Aastha Shaw / Updated: September 3, 2024

Email Disclaimer Examples with Templates to Copy

Did you know that a mere 62-word email disclaimer saved Zions First National Bank from a litigious claim for fraud? Yes, we’re talking about the same forgettable or overused lines at the end of an email that readers often gloss over!

Here’s how you can make email disclaimers work for you.

● What is an Email Disclaimer?
● Risk of Not Using an Email Disclaimer
● 11 Types of Email Disclaimer Examples and Their Uses

1. Limited Liability Email Disclaimer
2. GDPR Email Disclaimer
3. HIPAA Email Disclaimer
4. Affiliate Disclosures
5. Confidentiality Email Disclaimer
6. Email Disclaimer for Privileged Information
7. Negligent Misstatement Email Disclaimer
8. Automated Marketing Email Disclaimer
9. Non-Binding Disclaimers
10. Sustainability Email Disclaimer
11. External Email Disclaimer

● Best Practices for Email Disclaimers
● Wrapping Up
● Frequently Asked Questions

What is an Email Disclaimer?

An email disclaimer is a short paragraph worded as a disclaimer, notice, or warning. Think of it as the fine print surrounding the nature or usage of the email contents. The email disclaimer sits at the footer and is distinct from the email body, the signature line, or other details.

Risks of Not Using an Email Disclaimer

While an email disclaimer may not always be legally enforceable or binding, at the very least, it serves as a cautionary tale. It can safeguard organizational interests and reputation in the case of:

Employer liability

Human errors

Accidental data leaks

Breach of confidentiality

Misuse of privileged information

Unintentional transmission of malicious programs like viruses, malware, worms, etc.

Legal or regulatory non-compliance

Misinterpretation of statements or facts and

Unintended contract formation

Adding an email disclaimer limits the liability for the risks associated with the communication (as it did in the case of Zions). It becomes particularly crucial in certain industrial sectors (such as healthcare, finance, etc.) or regions (European Union, California, etc.) where emails must adhere to higher standards.

In short, failing to include an email disclaimer template is a risk in itself!

11 Types of Email Disclaimer Examples (with Templates)

Email disclaimers can be your layer of protection for legal repercussions. However, drafting an email disclaimer can be time-consuming and, honestly, not the best use of your sharp email writing skills. So, we’ve rounded up 11 common email disclaimer examples to save you both time and effort.

1. Limited Liability Email Disclaimer

True to their name, limited liability email disclaimers attempt to minimize liability - for one thing or another. You could use them as employer liability, that is, to indicate that the views, beliefs, or opinions in the emails are that of the sender alone and are not a reflection of your organization.

Or to limit liability in case your email attachment inadvertently transmits or contains a virus.

Given their versatile nature, it comes as no surprise that they are, by far, the most common email disclaimer templates in use.

🔈Limited liability Email Disclaimer Template

Please note that the contents of this email and any attached documents are confidential and
intended solely for the intended recipient. They may contain sensitive and proprietary
information that is subject to legal protection. Unauthorized use, disclosure, or distribution of
this content is strictly prohibited. If you have received this message in error, kindly notify the
sender immediately. Please be advised that our liability is limited in accordance with applicable
laws.We appreciate your understanding and cooperation in maintaining the confidentiality of this
communication.

Despite being comprehensive in every way imaginable, the General Data Protection Regulation (GDPR) does not have any strict guidelines regarding the use of email disclaimers. That said, adding an email disclaimer can be an excellent trust-building opportunity for businesses serving the European Union and European Economic Area.

Such email disclaimer examples can indicate 100% compliance, disclose details surrounding personal data collection and usage, communicate security and privacy commitments, or simply offer the receiver the option to unsubscribe.

Incorporate your business name, registration number, place of registration, and registered office address, and you can be EU Directive 2003/58/EC compliant too!

You might also want to check out other local or regional regulations (like the CCPA) revolving around email disclaimers.

🔈GDPR Email Disclaimer Template

We at [Company Name] take great pride in adhering to 100% GDPR compliance. We are
committed to handling your data in strict accordance with EU data protection regulations. For
more information on our data management practices, please refer to our Privacy Policy. If you
no longer wish to receive our emails, please click on the Unsubscribe button below.

3. HIPAA Email Disclaimer

Email disclaimers under the Health Insurance Portability and Accountability Act (HIPAA) are far more strictly enforceable, with pecuniary fines ranging from $100 to $1.5 million! It makes sense, considering that patient data must be highly regulated and email is the go-to medium for communicating healthcare information.

