There’s a small but important addition to emails that serves a crucial purpose: email signature disclaimers. But why do you need them, what exactly are they, and does your business need them? Keep reading to learn all that and more.
What are email signature disclaimers?
Email signature disclaimers are statements added to the bottom of emails that typically address confidentiality, liability, and legal issues. They intend to protect the sender and organization.
Common types of email signature disclaimers
How you use email signature disclaimers depends on your business and its needs. Not all businesses are required to use email disclaimers, but if you’re in an industry that handles sensitive information like real estate or financial services, it’s important to know what types of disclaimers you should or need to use.
Confidentiality disclaimers
One of the most commonly used email disclaimers is the confidentiality disclaimer. It protects sensitive information, informs the recipient about the private nature of the email contents, and provides instructions for accidental recipients.
Example of a confidentiality disclaimer:
“This email and any attachments 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 sender immediately and delete this email from your system.”
Non-binding disclaimers
Although a non-binding disclaimer is less frequently used, it can be important in negotiations. These disclaimers are intended to prevent unintentional contract formation and clarify that email communications don’t constitute formal agreements.
Example of a non-binding disclaimer:
“This email does not create or modify any contract or commitment on behalf of [Name].”
Privacy disclaimers
Security and privacy are top priorities for businesses. With GDPR, SOC II compliance, and other considerations, privacy disclaimers can be an important method for companies to include information about data processing.
Example of a privacy disclaimer:
“We process personal data in accordance with our privacy policy found at [location].”
Environmental disclaimers
These disclaimers were commonplace when email was getting popular, but you probably won’t see them often anymore. An environmental disclaimer may still be relevant in industries where people are likely to print copies of the email or attachments. Environmental disclaimers are used to encourage recipients to consider the environment before printing and promote environmental awareness.
Example of an environmental disclaimer:
“Please consider the environment before printing this email or any attachments.”
Why email disclaimers matter for your business
While email signature disclaimers are often viewed as boilerplate text, email disclaimers can serve several critical purposes:
- Legal Protection: Disclaimers help limit liability and protect confidential information.
- Regulatory Compliance: Some industries require specific disclosures or disclaimers to meet legal and regulatory requirements.
- Professionalism: Well-crafted disclaimers demonstrate attention to detail and a focus on security.
- Setting Expectations: Disclaimers can clarify the nature and intent of email communications to recipients.
What to include in your email disclaimer
What you include in your email signature disclaimer should be tailored to your business, industry, and based on advice from your lawyer, but there are a few things to consider as you craft your disclaimer.
- Industry standards and requirements
- Privacy and security notices
- Clear and concise language
How to implement email disclaimers for your organization
Implementing email disclaimers for your organization is seamless with an automated email signature tool. We recommend HiHello’s automated email signatures with custom disclaimers. With a HiHello Business or HiHello Enterprise plan, you can connect your email platform to automatically distribute email signatures, with a disclaimer, to your entire team in seconds.
Schedule a demo to learn more about how HiHello can support your team’s email disclaimer needs. Already have a HiHello team plan? Learn how you can add a disclaimer today.
Disclaimer: The information provided in this article is for general informational purposes only and does not constitute legal advice. HiHello does not make any warranties about the completeness, reliability, or accuracy of this information. Any action you take based on the information in this article is strictly at your own risk. We strongly recommend consulting with a qualified legal professional for specific advice regarding email signature disclaimers, their content, and their applicability to your situation.
