An email footer is the block of text under a signature that carries company-level facts rather than a person's own details: a registered address, a confidentiality notice, a regulatory line, or links to a privacy policy. A personal signature says who sent the message; a footer says which company sent it and what it is legally required, or chooses, to disclose. Below are 20 examples grouped by what they are for, each with text or HTML you can copy straight into a footer.
| Group | Use it when |
|---|---|
| Simple company footer | You just need a name, site and one line |
| Address and registration line | Your country expects a registered address on business mail |
| UK company details | You are a UK limited company (Companies Act disclosure) |
| Confidentiality notice | Messages carry information meant for one recipient |
| Disclaimer | You want a general liability or "views are our own" line |
| Regulated industries | You are in finance, health or legal services |
| Social and legal links | You want icons or links to policies instead of prose |
| Shared support@ mailbox | Several agents send from one shared address |
All companies, names and addresses below are fictional examples for illustration only.
Simple company footer
The shortest footer that still identifies the company: a name, a site link, and nothing else.
Example 1: name and site
Larkspur Outfitters larkspuroutfitters.example
Example 2: name, site and tagline
<div style="font-size:12px;color:#6b7280;"> Nimbus Cloud Services · nimbuscloud.example<br /> Backups that restore on the first try. </div>
Address and registration line
Many countries expect a company's registered address, and sometimes its registration number, on business correspondence.
Example 3: registered address only
Comet Freight Logistics Inc. 455 Harbor Dock Road, Suite 12, Portside, ME 04101, USA
Example 4: address with a registration number
Willowmere Financial Advisors LLC 19 Cedar Grove Ave, Millbrook, NY 12545, USA Registered in the State of New York, No. 20261234567
Example 5: address with a VAT number
<div style="font-size:12px;color:#6b7280;"> Aurora Print & Design GmbH<br /> Bahnhofstrasse 22, 80331 Munich, Germany<br /> VAT ID: DE999123456 </div>
UK company details
UK limited companies are expected to show their registered name, place of registration and company number on business communications. See UK company details on an email signature for what applies and when.
Example 6: UK limited company
Harrow & Vance Legal Partners Ltd Registered in England and Wales, No. 09876543 Registered office: 4 Orchard Court, Leeds LS1 4AP, United Kingdom
Example 7: UK company with trading name
Bramwell Bakery Supplies (trading name of Bramwell Group Ltd) Registered in England and Wales, No. 08765432 Registered office: 12 Millgate Lane, Bristol BS1 6AB, United Kingdom
Confidentiality notice
A standard line saying the message is meant for the named recipient and asking anyone else to delete it.
Example 8: short confidentiality notice
This email and any attachments are confidential and intended only for the named recipient. If you received this in error, please delete it and notify the sender.
Example 9: confidentiality notice with a contact line
CONFIDENTIAL: This message is intended only for the addressee. If you are not the intended recipient, please notify privacy@brightpathclinic.example and delete this message; do not copy, forward or rely on its contents.
Example 10: confidentiality notice, formal wording
The information contained in this transmission may be privileged and confidential and is intended only for the use of the individual or entity named above. Any dissemination, distribution or copying of this communication by anyone other than the intended recipient is strictly prohibited.
Disclaimer
A general liability line, often paired with a confidentiality notice rather than replacing it.
Example 11: views are the sender's own
Views expressed in this email are the sender's own and do not necessarily represent those of Fernbank Consulting Group.
Example 12: no contract by email
This email does not create a binding obligation on Fernbank Consulting Group. Contracts are formed only through a signed written agreement.
Regulated industries
A heavier footer for sectors where regulators or clients expect an explicit notice. This is general phrasing, not a fill-in-the-blank compliance template. For what applies to specific regimes, see email signature and footer compliance.
Example 13: financial services
Willowmere Financial Advisors LLC is a registered investment adviser. This email is for informational purposes only and is not an offer to buy or sell any security. Past performance does not guarantee future results.
Example 14: healthcare
This message may contain information protected by patient confidentiality obligations. If you received this in error, please notify BrightPath Health Clinic immediately and delete the message.
Example 15: legal services
This communication from Harrow & Vance Legal Partners Ltd may be protected by legal privilege. If you are not the intended recipient, please do not read, copy or act on it, and notify the sender.
Social and legal links
A compact footer built from links rather than paragraphs, common when a company wants a lighter visual footprint.
Example 16: policy links
<div style="font-size:12px;"> Larkspur Outfitters · <a href="https://larkspuroutfitters.example/privacy">Privacy policy</a> · <a href="https://larkspuroutfitters.example/unsubscribe">Unsubscribe</a> </div>
Example 17: social plus policy links
<div style="font-size:12px;"> Nimbus Cloud Services · <a href="https://nimbuscloud.example">nimbuscloud.example</a> · <a href="https://linkedin.com/company/nimbuscloud-example">LinkedIn</a> · <a href="https://nimbuscloud.example/terms">Terms</a> </div>
Footer for a shared support@ mailbox
When several agents send from one shared address, the footer needs to carry the company's identity since no one person's signature is doing that job.
Example 18: shared support footer
Comet Freight Logistics Support Team support@cometfreightlogistics.example Mon-Fri, 8am-6pm ET
Example 19: shared footer with a case reference note
Aurora Print & Design Customer Care Reply to this thread to keep your case history attached. aurora-print-design.example/support
Example 20: shared footer with a disclaimer line
<div style="font-size:12px;color:#6b7280;"> BrightPath Health Clinic Patient Services<br /> This mailbox is monitored during business hours only. For emergencies, call the clinic directly. </div>
Not legal advice
The wording above is general and for illustration. It is not legal advice, and it is not a substitute for checking what your own jurisdiction, industry or client contracts require. For a longer look at specific regimes such as CAN-SPAM, GDPR, PECR and UK company disclosure, see email signature and footer compliance.
One footer for the whole team
Typing a footer into each new hire's mail client, and updating it again whenever the registered address or a disclaimer changes, does not scale past a couple of people. Company email signatures set the footer once for the whole company, and everyone's signature carries it from then on. If you want to see how that compares by team size first, the pricing page breaks it down.
If your footer's disclaimer line needs to stay word-for-word across the company, the email signature disclaimer kit has ready-made wording to copy from, including confidentiality and liability notices.
If you just need a one-off personal signature today rather than a company-wide footer, the free email signature generator builds one in a minute, no account required.
Frequently asked questions
What should an email footer include?
At minimum, the company name and a way to reach it, such as a site link or address. Many companies add a registered address or company number where local rules expect one, plus a confidentiality notice or disclaimer if the company wants one on every outgoing message.
What is the difference between an email signature and an email footer?
A signature is personal: a name, title and the sender's own contact details. A footer is company-level: the facts that stay the same no matter who on the team sends the message, such as a registered address or a confidentiality notice. Many emails carry both, with the footer placed under the personal signature.
Do I need a confidentiality notice by law?
Not usually by itself, and this page is not legal advice on your situation. Some industries and some client contracts expect one as a matter of practice rather than statute. See email signature and footer compliance for what applies to specific regimes.
Can I use HTML in an email footer?
Yes. Gmail, Outlook and most other mail apps accept a small amount of inline-styled HTML in a signature or footer, the same way they accept a personal signature. Keep the markup simple, since heavier HTML can render inconsistently between mail apps.
How do I make sure everyone on the team uses the same footer?
Set it once in a shared place rather than asking each person to paste their own copy. Company email signatures keeps one footer in sync across everyone's signature, so a later change to the address or disclaimer updates every member at once instead of requiring a company-wide email asking people to update their settings.