Why to add disclaimers to your Office 365 email signatures

Email disclaimer is a text or a notice added at the bottom of an email to limit the sender’s answerability in the event of a law-suit or legal complexities. This can help a company to avoid expensive legal proceedings and at times reduce the company’s liability by adhering to various legal requirements. After all, prevention is without a doubt, better than cure! In some countries, adding disclaimers is required by law. For companies, having no confidentiality statement in their email can result in unnecessary complications later. For instance, disclaimers function as a warning or caution to the recipient that they were well informed about the consequences of going ahead with the content in the email. A small piece of text can therefore make a big difference. A troublesome recipient might take a company to court just because he had received a virus in the email. Of course, the company cannot be held totally responsible in this scenario as there are possibilities that the user account might be hacked or he was sent an email from a spoofed address etc. Had the company included a timely disclaimer in their email, it would have saved them a fortune. We can rightly call it a scenario of being safe rather than sorry.

Why email disclaimers?

Enforce confidentiality: Disclaimers can help serve as a good place for adding a reminder that the message is intended only for the original recipient and sharing its content in any form is prohibited by law. It would be also be wise to include that if the message was received by someone to whom it is not actually intended for, then all copies of it must be deleted from the receiver’s inbox and the sender notified.

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.

Signature Template

Warning against Malicious software: Disclaimer can be used to ensure security for your client and prevent virus or malware infections on their machine. It is best to mention that despite your best efforts to ensure that the mail contents are virus free, there is possibility of the email being intercepted or corrupted etc. and as such all attachments should be treated with caution.

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.

Email Disclaimer

Subscription: It is a good idea to add Disclaimers to regular newsletters sent to subscribers informing them that they are receiving it because they have subscribed to the newsletter service. This will ensure that such mails are not treated as intentional spam.

Signature and disclaimer

You are receiving this mail because you have subscribed for xyz.com’s newsletter. You can always unsubscribe by going to xyz.com/unsubscribe and clicking on Unsubscribe button

Restrict Liability: There can be scenarios where you want to ensure that the organization as a whole is not held responsible for a particular individual’s views or opinions. A disclaimer is a perfect way to insulate the organization from any individual employee’s views. For example, an employee might write something unpleasant on his personal blog or social media site. This must not come in the way of representing the organization as a whole.


The views and opinions expressed within this email belong solely to the author and does not necessarily reflect the views or opinions of the organization at large.

Support Green causes: Want to support Green causes? Well no better way to get it noticed than by adding a small disclaimer.

Green Causes

Avoid printing this email unless necessary. Help save the environment by eliminating unnecessary printed copies.

Sigsync for Office 365 email signature disclaimers

Sigsync Office 365 Email Signature

For  seamlessly adding custom disclaimers to your Office 365 email signatures, you can check Sigsync. It is a completely web based service with an easy to use centralized dashboard that will help you to manage email signatures along with personalized disclaimers for all your Office 365 tenant users in one place.

For more details, visit: https://www.sigsync.com

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