Table of contents<\/h2>- 8 Examples of email signature disclaimers that you can use<\/a>
- 1. External email signature disclaimer<\/a><\/li>
- 2. GDPR email signature disclaimer<\/a><\/li>
- 3. Automated marketing emails<\/a><\/li>
- 4. HIPAA email signature disclaimer<\/a><\/li>
- 5. Liability email signature disclaimer<\/a><\/li>
- 6. Negligent misstatement email signature disclaimer<\/a><\/li>
- 7. Environmental email signature disclaimer<\/a><\/li>
- 8. Security email signature disclaimer<\/a><\/li><\/ul><\/li>
- Adding a block of disclaimers to an email signature<\/a><\/li>
- Choose the right email signature software<\/a><\/li><\/ul><\/div>\n\n\n\n
8 Examples of email signature disclaimers that you can use<\/h2>\n\n\n\n
The list below is by no means exhaustive. However, it summarizes several ways that email signature disclaimers can be used effectively. Once you have these down, you can tailor your own to your specific needs and provide a safe framework for your disclaimer content creation.<\/p>\n\n\n\n
1. External email signature disclaimer<\/h3>\n\n\n\n
Confidentiality disclaimers are very common, and you\u2019ve likely seen them. Their purpose is to let email recipients know that the conversation and content of the email are confidential and pertain only to the people involved. Email confidentiality disclaimers are useful in all situations, regardless of the nature of the conversation or content in question.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n\u201cThe content of this email is strictly confidential and only intended for the specified recipient. It is forbidden to share the email or its contents with any third party without the sender\u2019s written consent. If this email reached you by mistake, please let us know so that we can ensure that this doesn\u2019t happen in the future and delete the message.\u201d<\/em><\/p>\n\n\n\n![\"External](\"https:\/\/www.bybrand.io\/blog\/wp-content\/uploads\/2021\/10\/template-1020.png\")
Example of external email signature disclaimer.<\/figcaption><\/figure>\n\n\n\n2. GDPR email signature disclaimer<\/h3>\n\n\n\n
When GDPR joined the internet, many things had to change. Since then, having a GDPR email signature disclaimer is not a must, but it\u2019s almost always a good idea because it indicates that you comply with the law.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n\u201cCompany name is 100% compliant with the GDPR data protection guidelines. Read our privacy policy to understand how we collect, store, and process your private information under GDPR.\u201d<\/em><\/p>\n\n\n\n![\"GDPR](\"https:\/\/www.bybrand.io\/blog\/wp-content\/uploads\/2021\/12\/template-GDPR.png\")
<\/figure>\n\n\n\n3. Automated marketing emails<\/h3>\n\n\n\n
The idea of email signatures to automated marketing emails is actually fairly simple: using this space, you can include some basic contact info so that your recipients know who you are and how to get in touch with you.<\/p>\n\n\n\n
But, whether you should use an email signature in a marketing email and what it should say have been more contentious questions. There\u2019s no one right answer here.<\/p>\n\n\n\n
Signing your emails helps establish a professional connection with your recipient, but isn\u2019t always necessary.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\nP.S. Yes, this is an automated email, but this is my real email address, and I\u2019d love to learn more about you! So, if you have any questions or suggestions, you can click on reply, and I will send you a reply within 4 hours.<\/em><\/p>\n\n\n\nTemplate one:<\/p>\n\n\n
\n![\"Automated](\"https:\/\/www.bybrand.io\/blog\/wp-content\/uploads\/2021\/12\/copyAI.png\")
Example: automated marketing email from copy.ai<\/a><\/figcaption><\/figure>\n<\/div>\n\n\nTemplate two:<\/p>\n\n\n
\n![\"Bybrand](\"https:\/\/www.bybrand.io\/blog\/wp-content\/uploads\/2021\/12\/bybrnad-marketing-email.png\")
Bybrand automated marketing emails<\/figcaption><\/figure>\n<\/div>\n\n\n4. HIPAA email signature disclaimer<\/h3>\n\n\n\n
This email signature disclaimer is a must because email is not a secure channel of communication. After all, emails are not encrypted, so the information you provide in them is at a higher risk of leaking. The Health Insurance Portability and Accountability Act was put in place to make confidentiality a necessity, which is why you need to include this disclaimer.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n\u201cAs a healthcare entity, our messages are encrypted to maintain confidentiality according to the HIPAA requirements. Since email communications are not encrypted, it is our duty and policy not to share confidential information via this channel. For more information go to link to your terms of service page. If this message has reached you by mistake, please notify the sender right away.\u201d<\/em><\/p>\n\n\n\n![\"HIPAA](\"https:\/\/www.bybrand.io\/blog\/wp-content\/uploads\/2021\/12\/template-1016-HIPAA2.png\")
