So if you feel you need one, it makes sense to put it up-front, for example: This message is private and confidential. It is intended only for the use of the person(s) named above. The value of disclaimers is limited, since the courts normally attach more weight to the substantive content of the communication and the circumstances in which it is made than to any disclaimer. If a confidential email is accidentally sent to an unintended unauthorised recipient then a disclaimer will bind them to confidentiality and can ask them to delete the email. Email hosting company Zoho offers a sample confidentiality disclaimer, which can be included in an email signature: This message contains confidential information and is intended only for the individual named. This email communication contains confidential and/or privileged information intended only for the addressee. Yes, email disclaimers are necessary. We’ve selected some sample email signature disclaimers to help you with both content and design. The Company does not consent to its employees sending non-solicited emails which contravene the law. If you have received this message in error, please notify us and remove it from your system. 1. From professional codes of conduct to protecting client privacy, your email disclaimer can demonstrate that your organisation complies with the regulatory framework of the sectors and locations within which it operates. The more tailored the disclaimer, the more notice will be taken of it. It also serves as a strong deterrent; if the recipient is not the intended receiver of the fax or email, and disseminates the confidential information, they could be subject to civil or criminal action. So, if you have any concerns or questions about your current set up, let us know. Because it’s the law in some countries (USA, Canada and the EU) and why wouldn’t you want to minimise the risks of legal action against your organisation? If you are not [Recipient Email Address] please delete this email and you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A Rocketseed legal email disclaimer Office 365 or email disclaimer Gsuite can be dynamically personalised (i.e. nibusinessinfo.co.uk, a free service offered by Invest Northern Ireland, is the official online channel for business advice and guidance in Northern Ireland. 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You also have the option to opt-out of these cookies. It is strictly forbidden to share any part of this message with any third party, without a written consent of the sender. This depends on your organisation and where you’re operating. Confidentiality Disclaimers for Presentations A disclaimer at the top will get noticed, but is likely to spoil your message and irritate the reader, so we recommend putting disclaimers below signatures at the end of the email. For more information on how we use your data, read our privacy policy. Out of these, the cookies that are categorized as necessary are stored on your browser as they are essential for the working of basic functionalities of the website. Some common disclaimer types include: GDPR, Confidentiality, Compliance, Virus transmission, Non-binding, Opinion, and Correct recipient. If you don’t wish any email content to be considered as forming a binding contract, this can be stated clearly in your email disclaimer, including that the sender is, in fact, not authorised to conclude contracts. IMPORTANT NOTICE TO EMAIL RECIPIENTS: DO NOT read, copy, or disseminate this communication unless you are the intended addressee. So that every employee in your organisation uses email effectively and responsibly and understands the significance not only of the written content of their emails but also the correct use use of email signatures, banners and disclaimers. The disclaimer states that the material provided is a summary and should not be taken as being complete. Use a copyright disclaimer when the content on your website or app is exclusively owned by you and copyrighted by you. If a confidential email is accidentally sent to an unintended unauthorised recipient then a disclaimer will bind them to confidentiality and can ask them to delete the email. Email Disclaimer Examples Confidentiality Disclaimer. Breach of confidentiality This email and any files transmitted with it are confidential and intended solely for the use of … Any cookies that may not be particularly necessary for the website to function and is used specifically to collect user personal data via analytics, ads, other embedded contents are termed as non-necessary cookies. Sample email signatures/disclaimers. Depending on the advice you receive, it is possible for each department has its own email disclaimer that suits its purposes best. Necessary cookies are absolutely essential for the website to function properly. Our experts have been working with clients developing the best bespoke email disclaimers for their organisations for years, so please contact us to discuss how we can help you. Compliance now forms such an integral part of businesses large and small, it is key to make sure you protect yourself with an easy fix – an email disclaimer statement on every email. Email is an essential business tool that not many organizations can do without. Rocketseed is compatible with all major email clients, including Office 365, Exchange and Gsuite. [1] [2] The reasons for adding such a disclaimer include confidentiality , copyright , contract formation , defamation , discrimination , harassment , privilege and viruses . The content of this email is confidential and intended for the recipient specified in message only. Use your email disclaimer to warn a recipient that your email’s content is confidential, so if they breach this confidentiality, they could be liable. Using Email Footers to Protect the Confidential Nature of an Email. Here is a sample disclaimer she recommends: THIS ELECTRONIC COMMUNICATION IS PRIVILEGED AND CONFIDENTIAL. If the confidentiality statement is part of the disclaimer at the end of your email it might be too little too late if sent to an unintended recipient. Any views or opinions expressed are solely those of the author and do not necessarily represent those of [business name]. Best practice would be to include a link to your organisation’s email policy and tailor your internal disclaimer statements to specific departments if necessary. 1. Use our template below to create an email disclaimer for your business, or download our sample business email disclaimer (DOC, 22K). Be compliant, covered and confident… add an email disclaimer. An email disclaimer is a disclaimer, notice or warning which is added to an outgoing email and forms a distinct section which is separate from the main message. If you need to say more then add a link to a more detailed version online. A suitable email signature disclaimer can help decrease an organisation’s liability against offensive emails sent by an individual employee. Email disclaimers are applied to every email in a chain. It is mandatory to procure user consent prior to running these cookies on your website. This way you are still legally compliant, but the disclaimer doesn’t visually impact on the email chain or detract from the content of successive emails. Use our template below to create an email disclaimer for your business, or download our sample business email disclaimer (DOC, 22K). It is intended for the addressee(s) only. Views and opinions presented in the content of this email are solely those of the email author. Unless otherwise indicated, it contains information that is confidential, privileged and/or exempt from disclosure under applicable law. nibusinessinfo.co.uk Employer's liability. It also notes that the information is current as of the date of the presentation, which means at some point it may (and likely will be) outdated. This category only includes cookies that ensures basic functionalities and security features of the website. "Views expressed" disclaimer. Centrally manage Office 365 signatures via the Cloud. Specify the agreement’s validity and enforceable time period. Belfast BT2 7ES [Company Name] registered at [Registered Address], [Company Number]. Either add your own email disclaimer copy or use our Rocketseed email disclaimer template, It’s easy to be covered, compliant and confident. 0800 181 4422. Liability Disclaimer. 2. a statement that aims to limit an entity’s legal liability and/or protect its services One of the most important things to mention in a good email disclaimer example is confidentiality. This is when it is important to have a clearly understood organisation-wide email policy, so a disclaimer can make clear that a policy exists and deter employees from breaching it. 4. While mostly untested, email disclaimers don’t seem to make much of an impact in court. If you would like a free email disclaimer template, please continue reading. Bedford Street Whilst the legal effectiveness of email disclaimers and whether they are legally binding or not is the subject of much debate, they may deter people from taking legal action against your organisation and from unlawfully forwarding confidential emails. Everyone. To give an example, a confidentiality notice may look like this: CONFIDENTIALITY NOTICE: The contents of this email message and any attachments are intended solely for the addressee(s) and may contain confidential and/or privileged information and may be legally protected from disclosure. This needs to tell the recipient that the email they are receiving is not necessarily secure, that the content is strictly confidential, and that they will need to forward the message on if they are not the correct contact. An example of such precaution is the use of email encryptions when discussing sensitive information. This email is not a binding agreement and does not conclude an agreement without the express confirmation by the sender’s superior or a director of the Company. Citing the ECPA within your Fax or Email Disclaimer protects you by giving stern notice that the information is confidential, and strictly protected by the ECPA. An email disclaimer may appear at the foot of all business' emails. You can add an email disclaimer, legal disclaimer, disclosure statement, signature, or other information to the top or bottom of email messages that enter or leave your organization. Disclaimers can be made up of statements covering different aspects of your business. This disclaimer limits the liability of the company. The views are that of the author and may not necessarily constitute or imply its endorsement or recommendation by Organisation Ltd. So, whilst your technical department might want to caveat its advice, your finance department might wish to emphasise confidentiality, whilst your sales team can use disclaimers to show the detailed terms of their quotes. This website uses cookies to improve your experience while you navigate through the website. You can also use a disclaimer to warn the recipient of the possibility, however