Email confidentiality disclaimers have become standard practice for businesses and professionals across industries. These legal notices protect sensitive information and remind recipients about the proper handling of email communications.
Getting the wording right can safeguard your organization from potential legal issues while clearly communicating your expectations.
The right disclaimer can make all the difference between protected and compromised information. From basic warnings to comprehensive legal statements, each serves a specific purpose depending on your needs and industry requirements.
Keep reading to find the perfect confidentiality statement for your emails.
Sample Email Confidentiality Disclaimers
These email disclaimers offer various approaches to protecting confidential information. Each example can be customized to fit your specific needs and industry requirements.
Standard Business Confidentiality Disclaimer
Subject: Quarterly Financial Report – CONFIDENTIAL
Dear Team Members,
Please find attached the quarterly financial report for your review before our meeting next week. The numbers look promising for Q2, and I’d like everyone to come prepared with thoughts on how we can maintain this growth trajectory.
Thanks for your input,
[Your name and position]
CONFIDENTIALITY NOTICE: This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error, please notify the sender immediately and delete this email from your system. You should not copy this email, disclose its contents to any other person, or use it for any purpose.
Healthcare Provider HIPAA Compliance Disclaimer
Subject: Patient Appointment Schedule – PROTECTED HEALTH INFORMATION
Hello Dr. Williams,
I’ve attached the updated patient schedule for tomorrow. There are two new patients who will need extra time for their initial consultations.
Please let me know if you need any changes to the schedule.
Best regards,
[Sender’s name and role]
CONFIDENTIALITY NOTICE: This message contains information protected under the Health Insurance Portability and Accountability Act (HIPAA). The information is intended only for the use of the individual or entity named above. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or action taken in reliance on the contents of these documents is strictly prohibited. If you have received this information in error, please notify the sender immediately and arrange for the return or destruction of these documents.
Legal Firm Attorney-Client Privilege Disclaimer
Subject: Case Strategy Document – PRIVILEGED COMMUNICATION
Dear Client,
Following our discussion yesterday, I’ve prepared the strategy document for your case. Please review it carefully and note any questions or concerns you may have before our call on Friday.
Looking forward to your feedback,
[Attorney name and title]
CONFIDENTIALITY & PRIVILEGE NOTICE: This email contains confidential information and may be protected by attorney-client privilege and/or work product doctrine. If you are not the intended recipient, please contact the sender and delete all copies. Any unauthorized review, use, disclosure, or distribution is prohibited. Nothing in this email is intended to create an attorney-client relationship with any person.
Financial Advisor SEC Compliance Disclaimer
Subject: Investment Portfolio Recommendations
Dear Ms. Johnson,
Based on our recent consultation, I’ve prepared some recommendations for adjusting your investment portfolio to better align with your retirement goals. Please see the attached document and let me know when you’d like to discuss these options further.
Regards,
[Financial advisor name and credentials]
CONFIDENTIALITY & REGULATORY NOTICE: This email may contain privileged and confidential information and is protected under applicable securities laws and regulations. If you are not the intended recipient, please delete this email and notify the sender immediately. Any unauthorized use, dissemination, or copying of this message is strictly prohibited. Past performance is not indicative of future results. Investment advisory services offered through [Firm Name], a registered investment advisor.
Government Agency Information Security Disclaimer
Subject: Project Clearance Update – OFFICIAL USE ONLY
Greetings Team,
The security clearance process for Project Horizon has been completed. All team members listed in the attachment are now authorized to access the specified information systems starting next Monday.
Thank you for your patience during this process.
[Name and department]
CONFIDENTIALITY STATEMENT: This email message, including any attachments, is for the sole use of the intended recipient(s) and may contain information that is sensitive or classified. Any unauthorized review, use, copying, disclosure, or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message. This information is considered Official Use Only (FOUO) and exempt from disclosure under applicable laws.
Educational Institution FERPA Disclaimer
Subject: Student Assessment Results – PROTECTED EDUCATIONAL RECORDS
Hello Faculty Members,
The student assessment results from last month’s standardized testing are now available in the attached spreadsheet. Please use this information to adjust your instructional plans accordingly.
Let me know if you have any questions about interpreting the data.
[Name and academic position]
CONFIDENTIALITY NOTICE: This email message and any attached files contain confidential student information protected under the Family Educational Rights and Privacy Act (FERPA). This information may only be used by authorized school officials for legitimate educational purposes. If you have received this information in error, please notify the sender immediately and delete this email. Any unauthorized disclosure, copying, or distribution is strictly prohibited and may result in liability under applicable federal law.
Human Resources Personnel Matters Disclaimer
Subject: Interview Candidates for Marketing Position
Hi Hiring Committee,
Attached you’ll find the resumes and evaluation forms for the five candidates we’ll be interviewing next week for the Marketing Manager position. Please review their qualifications before our planning meeting on Thursday.
Thanks for your help with this important hiring decision.
[HR manager name and title]
CONFIDENTIALITY NOTICE: This email contains confidential personnel information intended only for the named recipients. The information must be treated as private and protected under applicable privacy laws. If you are not the intended recipient, please notify the sender immediately and permanently delete this message. You may not copy, forward, disclose, or use any part of this information. This material is protected under applicable employment and privacy regulations.
Research and Development Proprietary Information Disclaimer
Subject: New Product Development Specifications
Team,
The initial specifications for the XR-7 project have been finalized and are attached for your review. These represent significant progress in our miniaturization goals and will guide the prototype development phase.
Please share your technical feedback by the end of the week.
[Name and R&D position]
CONFIDENTIALITY & INTELLECTUAL PROPERTY NOTICE: This communication contains proprietary information and trade secrets of [Company Name]. The information is intended solely for the use of authorized recipients. You may not copy, modify, distribute, or disclose this information without written permission from [Company Name]. This document and any attachments may be covered by patent applications, patents, trademark registrations, and/or copyright protections. All rights reserved.
