Build a professional email footer — confidentiality, data protection, company details and more — tailored to your business and jurisdiction. Free to start, no credit card.
Most guidance on this topic overstates the case. Here is the honest version, because it changes what you should put in yours.
A confidentiality notice is added unilaterally, after the fact. Someone who never agreed to it is generally not bound by it. Its value is evidential — it records your intent and prompts an accidental recipient to delete and notify. Real confidentiality obligations come from a signed agreement.
In the UK, the Companies (Trading Disclosures) Regulations 2008, made under the Companies Act 2006, require registered name, company number, place of registration and registered office address on business emails. Non-compliance is a breach of company law.
Most businesses need two or three of these, not all six. Each sample below is copy-ready — replace the placeholder details with your own.
States that the message is intended only for the named recipient and asks anyone else to delete it and notify the sender.
This email and any attachments are confidential and intended solely for the named recipient. If you have received it in error, please notify the sender and delete it from your system. Any unauthorised use, copying or disclosure is not permitted.
Points recipients to how you handle their personal data and where to read the full privacy policy. Useful where correspondence itself involves personal data.
We process personal data contained in this correspondence in line with our privacy policy, available at example.com/privacy-policy. To exercise your data protection rights, contact privacy@example.com.
Signals that an email exchange is not intended to conclude a binding agreement — commonly used during commercial negotiations.
Nothing in this email is intended to create a binding agreement. No contract will come into effect unless and until a formal written agreement is signed by an authorised representative of each party.
Separates the sender's own views from those of the organisation. Common in academic, media and regulated environments.
Views expressed in this email are those of the sender and do not necessarily represent the views or policies of Example Ltd.
The one element that is a legal requirement rather than a convention. UK companies must state registered name, registration number, place of registration and registered office address on business emails.
Example Ltd is a company registered in England and Wales. Company number 12345678. Registered office: 1 Example Street, London, EC1A 1AA.
A courtesy line discouraging unnecessary printing. Carries no legal weight and is falling out of use — include it only if your organisation asks for it.
Please consider the environment before printing this email.
Set it per-user in a signature, or append it organisation-wide at the mail server so it reaches messages sent from phones too.
Answer a few questions about your business and jurisdiction, and get a footer written around your actual details rather than someone else's.
Free plan includes 2 policies/month • No credit card required