Disclaimers and legal text in the email signature

Many organisations need a fixed piece of text to go out with their email — a confidentiality notice, company details, or a link to the privacy policy. The text itself is rarely the problem. Making it look the same for everyone, and getting it updated when it changes, is.

What is a disclaimer used for?

The text our customers put in their signatures usually falls into three groups:

• Confidentiality — a note on what the recipient should do if the message reached the wrong person
• Company details — name, registration number and address, which many companies choose to include
• Personal data — a reference to the privacy policy, so recipients can see how their information is handled

What they have in common is that they need to be identical across the organisation, and editable in one place when legal changes a phrase.

How you do it in EpicRegards

The text goes into the signature template alongside the logo, name and contact details. The template is assigned to the groups it applies to, and from that moment everyone in the group carries the same text. When the wording changes, you edit the template once and the change takes effect without anyone touching anything locally.

If sales needs different wording from support, or a subsidiary different wording from the parent company, that is one template per group. And if an individual employee needs a signature of their own, it can be assigned to them directly.

The signature is inserted in Outlook, not in the mail flow

EpicRegards inserts the signature client-side: when a user writes in Outlook — a new mail, a reply or a forward — the add-in places it into the message. That is a different approach from solutions which stamp the text at server level while the mail is in transit, and the difference is worth knowing.

What you gain by doing it in the client:

• The sender sees the text before sending. Nobody is surprised by what appeared under their name.
• The signature is in Sent Items. With server-side stamping the text is added after sending, so the copy in Sent Items lacks it — a classic source of confusion when a message has to be produced as documentation later.
• No changes to the mail flow. No transport rules to create, and no service in the middle that can delay or fail.
• The content never leaves your own environment. The mail is written in Outlook and sent through your Microsoft 365. The message itself does not pass through our servers.

What the solution does not cover

You should also know where the line runs. The signature is inserted when the mail is written in Outlook. Mail sent from other systems — a CRM, an order system, a network scanner or a service address replying automatically — does not go through Outlook and therefore does not get the signature.

If you are under an obligation for a specific text to accompany all outgoing mail from the organisation, whatever the sending system, then a solution that stamps at server level is the right choice. If you need consistent, professional signatures with legal text on the mail your people write themselves, that is exactly what EpicRegards does — at a fraction of the cost.

What does it cost?

At most €0.20 per user per month, decreasing the more users you have. Every feature is in one plan — there is no add-on package for legal text or for using more templates. Work it out in the price calculator, or read how deployment in Microsoft 365 works.

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