Email/domain disclaimers are organization-wide footnotes, added at the end of all the emails sent from the organization.
An email/domain disclaimer is a paragraph or a piece of text appended to the bottom of the email, as a legal notice combined with a confidentiality notice. It is also referred to as email footer, organization signature, email boilerplate and is common for the entire organization.
The advantage of setting up a Disclaimer in Zoho Mail over each user's Email Signature is that the confidentiality disclaimer is added to the emails, even when sent from other POP or IMAP email clients using the Zoho SMTP Servers. Zoho Mail supports Rich Text format for disclaimers. The users may miss out adding the text or have some typo errors or the format may be inconsistent.
Email disclaimers are domain-specific. If you have multiple domains configured, you can add a disclaimer for each of the domains in your organization.
Consider that you have two domains, zylker.com and zylkertravels.com, with email disclaimers configured for both the domains. If a user has email accounts in both the domains, the disclaimer for the domain that the user chooses at the time of sending the email will be added to the email. If the email is sent from email@example.com, the disclaimer for the zylker.com domain will be added to the email.
- Log into the Zoho Mail Control Panel.
- Go to the Domains menu, and select the domain for which you'd like to configure a domain disclaimer.
- Go to the Settings tab, and locate the Domain Disclaimer section.
- Click Add Disclaimer.
- In the text field that opens up, enter the disclaimer and format the content according to your requirements.
- You can set up custom disclaimers for multiple domains in your organization.
Make sure that you let the users know that the disclaimer text will be added at the server level. Hence if any users have the disclaimer text added in their signatures, they need to remove the option, once you enforce disclaimers.
When you add a disclaimer for the domain, it might result in multiple disclaimers getting displayed at the end of the emails for long email chains within the organization. This cannot be avoided as the disclaimer once added will become the part of the email, and cannot be removed automatically during replies or forwards. When the same email is replied to or forwarded again, another disclaimer gets added at the end, making multiple disclaimers taking up proportionally more space and size in the email. Hence make sure that your disclaimer is short and simple, and is relatively less in size. The size of the email will be calculated together with the disclaimer text which you add.
A sample disclaimer is provided below for your reference.
This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. You cannot use or forward any attachments in the email. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. Company X, Suite# 1, Street, City, Country, www.company.com
- Disclaimers are added at the domain level for the entire organization.
- The Signatures are set up at user level and generally has the details like the user's name, designation and the work location information and applies only to the web interface