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An Email Footer and Disclaimer is a legal notice or warning statement added to an email. Email Footers and Disclaimers are designed to protect senders from breaches of confidentiality, liability for the propagation of viruses, contractual claims, and liability for employees’ missteps.
Use this Email Footer and Disclaimer if you are a business, to:
ensure you include legally required information about limited companies (LTDs) and limited liability partnerships (LLPs) in your business emails
include a confidentiality notice in your business emails
include optional disclaimers in your business emails
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The information in this email is confidential and solely for the use of the intended recipient(s). If you receive this email in error, please notify the sender and delete the email from your system immediately. In such circumstances, you must not make any use of the email or its contents.
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This Email Footer and Disclaimer template covers:
information required by law about LTDs and LLPs
a confidentiality notice
virus transmission and/or personal view disclaimers
The law requires all business emails from a private or public limited company or an LLP to include the company’s or LLP’s:
registered name (eg ‘XYZ Ltd’)
registration number
place of registration (eg Scotland or England and Wales)
registered office address
Adding an Email Footer and Disclaimer can protect you from a range of issues. This includes:
protecting confidential information contained in the email
warning the receiver that emails may contain viruses and that they are responsible for checking this
helping to avoid entering into unwanted contracts
protecting your business in case an employee gives negligent advice in an email
reducing the responsibility of your business if an employee sends offensive, obscene or defamatory statements within an email
A disclaimer is a statement that attempts to limit or exclude liability for any errors, omissions or damages that may result from the use of a product or service or from any advice or information provided by a business or individual. While disclaimers are legal notices that are included in communications and documents, they may not always be effective and cannot guarantee that legal action will never be taken. However, disclaimers do help to protect your business. If in doubt about which disclaimers to include and what is right for your business, Ask a lawyer for assistance.
Making an Email Footer and Disclaimer online is simple. Just answer a few questions and Rocket Lawyer will build your document for you. When you have all of the details prepared in advance, making your document is a quick and easy process.
To make your Email Footer and Disclaimer you will need the following information:
Business details
What is the business’ legal structure?
If the business is a sole trader, sole trader trading under a trading name, or a partnership, what is the business’ name?
If the business is an LLP, what are its name and registered address?
If the business is a company:
What is the company’s registered name?
Does the company trade under a different name than its registered name? If so, what are the company’s trading name and registered details?
Disclaimer
Does the business want to include a disclaimer regarding computer viruses and errors in transmission?
If the business is a partnership, LLP, or company, does it want to include wording saying that the views of the person sending the email do not necessarily reflect the views of the business?
An Email Footer and Disclaimer helps protect a business and includes legally required information for certain businesses. To achieve this, this Email Footer and Disclaimer includes:
Email confidentiality notices
The start of the Email Footer and Disclaimer contains a confidentiality notice, stating that the email and its content are only for the eyes and use of the intended recipient. It requests that anyone who receives the email in error immediately deletes the email from their system and does not make use of the information contained in the email.
Personal view
If applicable, the Email Footer and Disclaimer can include a notice highlighting that the views expressed in the email do not necessarily reflect the views of the business.
Virus disclaimer
If applicable, the Email Footer and Disclaimer can include a virus disclaimer, clarifying that the business is not responsible for any harm caused by any viruses that may be transmitted through email.
Legally required information
If the business is a company or LLP, the Email Footer and Disclaimer includes the information those businesses are legally required to include in their email communications.
If you want your Email Footer and Disclaimer to include further or more detailed provisions, you can edit your document. However, if you do this, you may want a lawyer to review or change the Email Footer and Disclaimer for you, to make sure it complies with all relevant laws and meets your specific needs. Ask a lawyer for assistance.
Familiarise yourself with your duties regarding your business website
All businesses should include certain information on their websites. This may include a business’:
email address
VAT number
relevant Terms and conditions
geographical address
If you are a company or an LLP, this will also include the business’ registered name, registration number, place of registration and registered office address. Failure to comply with these requirements can result in fines of £1,000.
For more information, read Online business regulations, E-commerce and E-commerce between businesses. Follow our Run a business online checklist if you are setting up and running an e-commerce business.
Understand when to seek advice from a lawyer
for disclaimers that are tailored to your business
if you have any questions about Email Footers and Disclaimers