As such, businesses can add a HIPAA email disclaimer informing that no email is 100% secure, the information contained is confidential, the email is intended solely for the recipient named in the email, and there will be legal consequences for using or distributing someone else’s medical information without consent.

🔈HIPAA Email Disclaimer Template

This email contains confidential protected health information (PHI) and is intended solely for the
recipient whose name appears on this email. Kindly refrain from reading, using, or disclosing the
information contained in this email if you are not the intended recipient. Unauthorized access,
use, or dissemination of PHI is strictly prohibited and is punishable under HIPAA laws. If you
have received this email in error, please notify the sender immediately to rectify the situation.
Thank you.

4. Affiliate Disclosures

If you are sending out newsletters as a part of your affiliate marketing efforts, then such emails must carry disclaimers indicating the same.
An affiliate disclaimer should inform the recipient that you will earn a commission on the successful purchase of products and services endorsed, promoted, recommended, or reviewed in the email. Such declarations are mandated by regulatory watchdogs like the Federal Trade Commission (FTC) in the US.

Even though one may argue that the FTC documentation does not explicitly cover email per se, the channel does count as “any communication using an interactive electronic medium.” So, it is better to be safe than sorry!

🔈Affiliate Marketing Email Disclaimer Template

This email may contain affiliate links, which means that if you click on one of the product or
service links, we may receive a commission. This commission helps us maintain and improve
the quality of our website and provide valuable content for our readers. Please note that we only
recommend products or services that we believe will add value to our audience.

5. Confidentiality Email Disclaimer

Senders use such email disclaimer examples in case of communications containing sensitive and personally identifiable data, such as the person’s name, address, bank account details, taxpayer identification number, social security number, etc.

A confidential email disclaimer warns the receiver of legal consequences in case the email is accidentally sent to someone who is not the intended recipient of the email. At the same time, it advises them to immediately inform the company of the discrepancy and delete the said email.

Given the sensitive nature of such an email disclaimer, it is a good practice to place it at the top of the email so that the receiver reads it first before going through the email content.

🔈Confidential Email Disclaimer Template

This email contains confidential information. If you have received it in error, please notify us
immediately and delete the message. It is strictly prohibited to copy, forward, or disclose the
contents of this message to anyone. Please note that the security and accuracy of this email
cannot be guaranteed. Therefore, the sender shall not be held accountable for any damages
caused by the message.

6. Email Disclaimer for Privileged Information

An email disclaimer for privileged information is often used in emails containing advice or opinions tendered by someone in a professional capacity. As such, you will often find them in emails from financial advisors, lawyers, medical professionals, life coaches, spiritual leaders, and so on.

Such email disclaimer templates are slightly more strongly worded than confidentiality email disclaimers and discourage the dissemination, distribution, or copying of the material contained.

🔈Privileged Information Email Disclaimer Template

This email contains confidential and privileged information. It is intended only for the named
recipient(s) and may contain information that is legally privileged, confidential, and exempt from
disclosure. If you are not the intended recipient, please do not read, use, disseminate, or copy
this email or any attachments. Please notify the sender immediately by return email or phone
call. Thank you.

7. Negligent Misstatement Email Disclaimer

A negligent misstatement is the representation of a fact made carelessly, erroneously, or ambiguously, leading to the disadvantage of the recipient. It is often used to obviate “duty of care” related to emails requiring heavy interpretation and, in some cases, subsequent action.

Companies also use it as a shield to limit liability in case of negligent advice issued by an employee without due diligence and endorsement.

🔈Misstatement Email Disclaimer Template

Please note that our company cannot be held liable for the content of this email or any actions
taken based on the information provided. This is unless the information is confirmed in writing
at a later time. If you are not the intended recipient, please be aware that any disclosure,
copying, distribution, or action taken in reliance on the contents of this information is strictly
prohibited.

8. Automated Marketing Email Disclaimer

There are multiple reasons to include email disclaimers in automated marketing emails. For starters, it is a pleasant reminder to the recipient that they are on your mailing list. Such knowledge transfers control into the hands of the receiver as they decide whether they wish to hear from you or otherwise.

As such, these disclaimers must also contain an unsubscribe link in case the receiver wants to opt out. Such anti-spam email elements will not only make your emails more compliant but also enhance deliverability as your emails reach the target audience.

🔈Automated Marketing Email Disclaimer Template

This is an automated email. While we strive to provide accurate and up-to-date information,
please note that the content of this email may not be comprehensive or current. If you do
not wish to receive such emails you can unsubscribe using the given link. In case you have
any questions or concerns, please contact us directly at [Company Contact Information].
Thank you.

