Do You Really Need an Email Disclaimer in the UK? (Short Answer: Yes)

Let’s face it—email disclaimers aren’t the most exciting part of running a business. But here in the UK, skipping them could land you in serious hot water.

As part of setting up a new business here at CTS Cornwall we went through all the hard work and checked the regulations so that you don't have too.

You might be thinking, “It’s just a bit of text at the bottom of my emails, how important can it be?” Well, one unfortunate landowner up north found out the hard way when their email signature block (yep, the thing at the bottom of your email) was considered a legally binding contract. The end result? A £25,000 bill they probably didn’t see coming. You can read an excellent post by KDLLAW here.

That could have been avoided with a proper email disclaimer. So, let’s talk about why these small bits of text matter, and what the law actually says about them.

Why Email Disclaimers Matter in the UK

In the UK, email disclaimers aren’t just there to look official—they can help protect your company from legal and financial messes. In some cases, they're even treated like an electronic signature. Wild, right?

From protecting confidential information to showing that your company complies with key laws, these disclaimers do more than you think.

So here’s a quick guide on what UK laws say about email disclaimers (and what your emails need to include).

The Companies Act 1985 – Keep Your Records Straight

Let’s rewind a bit.

The Companies Act 1985 laid out the basic rules UK companies still follow for keeping financial records in check. This includes things like:

• Keeping accurate records of all transactions.

• Making sure directors can back up financial statements.

• Storing those records either at your registered office or wherever your directors choose.

How long do you have to keep these records?

• Private companies: at least 3 years

• Public companies: a minimum of 6 years

Why should you care? Because not following these rules can lead to trouble—both legally and financially. And again, your emails (especially if they include financial or contractual details) fall under this umbrella too.

The Companies Act 2006 – Email Disclaimers Get Serious

This is the big one. In 2007, the Companies Act was updated to bring it in line with EU law. That’s when email disclaimers officially became a legal requirement for UK businesses.

If you’re a limited company or LLP, you need to include the following in your email footer, as well as on your website, letterhead, and order forms:

• Your registered company name (e.g. Marble Microsystems Ltd)

• Registered office address

• Where you're registered (England & Wales, Scotland, etc.)

Missing this info? That could land you a £1,000 fine from Trading Standards. And if you keep ignoring it, you could be fined £300 per day.

Let that sink in. One forgotten email footer could get expensive, fast.

Example Email Disclaimer (UK-Compliant)

Here’s what one might look like:

Marble Microsystems is a limited company registered in England and Wales.
Registered number: 5464771
Registered office: Green House, 21 Bloom Street, London, WC1 1AA

Feel free to borrow and tweak this for your own business (just plug in your own details).

Doing this for a couple of users individually is not a hard job, but having to do this for any number of users that are each using multiple devices - now that's going to be hard work!

What About GDPR?

Ah yes, one of my favourite subjects, just ask anyone who has ever spoken to me for more than a few minutes.

Even though GDPR doesn’t specifically require email disclaimers, having one helps show that your business takes data protection seriously. You can include a quick GDPR blurb in your email footer and link to your privacy policy.

If you send marketing emails, don’t forget to include an unsubscribe link. It’s not just good etiquette—it’s the law.

The Financial Services Act 2012 – Record Everything

If your business operates in the financial space, the Financial Services Act 2012 should definitely have been be on your bed time reading list.

While it doesn’t focus on email disclaimers, it does have a lot to say about record-keeping. Businesses need to keep records related to transactions and reports for at least five years, especially under anti-money laundering rules.

Bottom line: the more your emails are part of your business, the more they fall under legal scrutiny. Disclaimers are one simple way to cover your bases.

TL;DR – Your Email Footer Needs Some Love

Yes, I know email disclaimers are not sexy and exciting, here’s what every UK business email should include:

✅ Your company’s registered name
✅ Registered office address
✅ Place of registration
✅ GDPR-friendly language (if you handle personal data)
✅ Unsubscribe links (for marketing emails)

You never know when a quick message could come back to bite you. A good email disclaimer is a cheap (and easy) layer of legal protection.

Got questions or not sure if your disclaimer is compliant? Drop a comment or get in touch—we’re here to help you stay on the right side of the law.