unlikely, that the email may be infected by a virus, and advise them to conduct their own scan, thereby  mitigating the risk that legal action will be taken against you for any infection. Please contact the sender if you believe you have received this email in error. Remember that, by UK law, private or public limited companies must also include in any email correspondence their: Read also about business websites: legal requirements. These cookies do not store any personal information. It does this by saying that any opinions are... Negligence Disclaimer. Adding a disclaimer couldn’t be easier. Musings from a remote-working Rocketseed newbie. Email Disclaimer Email Disclaimer Email Disclaimer Language. Minimise this risk proactively and easily by adding a disclaimer statement to every email your organisation sends. Remember that, by UK law, private or public limited companies must also include in any email correspondence their: By keeping your disclaimer separate from your email signature and banners, you can promote your brand without over-emphasising the ‘small print’. If you received this message by mistake, please reply to this m… Disclaimers and confidentiality notices are automatic additions to the end of many organisations' email, sometimes adding half a page of text or more to the sender's message. But that doesn’t mean that the same disclaimer will be best for everybody. Year you produced the content 3. With Rocketseed, email disclaimers are added at the server level, making them tamper-proof and giving you central control, so you can manage them with the same flexibility as your email signatures and banners. An email disclaimer is a text section containing a legal notice or a warning that is added at the end of your email (sometimes as part of your email signature). Reservation of rights (all rights reserved, etc.) Email disclosure is a key issue. That way, the disclaimer is the first thing the recipient sees instead of the last thing . Rocketseed specialise in creating and managing disclaimers for email as part of our email signatures offer. Use our free email disclaimer template by copy and pasting the text below: To provide you with the best possible experience, 5 steps to Christmas email signature success. If you send emails to medical patients within the United States, you MUST use an appropriate HIPAA email disclaimer. The ultimate signature and disclaimer should look like this…. Copyright disclaimers are simple and include the following components: 1. Bedford Square If you are not the intended recipient of this email, you must neither take any action based upon its contents, nor copy or show it to anyone. This email, sent from [Sender Email Address] to [Recipient Email Address], is confidential and may contain privileged or copyright information. Employer’s Liability A suitable email signature disclaimer can help decrease an organisation’s liability against offensive emails sent by an individual employee. Even though their effectiveness in court is doubtful, they may provide a useful argument in negotiations to re… Others may borrow a complex email disclaimer from another thinking that the … UK law states that all private and public registered limited companies and limited liability partnerships must legibly feature their company’s registered name, registration number, place of registration and registered office address. If you are not the named addressee you should not … Not only to ensure issues such as internal email confidentiality but also to protect your organisation against the legal consequences of hostile or offensive emails circulating amongst employees. Email disclaimer examples Breach of confidentiality. Here's how it works: You have a blog, and you've been publishing since 2012 and continue to publish your ow… Professional, cloud based email signatures for Office 365, gives you business-wide consistency and control over your brand image, whilst interactive elements encourage engagement. This email and any attachments to it may be confidential and are intended solely for the use of the individual to whom it is addressed. Professionalism in PJ’s. By Chris Smith 23/07/2014 Resources. Privacy | Legal              Copyright © 2020 Rocketseed Ltd. All Rights Reserved. You don’t want to scare off recipients with a 1,000 word disclaimer statement, so try and keep it to 5 lines or less. Copyright law may protect emails from being reproduced and a simple email disclaimer can reinforce this by stating that the rights to copy the email are reserved by the original author. However, after several high-profile lawsuits with multimillion dollar penalties concerning the contents of emails in the corporate sector, nonprofit organizations, too, are increasingly aware that simply by using email, they may be exposing themselves to a number of legal threats. not just static text) to include important information including sender and receiver email addresses and a time stamp of each message in real time, providing proof of intended recipients and date and time sent. FAQ: Disclaimers. For an introduction to this topic, see the companion article Email Disclaimers to Protect Your Organization. Having said that, disclaimers may possibly be helpful if an issue ends up in court in various respects such as those described below and, since disclaimers cost (almost) nothing, it is worthwhile to use them. By far, the language I see most … The email disclaimer templates and examples below will give you an idea of what you should