by Dave Willis
25+ disclaimer statement examples and templates for email and web
15 April 2026
0 min read
TL;DR
An email disclaimer is a short legal notice that helps protect your organization from liability
It can cover areas like confidentiality, employer’s liability, data protection, and regional compliance (e.g., GDPR or HIPAA)
To stay compliant, keep disclaimers concise, professional, and regularly updated.
Standardize your disclaimer across all users using an email signature management tool.
Below, you’ll find ready-to-use disclaimer statement examples and templates for email and web
Types of email disclaimers |
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Automate your company's email disclaimers with Exclaimer
What's an email disclaimer?
An email disclaimer is a short statement or legal notice added to outgoing emails to reduce liability and clarify the sender’s obligations. It usually appears below the main message as part of a professional email signature.
These disclaimers can serve multiple purposes from protecting sensitive data and reducing legal exposure to meeting regional compliance requirements. Some organizations are even legally required to include specific disclaimers under laws like the UK Companies Act 2006 Section 82, GDPR Article 13, HIPAA §164.530, or FINRA Rule 2210.
A well-written email disclaimer not only safeguards your organization but also strengthens brand professionalism and trust.
In this guide, you’ll find:
Practical advice on how to write effective disclaimer statements.
A wide range of email disclaimer examples and templates you can copy, paste, and adapt.
Guidance on maintaining compliance and consistency using Exclaimer’s centralized email signature management solution.
Disclaimer statement vs. terms of service vs. privacy policy
Document | Purpose | Typical location |
|---|---|---|
Disclaimer statement | Limits liability for specific content or communications | Email signatures, website footers, individual pages |
Terms of service | Establishes rules and conditions for using a website or service | Dedicated legal page, sign-up flows |
Privacy policy | Explains how personal data is collected, used, and protected | Dedicated legal page, required by GDPR/CCPA |
Does an email disclaimer protect my organization from all liabilities?
Not entirely. An email disclaimer can limit risk, but it won’t eliminate it. It’s a safeguard, not a legal guarantee. For complete protection, always seek advice from a qualified legal professional to ensure your disclaimer meets all applicable laws and regulations.
7 key elements to consider for your disclaimer
Every disclaimer should cover the essentials below. Together, these form the foundation of a compliant, well-written disclaimer statement.
Element | Purpose | Example phrase |
|---|---|---|
Confidentiality | Protects against accidental data disclosure or privacy breaches | "This email is intended solely for the addressee and may contain confidential information." |
Liability for computer viruses | Limits liability for damage caused by malicious files | "Please scan all attachments for viruses; we accept no liability for damage caused." |
Unintentional contracts | Prevents accidental or implied binding agreements | "No binding agreement may be formed via email without written confirmation." |
Negligent misstatement | Limits liability for unintentional or inaccurate information | "We accept no liability for errors or omissions in this communication." |
Employer's liability | Protects against defamation and misrepresentation claims | "Views expressed are the sender's own and may not reflect company policy." |
Regional legal requirements | Ensures compliance with laws like UK Companies Act 2006 Section 82 or GDPR Article 13 | "Registered in England and Wales, Company No. 1234567." |
Environmental messages | Reinforces sustainability values | "Please consider the environment before printing this email." |
Tip: Review and update your disclaimer regularly. Laws change, and so should your disclaimers. Keeping them current means continued compliance and protection.
Disclaimer requirements by region and industry
Disclaimer Type | U.S. | UK | EU (GDPR) | Healthcare | Finance | Legal |
|---|---|---|---|---|---|---|
Company registration details | Recommended | Required (Companies Act 2006) | Varies by country | Recommended | Recommended | Required |
Confidentiality notice | Recommended | Recommended | Recommended | Required | Required | Required |
Data protection notice | Recommended | Required | Required (Article 13) | Required (HIPAA §164.530) | Required | Recommended |
Virus liability | Recommended | Recommended | Recommended | Recommended | Recommended | Recommended |
Professional advice disclaimer | Recommended | Recommended | Recommended | Required | Required (FINRA) | Required |
Note: "Required" indicates legal or regulatory mandate; "Recommended" indicates industry best practice.
For more information on using disclaimers in email signatures, check out our official Email Signatures for Dummies guide for hints and tips.
Email disclaimer examples
The email disclaimer examples below show how to cover different legal, compliance, and professional requirements. Use these templates to standardize your organization’s email disclaimers and ensure every message remains consistent and compliant.
