Email signature disclaimer kit

Copy-ready footer templates for US, UK, EU and Canada signatures, two industry add-ons, and disclosure lines for AI-sent email

These templates are for general educational purposes. They are not legal advice. Signatoro is not a law firm or legal specialist. Requirements depend on your jurisdiction, industry, and message type. Consult qualified counsel.

Region templates

United States

General confidentiality footer

This email and any attachments are confidential and intended solely for the addressee. If you are not the intended recipient, please notify the sender and delete this message. [Company Name] accepts no liability for content added after this message was sent.

A confidentiality line like this is not CAN-SPAM compliance. For a commercial message, the physical postal address and opt-out link belong in the message body - a signature footer doesn't cover them.

Industry add-ons (optional)

Pair one of these with a region template above; neither replaces it.

Healthcare-style

Confidentiality notice

CONFIDENTIALITY NOTICE: This email may contain information that is privileged, confidential, and protected from disclosure. If you are not the intended recipient, any use, dissemination, or copying of this email is prohibited; please notify the sender and delete it.

A notice like this is common on clinical and admin email, but it doesn't make an email HIPAA-compliant by itself - the transmission method and the safeguards around it matter more than the footer wording.

Finance-style

Short firm identification

[Firm Name] - Member FINRA/SIPC. This message is for informational purposes only and is not an offer or solicitation to buy or sell any security. See [Firm Disclosures URL] for important information about this communication.

A short identification line names the firm, but it doesn't replace your firm's supervision, recordkeeping, and review obligations for business communications.

AI disclaimers for AI-sent email

Disclosure lines for email an AI writes or sends. On Signatoro, each AI assistant or company agent signs with one of these lines by default, and a company can require one for every agent. Where each line goes, and when the law asks for one: AI email disclosure guide. More lines by situation: AI disclosure statement examples.

AI agent

Label for an agent that sends on its own

This email was written and sent by an AI assistant on behalf of [Name], [Role] at [Company Name].

Goes at the top of the message, above the greeting. The European Commission's own example of an AI agent's email puts the AI label at the top, and its guidelines ask agents to say on whose behalf they act.

AI agent

An agent's own signature line

[Agent Name], AI assistant to [Name] | [Role], [Company Name] | [Email]

The signature carries who the agent works for and how to reach them. For an agent that sends on its own, pair it with the label at the top.

AI-drafted email

Line for email a person reviews and sends

Drafted with AI assistance and reviewed by me before sending.

For email an AI drafts and a person reads and sends as their own. In most places this line is a policy choice.

Company-wide

AI policy line for the footer

Some replies from [Company Name] are drafted or sent with AI assistance.

A standing policy line suits a company footer. Messages an agent sends on its own still need their own label at the top.

Related guides: what CAN-SPAM, GDPR, PECR, UK trading disclosures and the EU AI Act ask of your signature, in the email signature compliance guide.

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