Email signatures aren't just about branding—in many jurisdictions and industries, they're a legal requirement. Here's what you need to know to stay compliant.

Disclaimer

This article is for informational purposes only and does not constitute legal advice. Consult with a legal professional for guidance specific to your situation.

Requirements by Region

European Union

EU regulations require business emails to include specific company information:

Company name and legal form (Ltd, GmbH, etc.)
Registered office address
Registration number
VAT identification number (if applicable)
Directors' names (in some countries)

Business professionals reviewing documents

United Kingdom

Under the Companies Act 2006, UK businesses must include:

Full company name
Company registration number
Place of registration (England and Wales, Scotland, etc.)
Registered office address
VAT number (if VAT registered)

Germany

German law (§ 37a HGB) has strict requirements for business emails:

Company name as registered
Legal form (GmbH, AG, etc.)
Registered office location
Court of registration and registration number
Names of all managing directors
For AG: Chairman of the supervisory board

United States

The US has fewer federal requirements, but industry-specific regulations apply:

Industry-Specific Requirements

Healthcare (HIPAA)

Healthcare organizations must include confidentiality notices warning that emails may contain protected health information (PHI).

Financial Services

SEC and FINRA regulations require specific disclosures about investment advice and the nature of communications.

Legal Profession

Law firms typically include attorney-client privilege notices and disclaimers about the nature of legal advice.

Real Estate

Many states require real estate professionals to include license numbers and brokerage information.

Common Disclaimer Types

Confidentiality Notice

"This email and any attachments are confidential and intended solely for the addressee. If you have received this email in error, please notify the sender immediately and delete it from your system."

No Liability Disclaimer

"The information in this email is provided for informational purposes only and does not constitute professional advice. [Company] accepts no liability for any errors or omissions."

Environmental Notice

"Please consider the environment before printing this email."

Best Practices for Compliance

Centralize control: Use a signature management tool to ensure all employees have compliant signatures
Regular audits: Review signatures quarterly to ensure information is current
Template by region: Create different templates for employees in different jurisdictions
Legal review: Have your legal team approve signature templates before deployment
Automatic updates: When regulations change, update all signatures simultaneously

Stay compliant with Siggly

Siggly makes it easy to add required legal disclaimers to all your team's signatures. Create region-specific templates and deploy them instantly.

Legal Requirements for Business Email Signatures