Tip: You can manage, automate, and update all of these disclaimer types across your organization using Exclaimer’s centralized email signature management solution.
1. Breach of confidentiality disclaimers
Quick Answer: Confidentiality disclaimers protect private information by clarifying that emails are intended only for the named recipient. Use them when sending sensitive business, legal, or personal data.
Confidentiality disclaimers protect private information and clarify that emails are intended only for the recipient. While they don't legally prevent forwarding, they demonstrate a proactive commitment to data protection.
Example 1
CONFIDENTIAL: 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 e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail 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.
Example 2
This message has been sent as a part of discussion between [SENDER'S NAME] and the addressee whose name is specified above. Should you receive this message by mistake, we ask that you inform us at your earliest possible convenience. In this case, we also ask that you delete this message from your mailbox, and do not forward it or any part of it to anyone else. Thank you for your cooperation and understanding.
Example 3
The content of this message is confidential. If you have received it by mistake, please inform us and then delete the message. It is forbidden to copy, forward, or in any way reveal the contents of this message to anyone. The integrity and security of this email cannot be guaranteed. Therefore, the sender will not be held liable for any damage caused by the message.
Create email disclaimers that fit your business
Produce email disclaimers tailored to your organization’s needs with Exclaimer's free generator.
2. Liability for the unintentional transmission of computer viruses
Quick Answer: Virus liability disclaimers limit your organization's responsibility if an email or attachment contains malware. Use them on all outgoing emails, especially those with attachments.
These email disclaimer examples limit liability if an email or attachment contains malware. They also encourages recipients to perform their own virus scans before opening attachments.
Example 1
Warning: Computer viruses can be transmitted via email. The recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email. E-mail 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 e-mail transmission.
Example 2
Warning: Although the company has taken reasonable precautions to ensure no viruses are present in this email, the company cannot accept responsibility for any loss or damage arising from the use of this email or attachments.
Example 3
[YOUR COMPANY] places your security as the highest priority. Therefore, we put every effort into ensuring that this message contains no viruses. However, we cannot ensure 100% security and despite our best efforts, the data included in this email may get infected or corrupted in transit. Therefore, please review this message carefully for any threats, as we do not accept liability for damage inflicted by viewing the contents of this email.
3. Unintentional contracts disclaimers
Quick Answer: Unintentional contract disclaimers prevent employees from inadvertently creating binding legal agreements via email. Use them when employees discuss pricing, quotes, or service terms.
These email disclaimer examples protect an organization from employees inadvertently entering into legal contracts. For instance, if a specific employee requests a quotation over email, the recipient might assume that this means they've entered into a formal agreement.
Example 1
No employee or agent is authorized to conclude any binding agreement on behalf of [YOUR COMPANY] with another party by email without express written confirmation by A. Director.
Example 2
This quotation request is sent in order to compare available offers. It does not imply entering into a legally binding contract with [YOUR COMPANY].
4. Negligent misstatement disclaimer
Quick Answer: Negligent misstatement disclaimers protect against liability for unintentional errors or misleading information in emails. Use them when sharing advice, data, or recommendations.
This disclaimer example aims to protect against being liable for negligent advice on behalf of an employee. This would usually take the form of a false or misleading statement.
Example
Our company 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.
5. Employer’s liability disclaimer
Quick Answer: Employer's liability disclaimers clarify that employee opinions don't represent the organization. Use them to protect against defamation claims and misrepresentation.
This email disclaimer protects a company from being sued if an employee says something offensive or defamatory. It states that employee opinions don't always represent the organization.
Example
Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Employees of the 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 company policy and outside the scope of the employment of the individual concerned. The company 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.
6. Regional legal or regulatory disclaimer
Quick Answer: Regional disclaimers include legally required company information such as registration numbers and addresses. Use them if your jurisdiction mandates disclosure (e.g., UK Companies Act 2006 Section 82).
Many markets, such as North America and Europe, have different regulations that require businesses to add disclaimers to emails. The email disclaimer example below would be used by a UK business in England or Wales.
Example
Big Company Ltd. is a limited company registered in England and Wales. Registered number: 1234567. Registered office: 123 Some Street, Somewhere, Someshire.
7. Environmental email disclaimers
Quick Answer: Environmental disclaimers encourage recipients to avoid printing emails unnecessarily. Use them to reinforce your organization's sustainability commitments.
Using email disclaimers to promote an environmental message is a great way to tell recipients that your organization is committed to protecting the environment and sustainability. A small green icon sometimes accompanies them.