International Business Cross-Border Data Disclaimer
Subject: Global Market Expansion Strategy
Dear Regional Directors,
The analysis of potential markets for our Q4 expansion has been completed. The attached report details our recommendations for three regions, along with financial projections and resource requirements.
We’ll discuss this during Thursday’s global leadership call.
[Name and international business title]
CONFIDENTIALITY & CROSS-BORDER DATA NOTICE: This email and any attachments may contain confidential business information subject to various international data protection and privacy laws. By accessing this email, you acknowledge that the information may be transferred across borders and agree to handle it according to applicable data protection standards. If you are not the intended recipient, please delete this email and notify the sender immediately. Any unauthorized use, copying, or disclosure is strictly prohibited.
Customer Data Protection Disclaimer
Subject: Customer Database Update Procedures
Hello Support Team,
We’ve implemented new procedures for updating customer information in our database. The attached guide walks through the step-by-step process, which takes effect starting Monday.
Please complete the required training module by Friday.
[Name and customer operations role]
CONFIDENTIALITY & DATA PROTECTION NOTICE: This email contains information about customer data handling procedures. This information is confidential and subject to data protection regulations. Recipients are responsible for maintaining the security and privacy of all customer information in accordance with our privacy policy and applicable laws. You may not share this information with unauthorized parties. If you received this message in error, please notify the sender and delete all copies immediately.
Merger and Acquisition Discussions Disclaimer
Subject: Potential Acquisition Evaluation Materials
Dear Executive Team,
The preliminary analysis of the potential acquisition target we discussed last week is now ready for your review. The financial models and market position assessment are included in the attached confidential packet.
Please keep this information strictly confidential as per our NDA requirements.
[Name and executive position]
CONFIDENTIALITY NOTICE – MATERIAL NON-PUBLIC INFORMATION: This communication contains highly confidential information regarding a potential business transaction. The information may constitute material non-public information subject to securities laws. Recipients must maintain strict confidentiality and may not trade in the securities of any company mentioned while in possession of this information. Sharing this information with unauthorized parties is prohibited. If you received this message in error, please contact the sender immediately and permanently delete all copies.
Cybersecurity Incident Response Disclaimer
Subject: Security Incident Update – ACTION REQUIRED
Security Team,
We’ve identified unusual network activity that may indicate a potential security breach affecting the development servers. The initial forensic analysis and recommended actions are detailed in the attached report.
Please implement the security protocols outlined in section 3 immediately.
[Security officer name and position]
CONFIDENTIALITY & SECURITY INCIDENT NOTICE: This communication contains sensitive information about an ongoing security matter. This information is strictly confidential and should only be shared with authorized personnel directly involved in the incident response. The information is subject to legal protection and may be privileged under applicable laws. Do not forward this email or disclose its contents without explicit authorization from the security team. If you are not an authorized recipient, please notify the sender immediately and delete this message.
Marketing Campaign Strategy Disclaimer
Subject: Q3 Product Launch Strategy
Marketing Team,
The complete strategy for our Q3 product launch is ready for your review. The document includes messaging guidelines, channel strategies, and the promotional calendar we’ll follow leading up to the September release.
Please send any feedback by Tuesday so we can finalize the plan.
[Marketing director name and title]
CONFIDENTIALITY & COMPETITIVE INFORMATION NOTICE: This email contains proprietary marketing strategies and competitive information that represents significant company value. This information is strictly confidential and for internal use only. Unauthorized sharing, including with personal email accounts or third parties, is prohibited. This material may not be reproduced or distributed without permission. All recipients are responsible for maintaining the confidentiality of this information.
Software Development Project Disclaimer
Subject: API Integration Specifications – Version 2.3
Development Team,
The updated specifications for the payment gateway integration are attached. These changes address the security vulnerabilities identified during the last code review and add the new features requested by our enterprise clients.
Please update your tasks in the project management system accordingly.
[Technical lead name and role]
CONFIDENTIALITY & CODE SECURITY NOTICE: This email contains proprietary code, algorithms, and technical specifications that constitute valuable intellectual property. This information may be protected by patents, copyrights, and trade secret laws. Recipients may use this information only for its intended purpose within authorized development activities. Reverse engineering, decompilation, or disclosure to unauthorized parties is prohibited. If you received this message in error, please delete it immediately and notify the sender.
Board of Directors Communication Disclaimer
Subject: Quarterly Board Meeting Materials – CONFIDENTIAL
Board Members,
In preparation for next week’s quarterly meeting, I’ve attached the board packet containing the financial statements, strategic initiatives update, and committee reports for your review.
Please submit any questions or additional agenda items by Monday.
[Corporate secretary name and title]
CONFIDENTIALITY NOTICE – BOARD MATERIALS: This communication contains confidential information intended only for the use of the Board of Directors of [Company Name]. The materials may contain material non-public information subject to trading restrictions and disclosure regulations. Board members must maintain the confidentiality of these materials in accordance with their fiduciary duties. Unauthorized disclosure, copying, or distribution is prohibited by law. If you received this message in error, please contact the sender immediately and destroy all copies.
Wrapping Up: Email Confidentiality Disclaimers
Adding appropriate confidentiality disclaimers to your emails demonstrates professionalism and helps protect sensitive information. Select the disclaimer that best matches your specific situation, industry requirements, and the nature of the information being shared.
The key is consistency—implement your chosen disclaimer across all necessary communications channels. This simple step can provide significant legal protection while clearly communicating your expectations to recipients.
Consider consulting with your legal department to ensure your disclaimer meets all applicable regulatory requirements for your industry and jurisdiction.