<\/figure>\n\n\n\n5. Liability email signature disclaimer<\/h3>\n\n\n\n
All disclaimers have one thing in common \u2013 to avoid liability for one thing or another. So the existence of a liability disclaimer is not a shock to anyone. This email signature disclaimer is rarely used but is a must when external communication via email is significant.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n\u201cAny beliefs, opinions, or views expressed in this email are those of the author and don\u2019t necessarily represent those of the organization. Employees of company name are expressly required to avoid defamatory statements or copyright infringement as well as infringement of any other legal right via email. Communications of this kind go against company policy and it is outside the scope of employment. The employee is personally liable for any damages or liabilities, not the organization.\u201d<\/em><\/p>\n\n\n\n![\"Liability](\"https:\/\/www.bybrand.io\/blog\/wp-content\/uploads\/2021\/12\/template-LawFirm-disclaimer2.png\")
Professional email signature template for lawyers<\/a>.<\/figcaption><\/figure>\n<\/div>\n\n\n6. Negligent misstatement email signature disclaimer<\/h3>\n\n\n\n
If the information provided in your emails involves heavy interpretation or action, including a negligent misstatement, disclaimer may be useful, but not enforceable. Still, covering your bases might be necessary.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n\u201cCompany name rejects any liability for the contents of this email or the consequences of any actions taken based on the provided information, unless the information is later confirmed in writing. If this message was not meant for you, understand that you are prohibited from disclosing, copying, circulating, or taking any action based on this information.\u201d<\/em><\/p>\n\n\n\n![\"Negligent](\"https:\/\/www.bybrand.io\/blog\/wp-content\/uploads\/2021\/12\/template-personal-finance.png\")
<\/figure>\n\n\n\n7. Environmental email signature disclaimer<\/h3>\n\n\n\n
Environmental email disclaimers are not a must and don\u2019t absolve the sender of legal repercussions. However, they are a good way to show that the sender cares about the environment. So adding an environmental email signature disclaimer may not be necessary, but will give your message a positive boost.<\/p>\n\n\n\n
Examples:<\/strong><\/p>\n\n\n\n\u201cPlease avoid printing this email unless it is absolutely necessary. Emails that are not printed help the environment.\u201d<\/em><\/p>\n\n\n\n\u201cIf it is not necessary and you care about the environment, do not print this email.\u201d<\/em><\/p>\n\n\n\n\u201cPlease consider not printing this email if you care about the environment.\u201d<\/em><\/p>\n\n\n\n![\"Environmental](\"https:\/\/www.bybrand.io\/blog\/wp-content\/uploads\/2021\/12\/template-Environmental.png\")
<\/figure>\n\n\n\n8. Security email signature disclaimer<\/h3>\n\n\n\n
Cybersecurity is not the responsibility of the sender. However, informing your recipients about proper security measures will foster trust. Most companies have cybersecurity measures to avoid viruses, phishing attacks, etc., but adding this disclaimer is a good way to nurture your company\u2019s reputation.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n\u201cCompany name prioritizes the client\u2019s security at all times. We have therefore ensured that this email does not contain viruses or errors. Unfortunately, we can\u2019t ensure complete protection as the data included may become infected, corrupted, or intercepted. We recommend that you scan the email for threats with trustworthy software as we are not liable for any damage caused by viewing the content provided in this email.\u201d<\/em><\/p>\n\n\n\n![\"Security](\"https:\/\/www.bybrand.io\/blog\/wp-content\/uploads\/2021\/12\/template-Security-disclaimer.png\")
<\/figure>\n\n\n\nAdding a block of disclaimers to an email signature<\/h2>\n\n\n\n
Now let\u2019s see how to add a disclaimer to the signature.<\/p>\n\n\n\n