Example 1
Please consider the environment before printing this email. Every unprinted email helps protect the environment.
Example 2
Please consider your environmental responsibility. Before printing this email message, ask yourself whether you really need a hard copy.
8. No responsibility disclaimer
Quick Answer: No responsibility disclaimers clarify that the sender isn't liable for how recipients act on general information provided. Use them when sharing advice or external references.
This type of email disclaimer is used when messages include general information, advice, or references to external content. It clarifies that the sender or organization is not responsible for how recipients act on the information provided.
Example
The information contained in this email is provided for general purposes only. [Your Company] accepts no responsibility for any actions taken based on this communication or for any consequences resulting from its use.
9. Errors and omissions disclaimer
Quick Answer: Errors and omissions disclaimers acknowledge that mistakes may occur and protect against liability for accidental inaccuracies. Use them for data-heavy or technical communications.
This example acknowledges that mistakes may occur despite due diligence and protects against liability for accidental inaccuracies in email content.
Example
Every effort is made to ensure the accuracy of this email’s content; however, [Your Company] does not accept liability for any errors, omissions, or inaccuracies that may occur during transmission or formatting.
10. No guarantee example
Quick Answer: No guarantee disclaimers clarify that no specific outcome is promised based on the information shared. Use them when discussing projections, estimates, or potential results.
This email disclaimer template clarifies that the sender does not promise a specific outcome, performance, or result based on the information shared in the message.
Example
[Your Company] makes no guarantees regarding the completeness, accuracy, or outcome of the information contained in this email. Recipients should verify all details before taking action.
11. Affiliate disclaimer example
Quick Answer: Affiliate disclaimers disclose when emails contain affiliate links or partnerships, ensuring compliance with FTC guidelines. Use them whenever you may earn commission from recommendations.
An email disclaimer of this type is required when emails include affiliate links or partnerships. It ensures compliance with advertising and transparency laws (e.g., FTC guidelines).
Example
Some links or references in this email may be affiliated with [Your Company] partners. This means we may receive a commission if you choose to make a purchase through those links. All opinions remain our own.
12. HIPAA email disclaimer
Quick Answer: HIPAA disclaimers protect patient health information (PHI) and are required for U.S. healthcare organizations under HIPAA §164.530. Use them on any email containing or potentially containing PHI.
This is used by U.S. healthcare organizations to comply with patient confidentiality requirements under HIPAA §164.530. It's a statement added at the end of an email that contains PHI (Protected Health Information).
Example
Please note that this email may contain protected health information (PHI). Any unauthorized use or disclosure of this PHI is strictly prohibited. If you have received this message in error, please notify the sender immediately and delete this email from your system.
13. GDPR email disclaimer
Quick Answer: GDPR disclaimers clarify how personal data is used and stored, helping organizations meet EU data protection requirements under GDPR Article 13. Use them when communicating with EU residents.
This disclaimer example is designed to clarify how personal data is used and stored. This helps an organization meet GDPR compliance under Article 13 and demonstrates that you take data privacy seriously.
Example
[COMPANY] is committed to ensuring the security and protection of the personal information that we process, and to providing a compliant and consistent approach to data protection. If you have any questions related to our GDPR compliance, please contact our Data Protection Officer or make a Data Subject Access Request.
14. AI disclaimer
A relatively new example, this is used when email content has been partially generated or assisted by AI tools. It maintains transparency and encourages readers to verify key details.
Example
This message may contain content created or reviewed using artificial intelligence tools. While every effort has been made to ensure accuracy, [Your Company] advises verifying important details before relying on the information provided.
General web disclaimer statements
While email disclaimers focus on messages sent to clients or partners, website disclaimers help manage risk for online content and digital communications. Including a few examples below helps broaden relevance for “disclaimer statement” search intent.
1. Copyright notice
Confirms ownership of content and prevents unauthorized reproduction.
Example
© [Year] [Company Name]. All rights reserved.
2. Fair use disclaimer
Clarifies use of copyrighted material for commentary, education, or research purposes.
Example
This website may contain copyrighted material used under fair use for educational or informational purposes.
3. Warranty disclaimer
Protects your business from claims related to product or service guarantees.
Example
All information on this site is provided “as is” without any warranties, expressed or implied.
4. Risk disclaimer
Often used in financial or investment content to clarify inherent risks.
Example
All investments involve risk. Past performance does not guarantee future results.
5. Past performance disclaimer
Common in finance, used to set realistic expectations.
Example
Past performance is not indicative of future results.
