Sample disclaimers

This page lists several sample disclaimer statements. The disclaimer notices you use will depend on which legal aspects are important to the company, and on the job function of the person sending the email.

1. Sample disclaimers covering different legal aspects


2. Sample departmental disclaimers


1. Sample disclaimers covering different legal aspects

Disclaimers can be made up out of statements covering different legal aspects. Below are some sample disclaimer statements that can be used for each aspect independently. To make up your disclaimer, select statements for the different aspects you wish to cover and include these in your disclaimer. Replace 'the company' with your company name and if possible use merge fields to make the disclaimer more specific, such as including the recipient name.

Breach of confidentiality & 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 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.

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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 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.

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.

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Entering into contracts

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

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Negligent misstatement

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.

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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 company. Employees of [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.

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Company address

It is best to state your company name in or underneath the disclaimer so that there can be no confusion as to which sender the disclaimer belongs to. Moreover, in some countries, companies are obliged to give their details underneath each written communication. Adding your website can be useful for marketing purposes as well.

Company X, Suite# 1, Street, City, Country, www.company.com

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Complete disclaimers

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. 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. If verification is required please request a hard-copy version. Company X, Suite# 1, Street, City, Country, www.company.com

_____________________________________________________________________

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 e-mail 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 e-mails 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 company. Finally, 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.

Company X, Suite# 1, Street, City, Country, www.company.com

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2. Sample departmental disclaimers

Disclaimers need to be different depending on the person's job function. Below we list some samples that address the specific legal issues facing different departments within a company.

Financial department

The financial department may face more confidentiality issues than other departments:

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 e-mail. Please notify the sender immediately if you have received this e-mail by mistake and delete this e-mail from your system. Finally, 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. [Date]

Company X, Suite# 1, Street, City, Country, www.company.com

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Sales department

The sales department disclaimer must cover the validity of quotes and disclaim responsibility for any action taken in reliance upon information given.

All quotes from [Company] are valid for 30 days following the date of email transmission. 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. Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Finally, 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.

[Date] Company X, Suite# 1, Street, City, Country, www.company.com

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IT department

The IT department or helpdesk 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 down time, the company does not want to be held liable for this:

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. Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. 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.

[Date] Company X, Suite# 1, Street, City, Country, www.company.com

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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. [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 by [Manager].

[Date] Company X, Suite# 1, Street, City, Country, www.company.com

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Board of Directors

Directors will mainly face confidentiality issues:

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. 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. If verification is required please request a hard-copy version.

[Date] Company X, Suite# 1, Street, City, Country, www.company.com

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Internal disclaimer

An internal disclaimer is mainly important in view of libelous, indecent, and racist content in emails. If employees use the internal email system to spread pornographic pictures or offensive jokes, the Company 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 [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. Employees who receive such an email must notify their supervisor immediately.

[Date], Company X, Suite# 1, Street, City, Country.

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