The first step is to choose one of the examples above. As you can see, there are much email signature legal notices to choose from, depending on the context and what you want to avoid.<\/p>\n\n\n\n
Then choose the email signature template<\/a> for the company, team, or department. For example, the salespeople will use a different block of legal notices from the HR department.<\/p>\n\n\n\nIn this video, you can watch how to add a disclaimer block to your HTML email signature<\/a> using the Bybrand editor.<\/p>\n\n\n\n
- 1. External email signature disclaimer<\/a><\/li>
- 2. GDPR email signature disclaimer<\/a><\/li>
- 3. Automated marketing emails<\/a><\/li>
- 4. HIPAA email signature disclaimer<\/a><\/li>
- 5. Liability email signature disclaimer<\/a><\/li>
- 6. Negligent misstatement email signature disclaimer<\/a><\/li>
- 7. Environmental email signature disclaimer<\/a><\/li>
- 8. Security email signature disclaimer<\/a><\/li><\/ul><\/li>
- Adding a block of disclaimers to an email signature<\/a><\/li>
- Choose the right email signature software<\/a><\/li><\/ul><\/div>\n\n\n\n
8 Examples of email signature disclaimers that you can use<\/h2>\n\n\n\n
The list below is by no means exhaustive. However, it summarizes several ways that email signature disclaimers can be used effectively. Once you have these down, you can tailor your own to your specific needs and provide a safe framework for your disclaimer content creation.<\/p>\n\n\n\n
1. External email signature disclaimer<\/h3>\n\n\n\n
Confidentiality disclaimers are very common, and you\u2019ve likely seen them. Their purpose is to let email recipients know that the conversation and content of the email are confidential and pertain only to the people involved. Email confidentiality disclaimers are useful in all situations, regardless of the nature of the conversation or content in question.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n
\u201cThe content of this email is strictly confidential and only intended for the specified recipient. It is forbidden to share the email or its contents with any third party without the sender\u2019s written consent. If this email reached you by mistake, please let us know so that we can ensure that this doesn\u2019t happen in the future and delete the message.\u201d<\/em><\/p>\n\n\n\n
Example of external email signature disclaimer.<\/figcaption><\/figure>\n\n\n\n 2. GDPR email signature disclaimer<\/h3>\n\n\n\n
When GDPR joined the internet, many things had to change. Since then, having a GDPR email signature disclaimer is not a must, but it\u2019s almost always a good idea because it indicates that you comply with the law.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n
\u201cCompany name is 100% compliant with the GDPR data protection guidelines. Read our privacy policy to understand how we collect, store, and process your private information under GDPR.\u201d<\/em><\/p>\n\n\n\n
<\/figure>\n\n\n\n3. Automated marketing emails<\/h3>\n\n\n\n
The idea of email signatures to automated marketing emails is actually fairly simple: using this space, you can include some basic contact info so that your recipients know who you are and how to get in touch with you.<\/p>\n\n\n\n
But, whether you should use an email signature in a marketing email and what it should say have been more contentious questions. There\u2019s no one right answer here.<\/p>\n\n\n\n
Signing your emails helps establish a professional connection with your recipient, but isn\u2019t always necessary.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n
P.S. Yes, this is an automated email, but this is my real email address, and I\u2019d love to learn more about you! So, if you have any questions or suggestions, you can click on reply, and I will send you a reply within 4 hours.<\/em><\/p>\n\n\n\n
Template one:<\/p>\n\n\n
\nExample: automated marketing email from copy.ai<\/a><\/figcaption><\/figure>\n<\/div>\n\n\n Template two:<\/p>\n\n\n
\nBybrand automated marketing emails<\/figcaption><\/figure>\n<\/div>\n\n\n 4. HIPAA email signature disclaimer<\/h3>\n\n\n\n
This email signature disclaimer is a must because email is not a secure channel of communication. After all, emails are not encrypted, so the information you provide in them is at a higher risk of leaking. The Health Insurance Portability and Accountability Act was put in place to make confidentiality a necessity, which is why you need to include this disclaimer.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n
