A Confidentiality Notice is a short legal statement at the end of business emails. It serves multiple purposes: to protect confidential information, limit liability, clarify the sender’s position, and promote professionalism.

These disclaimers are especially important for businesses and professionals who regularly share sensitive or privileged information via email.

Adding a clear and consistent confidentiality notice helps ensure recipients understand how to handle the contents of your email, while also demonstrating a proactive approach to legal and data protection risks.

What is a Confidentiality Notice?

A Confidentiality Notice is a disclaimer inserted at the bottom of an email to communicate that the information in the message is confidential and intended only for the specified recipient. It typically includes instructions for what to do if the email was received in error, a warning against unauthorised sharing, and sometimes a liability waiver concerning viruses or unverified content.

This notice does not guarantee legal protection on its own, but it can support your position in the event of a dispute, especially when handling private, commercial, or sensitive correspondence.

Why include a Confidentiality Notice in your emails?

Including a confidentiality disclaimer in your emails has several benefits. It helps reduce the risk of legal issues if an email is accidentally sent to the wrong recipient by clearly stating that the contents are private. It also provides a formal mechanism for discouraging unauthorised use, distribution, or copying of the email’s contents.

In addition, these notices often include virus disclaimers, reminding recipients that it’s their responsibility to scan emails and attachments. Some notices also clarify that the sender’s opinions are personal and not representative of the organisation, unless explicitly stated.

Adding this small block of text can go a long way in building trust, maintaining a professional tone, and supporting compliance with data protection and corporate communication standards.

Create your Confidentiality Notice with Bind

With Bind, you can generate a professional email footer and disclaimer in minutes. Whether you're an individual freelancer, a legal professional, or part of a larger organisation, Bind helps you customise a notice that suits your needs.

Just enter a few details and Bind will generate a tailored disclaimer. You can easily edit the text and copy the final version directly into your email settings.

What happens if you don’t include a Confidentiality Notice?

Without a confidentiality notice, your emails are more vulnerable to misuse. If someone forwards, discloses, or copies information in your email that was intended to be private, it may be harder to prove that the content was shared inappropriately.

A well-written disclaimer signals that the contents should be handled with care and gives you an added layer of defence in case of data breaches or unauthorised use.

In regulated industries—such as finance, law, or healthcare—not having a suitable disclaimer can also raise compliance concerns and potentially lead to reputational or legal consequences.

Frequently asked questions

Is a confidentiality notice legally binding?
While not legally binding on its own, a confidentiality notice can help reinforce your claim if an email is misused or shared improperly. It shows that the recipient was clearly informed of the information’s confidential nature.

Do all emails need a disclaimer?
Not necessarily. However, if you regularly send business emails—especially those that may include sensitive, legal, or client-related information—adding a disclaimer is a smart precaution.

Can I use the same notice across my team or company?
Yes, you can apply a standardised disclaimer across all accounts in your organisation.

Do confidentiality notices comply with GDPR?
Yes, if correctly worded. However, it doesn’t replace proper data protection procedures. A confidentiality notice is best used as a supportive measure alongside your GDPR compliance efforts.

Confidentiality Notice – free template

This email and any attachments are confidential and may be legally privileged. They are intended solely for the use of the named recipient. If you have received this message in error, please notify the sender immediately and delete it from your system. Any unauthorised use, disclosure, copying, or distribution is prohibited.

The views expressed in this email are those of the sender and may not represent the official position of the organisation. This email does not form a legally binding agreement unless clearly stated and confirmed by an authorised representative.

While we take reasonable precautions to prevent the transmission of viruses, we cannot guarantee that this email or its attachments are virus-free. The recipient is responsible for carrying out their own checks.

Bind is the easiest way to create a professional and reliable email disclaimer. Generate your Confidentiality Notice with Bind and safeguard your communications with confidence.