regulations) (EU) 2016/679, it’s our legal duty to process your data in a lawful, transparent, and consistent manner. We endeavor to protect your data from accidental or unauthorized destruction, alteration, access, disclosure, or use. We also ensure that our processing activities are consistent with these principles. If you have any questions or concerns about our processing of your data, don’t hesitate to contact our Data Protection Officer at the address below. 
  2. [COMPANY] complies with the General Data Protection Regulation. We take all reasonable steps to secure your data from accidental or unauthorized destruction, alteration, access, disclosure, or use. Therefore, all information in this email and any attachments is only meant for the original/intended recipient. If you’ve received this email by mistake, please immediately delete it and contact us at privacy@ [COMPANY] to inform us of the matter. 

Confidentiality Disclaimer

Email confidentiality disclaimers alert recipients that the email and any attachments sent may contain confidential or proprietary information. It also advises the recipient not to share the email or its contents with anyone else without prior authorization from the sender.

By informing recipients that the information in the email may be confidential, they are likely to be more careful about how they use it. 

For example, if you’re sending an email message to someone who works for your company, it's important to include a confidentiality disclaimer. Similarly, you can include a confidentiality disclaimer when sending a message containing confidential information to a customer.

Confidentiality Email Disclaimer Examples 

  1. This email’s content and attachments are confidential and intended only for the addressed individual or entity. If you are not the intended recipient, don’t copy, distribute, or disclose the contents of this email. You have received the email by mistake, and you should delete it and notify the sender. 

  2. CONFIDENTIAL: This email message is part of a discussion between [Company name] and the recipient whose name appears above. Any disclosure, copying, or distribution of this message without the expressed written consent of the sender is strictly prohibited and may result in legal action. If you’re receiving this email by mistake, please inform us. 

HIPAA Disclaimer

The Health Insurance Portability and Accountability Act (HIPPA) provides security and data privacy provisions to protect medical information. It applies to healthcare providers and other organizations that transmit healthcare data electronically. 

When added to a company’s email signature, HIPAA disclaimers help reassure recipients that their personal or private information is secure.

HIPPA green key on the white keyboard

HIPAA Email Disclaimer Examples 

  1. HIPAA Disclaimer: This email communication is not intended to and does not create an attorney-client relationship. Any information disclosed in this communication, including any attachments, is for the sole use of the intended recipient and may not be shared or used for any other purpose without the sender’s express written consent. Please notify us immediately at privacy@[Company] if you have received this communication by mistake.

  2. The information enclosed in this transmission is confidential and privileged. It’s intended solely for the recipient mentioned above. If you are not the intended recipient, please delete it. Disclosure, sharing, or copying information herein is strictly prohibited. Reply to this transmission if this email communication is not meant for you. 

Liability Disclaimer

A liability disclaimer informs recipients that the email may contain information that could result in legal liability for the sender or recipient. 

In most cases, these email signature disclaimers limit an organization’s liability by informing the recipient that the employee responsible for sending the email is personally liable for damages resulting from the contents of the email. 

liability icons on the large screen

This disclaimer is important because: 

  • It protects the sender and recipient from potential legal exposure.

  • It reminds recipients not to rely on the contents of an email as gospel truth since legal proceedings may vary depending on the specific circumstances involved.

  • It helps avoid any potential conflict of interest or appearance of impropriety.

An Example of a Liability Email Disclaimer 

  1. Any views or opinions presented in this email are those of the sender and do not necessarily represent this organization. [Company] obliges its employees not to authorize infringement, infringe, or make defamatory statements of any legal rights. [Company] will not take or accept liability arising from such information. The employee/sender is personally liable for any arising liabilities or damages.

Negligent Misstatement Disclaimer

A negligent misstatement is an intentional or unintentional mistake that can result in someone being wrongfully accused of committing a crime. Such a mistake occurs when you make a false or inaccurate statement about an issue.

As a result, a negligent misstatement disclaimer protects the sender from potential legal repercussions if the email contains inaccurate or misleading information.

email icons on the laptop screen

Pro Tip: Whenever you want to include a negligent misstatement disclaimer in your emails, make sure you understand the legal implications of doing so by consulting with an attorney. Failure to include such communication could result in potential legal liability for your organization.

An Example of a Negligent Misstatement Email Disclaimer 

  1. [Company] is not responsible for any consequences that may arise from the recipient's use of the information in this email. We don’t warrant the accuracy or completeness of the contents of the email. Therefore, [Company] will not be liable for any losses or damages that may result from the recipient's reliance on the information in this email.

Security Disclaimer

A security disclaimer is a message that is automatically added to the bottom of all outgoing emails to reassure recipients that your company takes proper security measures to protect the email and its contents.

This email signature disclaimer protects a company’s reputation by preventing it from legal action for computer viruses or related damages. It informs the recipient that even though the email sent is error and virus-free, they should use any proper software to scan for computer viruses.

security graphic illustration

It also reminds the recipient that the sender will not accept liability if there is a security breach associated with the email.

An Example of a Security Email Disclaimer

  1. [Company] puts a high value on the security and safety of its client's data and takes all necessary precautions to protect it. However, due to the nature of the Internet, there is always a risk that data could be intercepted and/or stolen by unauthorized persons. This means that we can’t guarantee the security of your data despite our efforts. Recipients should take proper security measures, including antivirus software, to scan such communications for any threats. We do not take responsibility for any damages that may result from the use of information in this email.

Environmental Disclaimer

Also known as a green email signature footer, an environmental disclaimer informs the recipient of any potential environmental consequences associated with the email. 

This disclaimer alerts recipients that the email may contain information subject to federal or state environmental laws and regulations.

Such a disclaimer shows that the sender cares for the environment and encourages the recipient to follow suit. 

Environmental Email Disclaimer Examples

  1. The email contains information about environmental initiatives sponsored by the sender or their company.

  2. The sender has taken measures to reduce energy consumption.

  3. You don’t need to print this email. Save trees. 

  4. Any images included in the email are free of toxins like mercury or lead.

  5. Take care of your environment by not printing this email.

save thenature graphic illustration

Email Disclaimers: A Tip to Go

Disclaimers are an excellent way to protect your organization from potential legal issues. You only need to know how and where—usually in the email signature—to add the disclaimer, and you’ll be all set.

A few things to keep in mind is to keep your disclaimer should be clear and concise. Moreover, make sure the disclaimer is legible and easy to find and be prepared to defend your disclaimer if sued over it. 

If you’re unsure if you should include a disclaimer in your email, consult with an attorney. They can help you determine if a disclaimer is necessary and ensure your email signature is effective.

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