\u201cAs a healthcare entity, our messages are encrypted to maintain confidentiality according to the HIPAA requirements. Since email communications are not encrypted, it is our duty and policy not to share confidential information via this channel. For more information go to link to your terms of service page. If this message has reached you by mistake, please notify the sender right away.\u201d<\/em><\/p>\n\n\n\n
<\/figure>\n\n\n\n5. Liability email signature disclaimer<\/h3>\n\n\n\n
All disclaimers have one thing in common \u2013 to avoid liability for one thing or another. So the existence of a liability disclaimer is not a shock to anyone. This email signature disclaimer is rarely used but is a must when external communication via email is significant.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n
\u201cAny beliefs, opinions, or views expressed in this email are those of the author and don\u2019t necessarily represent those of the organization. Employees of company name are expressly required to avoid defamatory statements or copyright infringement as well as infringement of any other legal right via email. Communications of this kind go against company policy and it is outside the scope of employment. The employee is personally liable for any damages or liabilities, not the organization.\u201d<\/em><\/p>\n\n\n
\nProfessional email signature template for lawyers<\/a>.<\/figcaption><\/figure>\n<\/div>\n\n\n 6. Negligent misstatement email signature disclaimer<\/h3>\n\n\n\n
If the information provided in your emails involves heavy interpretation or action, including a negligent misstatement, disclaimer may be useful, but not enforceable. Still, covering your bases might be necessary.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n
\u201cCompany name rejects any liability for the contents of this email or the consequences of any actions taken based on the provided information, unless the information is later confirmed in writing. If this message was not meant for you, understand that you are prohibited from disclosing, copying, circulating, or taking any action based on this information.\u201d<\/em><\/p>\n\n\n\n
<\/figure>\n\n\n\n7. Environmental email signature disclaimer<\/h3>\n\n\n\n
Environmental email disclaimers are not a must and don\u2019t absolve the sender of legal repercussions. However, they are a good way to show that the sender cares about the environment. So adding an environmental email signature disclaimer may not be necessary, but will give your message a positive boost.<\/p>\n\n\n\n
Examples:<\/strong><\/p>\n\n\n\n
\u201cPlease avoid printing this email unless it is absolutely necessary. Emails that are not printed help the environment.\u201d<\/em><\/p>\n\n\n\n
\u201cIf it is not necessary and you care about the environment, do not print this email.\u201d<\/em><\/p>\n\n\n\n
\u201cPlease consider not printing this email if you care about the environment.\u201d<\/em><\/p>\n\n\n\n
<\/figure>\n\n\n\n8. Security email signature disclaimer<\/h3>\n\n\n\n
Cybersecurity is not the responsibility of the sender. However, informing your recipients about proper security measures will foster trust. Most companies have cybersecurity measures to avoid viruses, phishing attacks, etc., but adding this disclaimer is a good way to nurture your company\u2019s reputation.<\/p>\n\n\n\n
Example:<\/strong><\/p>\n\n\n\n
\u201cCompany name prioritizes the client\u2019s security at all times. We have therefore ensured that this email does not contain viruses or errors. Unfortunately, we can\u2019t ensure complete protection as the data included may become infected, corrupted, or intercepted. We recommend that you scan the email for threats with trustworthy software as we are not liable for any damage caused by viewing the content provided in this email.\u201d<\/em><\/p>\n\n\n\n
<\/figure>\n\n\n\nAdding a block of disclaimers to an email signature<\/h2>\n\n\n\n
Now let\u2019s see how to add a disclaimer to the signature.<\/p>\n\n\n\n
The first step is to choose one of the examples above. As you can see, there are much email signature legal notices to choose from, depending on the context and what you want to avoid.<\/p>\n\n\n\n
Then choose the email signature template<\/a> for the company, team, or department. For example, the salespeople will use a different block of legal notices from the HR department.<\/p>\n\n\n\n
In this video, you can watch how to add a disclaimer block to your HTML email signature<\/a> using the Bybrand editor.<\/p>\n\n\n\n
- 2. GDPR email signature disclaimer<\/a><\/li>