6. Investment disclaimer
Explicitly disclaims financial advice liability.
Example
This content is for informational purposes only and should not be construed as financial advice.
7. Medical or health disclaimer
Required for any site providing health-related information.
Example
This content is for informational purposes only and should not replace professional medical advice.
8. Testimonial disclaimer
Used when featuring client or customer testimonials.
Example
Testimonials represent individual experiences and results may vary.
9. Affiliate disclaimer
Required if your website includes affiliate links.
Example
Some links on this site are affiliate links, meaning we may earn a commission if you click or make a purchase.
How to write an effective email disclaimer
An effective email disclaimer should be concise (under 150 words), written in plain language, and include only the legal protections your organization actually needs.
Follow these best practices to ensure your disclaimers are accurate, clear, and compliant:
1. Keep it clear and concise
Your disclaimer should be short enough to read easily, but complete enough to cover key legal points. Avoid long blocks of text or complex legal terms. Use simple, plainspoken language instead.
2. Include the right legal and regulatory details
Check your regional or industry-specific requirements before finalizing your disclaimer. Some laws, such as the UK Companies Act, GDPR, or HIPAA, require certain information to appear in every business email. Include what’s legally necessary, but avoid adding unnecessary legalese.
3. Match the tone to your brand
Your disclaimer represents your organization. Use professional, neutral language that reflects your brand’s tone.
Avoid aggressive or overly defensive language (e.g., “We accept no responsibility for anything whatsoever”). This can sound untrustworthy or intimidating.
4. Don’t make it overly broad
An email disclaimer that tries to cover “everything” often ends up covering nothing. Be specific about what it protects (e.g., confidentiality, liability, or opinions) so readers understand its purpose and scope.
5. Format for readability
Keep the disclaimer separate from your main message and email signature.
Use short sentences, normal capitalization, and consistent formatting. Avoid all-caps or excessive bold text as it looks unprofessional and can reduce readability.
Tip: Add a small divider line or subtle font change to visually separate your disclaimer from the rest of the email.
6. Localize for global teams
If your organization operates in multiple countries, consider using localized disclaimer versions that comply with regional regulations.
A single, one-size-fits-all disclaimer rarely meets every regional or language requirement.
7. Regularly review and update
Regulations change. Review your disclaimer at least once a year. You may even want to do this sooner if your company expands to new regions or industries.
Work with your legal and compliance teams to ensure wording remains accurate and enforceable.
Tip: Update for new privacy laws, AI content use, or affiliate disclosure requirements.
Common mistakes to avoid
Using overly complex legal jargon that recipients won't understand
Making disclaimers too long (over 150 words reduces readability)
Forgetting to update disclaimers when regulations change
Using aggressive or defensive language that damages trust
Applying the same disclaimer globally without regional customization
Placing disclaimers where they interrupt the main message
Omitting required regulatory information for your industry or region
How to manage email disclaimer templates in your company
Managing and enforcing email disclaimers across an organization can be challenging. Here are some tips to help make the process smoother:
Create a standard template: Develop an email disclaimer template that covers all necessary information and ensure it's used by all employees in the organization. This will help maintain consistency across communications from different departments or individuals.
Train employees: Educate employees on the importance of using email disclaimers and how to properly use them in their communications. This can help prevent errors, such as forgetting to include the disclaimer or using incorrect language.
Regularly review and update: It's crucial to regularly review and update your email disclaimer to ensure compliance with any legal or regulatory changes. Be sure to communicate these updates to all employees and make the necessary changes in their email signatures.
Enforce compliance: Monitor employee communications to ensure they are consistently using the required email disclaimer. This can help prevent potential legal issues and maintain brand consistency.
Use an email signature management solution: Consider using email signature software that allows easy implementation and updating of email disclaimers across all company emails.
Key takeaways
An email disclaimer is a legal notice added to outgoing emails that helps reduce liability and clarify sender obligations.
Disclaimers cannot eliminate all legal liability, but demonstrate due diligence and support compliance efforts.
The seven essential elements to consider are confidentiality, virus liability, unintentional contracts, negligent misstatement, employer's liability, regulatory requirements, and environmental messages.
Different industries require specific disclaimers: HIPAA for healthcare, GDPR for EU data protection, and Companies Act compliance for UK businesses.
Effective disclaimers should be concise (under 150 words), written in plain language, and reviewed at least annually.
Organizations operating globally should create localized disclaimer versions that comply with regional regulations.
Using centralized email signature management software ensures consistent, compliant disclaimers across all organizational communications.