include when you are creating one for your organization. Your name or business name 2. Copyright symbol 4. This email is confidential and intended solely for the individual to whom it is addressed. Yes. If a confidential email is accidentally sent to an unintended unauthorised recipient then a disclaimer will bind them to confidentiality and can ask them to delete the email. Yes. However, sometimes lawyers may prefer that to make them sound more sophisticated or professional. Fully compatible with Office 365, Google Apps and Exchange. "Past performance" disclaimer. Email disclaimers are text statements added to emails (both external and internal) to disclaim liability, give legal protection and demonstrate regulatory compliance and email best practice. There’s no ‘one-size-fits-all’ standard disclaimer, but if a simple email signature disclaimer can do the job, so much the better. Employer’s Liability A suitable email signature disclaimer can help decrease an organisation’s liability against offensive emails sent by an individual employee. There is no legal authority on the effectiveness of these notices in email messages; but that is not to say that they should not be used, provided care is taken in drafting them. Sample Email Disclaimers This content was adapted from a Red Earth Software white paper with their permission. "No responsibility" disclaimer. A confidential agreement usually has two time periods – the period during which you make the disclosure and the time period thereafter during which the information must remain confidential. An email disclaimer may appear at the foot of all business' emails. So, to avoid the risk of prosecution, make sure you keep your disclaimer up to date with the legal requirements for your business sector and location, and always seek legal advice. You must have JavaScript enabled to use this form. The entire content of this email message is confidential. 3. Email disclosures don’t have to be long and filled with a lot of legalese. We can supply a sample of appropriate email disclaimer wording which, with Rocketseed, can feature dynamically personalised fields. These cookies will be stored in your browser only with your consent. The best email disclaimer Office 365 or email disclaimer Gsuite is simply one that gives your organisation the most protection, so make sure it’s tailored to your organisation and location, in accordance with legal advice, and is updated to meet appropriate email laws and enforced as part of your organisation’s email policy. Although the disclaimer typically appears in a distinct position beneath the email signature on the first email in the chain, it will typically sit at the very bottom of the email chain as the conversation progresses. Free Email Disclaimer Example 1 The email which references this disclaimer, including attachments, copies and any forwarding, is confidential and may be privileged. What is an HTML email signature, and how do I design one? But opting out of some of these cookies may affect your browsing experience. The information contained in this transmission may contain privileged and confidential information, including patient information protected by federal and state privacy laws. We also use third-party cookies that help us analyze and understand how you use this website. Can you afford to let your email leave your organisation open to legal action? From contracts and copyright to confidentiality and compliance, a simple disclaimer really is a ‘must have’ for your employee email. Email - Brian.Walsh@bms.com . Europe & Middle East: +44 207 706 9520 | Map. However, while most email confidentiality disclaimers can be found in the signature or footer, you may want to move yours up to the top of your emails. Why? Simply speaking, it is to state that the message should be read only by the original recipient and that sharing its content is strictly forbidden. With Rocketseed it is. Here is a list of disclaimer examples that you can use for your website or mobile app. CONFIDENTIALITY NOTICE -- This email is intended only for the person(s) named in the message header. Email Disclaimers will help reduce legal issues, but they are not a shield and can only help you to protect against libelous content. Rocketseed specialise in creating and managing disclaimers for email. You might be required to do this for legal, business, or regulatory requirements, to identify potentially unsafe email messages, or for other reasons that are unique to your organization. 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Us know rocketseed is compatible with Office 365, Exchange and Gsuite signatures offer without! ’ t have to be long and filled with a lot of legalese thing the recipient sees instead the! We ’ ve selected some sample email signature and banners, you promote! With any third party, without a written consent of the email author important things to in... [ Company Name ] registered at [ registered Address ], [ Company Number ] ’. Privileged information intended only for the addressee ( s ) named in the content of this message error. By adding a disclaimer statement to every email in a good email disclaimer suits... Reserved, etc. share any part of our email signatures offer against offensive emails sent by individual... You must use an appropriate HIPAA email disclaimer wording which email confidentiality disclaimer samples with rocketseed can! Have the option to opt-out of these cookies and banners, you use! 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