9. Non-Binding Disclaimers

These email disclaimers are designed to protect the sender and, by extension, the organization from any kind of litigation. It communicates that anything discussed in the email is not legally binding and is not tantamount to a contract unless it is clearly specified and agreed upon by both parties.

Such disclaimers prove their worth in cases of emails discussing quotations or terms of employment. Case in point: the email disclaimer used by Zions, which won them the lawsuit!

🔈Non-Binding Email Disclaimer Template

Thank you for contacting us! Please note that this email does not create any legal obligations
or commitments. We appreciate your interest and will review your message.

10. Sustainability Email Disclaimer

These email disclaimer templates are non-mandatory and do not attempt to protect a company from any liability or legal issues. However, they are more of a statement that indicates that the sender cares about the environment.

You can use such disclaimers to end your email on a positive and environmentally-conscious note, especially when no other email disclaimers are necessary in these communications. It sends across a strong and impactful message, and you can think of it as doing your bit for Mother Earth!

🔈Sustainability Email Disclaimer Template

We strive to minimize our environmental impact by using digital communication instead of
physical mail. We hope you would consider whether you really need a hard copy of this email
before printing it to avoid waste. Thank you for your understanding and support in our efforts
to reduce waste and promote sustainability.

11. External Email Disclaimer

While most email disclaimer examples discussed so far are primarily used for outbound emails, this disclaimer shows up in inbound emails. Such disclaimers tag emails that originate from outside the organization.

It is often used as a cybersecurity measure, cautioning the receiver not to click on links or download and open attachments unless this email is from a trusted source.

🔈External Email Disclaimer Template

This email contains confidential and proprietary information of [Company Name].
Unauthorized use or disclosure is strictly prohibited.

Best Practices for Email Disclaimers

Having gained a holistic understanding of email disclaimers and their many types, let's delve deeper into some of the best practices surrounding them:

Before sending confidential emails, validate recipient's email addresses to prevent misuse by spammers; just disclaimers may not always suffice.

Keep your email disclaimers short and to the point. At the same time, the disclaimer should be comprehensible and without any heavy jargon.

For longer disclaimers, consider publishing it on a dedicated page of your website and adding a link to it in the emails.

Tailor the disclaimer depending on your industry vertical, service region, prevailing laws or regulations, brand voice, and more.

Use email disclaimers for internal communications as well. These disclaimers would be different from the external ones and customized per department.

Avoid using disclaimers in all your communications, as it will only dilute its impact. Use it sparingly and only when absolutely necessary.

Maintain a polite and professional tone in the disclaimer. Avoid humorous quips or aggressive demands, as they will only end up backfiring.

Use a standard font size and style and neutral color to make your disclaimer highly visible and distinct from the rest of the email body.

Test the formatting and responsiveness of the email disclaimer across various devices.

For international companies, consider adding translations of the disclaimer in a local or regional language. Also, pay attention to any cultural differences.

Review and update your email disclaimers from time to time to reflect any changes in company policies, laws, and regulations.

Consult legal professionals before greenlighting any email disclaimers.

Wrapping Up

An email disclaimer is a classic illustration of “prevention is better than cure.” It informs the recipients of their rights and obligations and limits your business’ legal liability. As a result, it has the potential to save your business millions of dollars.

All you need to do is use the right email disclaimer, tweak it according to your business use case, and place it in a harmless (yet visible) location in your email. Fortunately, you don’t have to look too far while seeking out email disclaimer templates; the ones shared above can be an excellent jumping-off point.

Frequently Asked Questions

Are email disclaimers enforceable?

Although email disclaimers are not 100% enforceable, including them sparingly and strategically can limit liabilities. Further, the enforceability of the email disclaimer also depends on the drafting of the said disclaimers.

When should you use Email Disclaimer?

You should use email disclaimers for the following:

Liability limitation

Confidential data

Legal notices

Contractual communications

Regulatory compliance

Healthcare or financial information

Marketing and promotions

External communications

Is an email disclaimer enough to protect confidential information?

Adding disclaimers in emails containing confidential information may protect organizations in case of legal action. However, businesses should not solely rely on disclaimers for the protection of such information.

What should be in an email disclaimer?

The content of an email disclaimer will vary depending on the nature of the email and its contents. Use the email disclaimer examples shared above, depending on the use case.

How do I put a disclaimer on my email?

Locate the “Signature” option in the control panel or settings of your email service provider. Select the option to edit or modify your signature and paste the disclaimer text to it.

Where do you put a disclaimer in an email?

It is a standard practice to place the disclaimer at the end of your email, right below the social media links. However, placing disclaimers at the top of an email is not uncommon either.

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