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Sample Email Disclaimers

This content was adapted from a Red Earth Software white paper with their permission. For an introduction to this topic, see the companion article Email Disclaimers to Protect Your Organization.

Disclaimers can be made up of statements covering different aspects of your business. Below are some sample statements that can be used for each aspect independently. To make up your disclaimer, select applicable statements and include these in your disclaimer.

Breach of Confidentiality and Accidental Breach of Confidentiality

  • 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 email. Please notify the sender immediately by email if you have received this email by mistake and delete this email 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.

Transmission of Viruses

  • WARNING: Computer viruses can be transmitted via email. The recipient should check this email and any attachments for the presence of viruses. The organization accepts no liability for any damage caused by any virus transmitted by this email. Email 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 email transmission.

Entering into Contracts

  • No employee or agent is authorised to conclude any binding agreement on behalf of [Organization] with another party by email without express written confirmation by [Supervisor or Director].

Negligent Misstatement

  • Our organization 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.

Employer’s Liability

  • Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the organization. Employees of [Organization] are expressly required not to make defamatory statements and not to infringe or authorise any infringement of copyright or any other legal right by email communications. Any such communication is contrary to organizational policy and outside the scope of the employment of the individual concerned. The organization 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.

Complete Disclaimers

Below are three examples of complete disclaimers that could cover a number of different email scenarios.

  • 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 email. Please notify the sender immediately by email if you have received this email by mistake and delete this email from your system. Email 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 email transmission. If verification is required, please request a hard-copy version.
  • This message is confidential. It may also be privileged or otherwise protected by work-product immunity or other legal rules. If you have received it by mistake, please let us know by email reply and delete it from your system; you may not copy this message or disclose its contents to anyone. Please send us by fax any message containing deadlines, as incoming emails are not screened for response deadlines. The integrity and security of this message cannot be guaranteed on the Internet.
  • 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. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the organization. Finally, the recipient should check this email and any attachments for the presence of viruses. The organization accepts no liability for any damage caused by any virus transmitted by this email.

Sample Departmental Disclaimers

Below are some samples of departmental disclaimers and an internal disclaimer.

Development, Finance, or Accounting Departments

These departments may face more confidentiality issues than others:

  • This message contains confidential information and is intended only for [recipient name]. If you are not the named addressee, you should not disseminate, distribute or copy this email. Please notify the sender immediately if you have received this email by mistake and delete this email from your system. Finally, the recipient should check this email and any attachments for the presence of viruses. The organization accepts no liability for any damage caused by any virus transmitted by this email. [Date] Organization, Suite# 1, Street, City, Country, www.organization.org

IT Department

The IT department or help desk must disclaim against responsibility for the effects of their advice. For instance, if they were to advise a user to change something on their computer and the user does not implement this correctly, causing system downtime, the organization does not want to be held liable for this:

  • Our organization 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. Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the organization. WARNING: Computer viruses can be transmitted via email. The recipient should check this email and any attachments for the presence of viruses. The organization accepts no liability for any damage caused by any virus transmitted by this email. [Date]

Secretarial Department

You could include a statement for secretaries that they are acting on behalf of their manager and that the manager must confirm any agreements in emails in writing.

  • This message is sent of behalf of [Manager] and is intended for [Recipient]. 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. [Organization] 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 by [Manager]. [Date]

Board of Directors

Directors will mainly face confidentiality issues so a disclaimer like the one below might be appropriate.:

  • This message contains confidential information and is intended for [Recipient]. 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. Email 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 email transmission. If verification is required, please request a hard-copy version. [Date] Organization, Suite# 1, Street, City, Country, www.organization.org

Internal Disclaimer

An internal disclaimer is mainly important for disclaiming against libelous, indecent and racist content in emails, creating a hostile work environment. If employees use the internal email system to spread pornographic pictures or offensive jokes, the organization will be held liable. Therefore, the internal disclaimer should disclaim against this. Confidentiality is also an issue for internal mail.

  • This message is intended only for [recipient name]. 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.

    Employees of [Organization] are expressly required not to make defamatory statements and not to infringe or authorise any infringement of copyright or any other legal right by email communications. Any such communication is contrary to organization policy and outside the scope of the employment of the individual concerned. The organization 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. Employees who receive such an email must notify their supervisor immediately. Please visit our intranet for a copy of [Organization]’s email policy. [Date], Organization, Suite# 1, Street, City, Country.


This content was adapted from a Red Earth Software white paper with their permission. For an introduction to this topic, see the companion article Email Disclaimers to Protect Your Organization.