How Do I Add Email Disclaimers for Compliance?

Email disclaimers are compliance text that can be automatically appended to all outgoing emails from your mailbox. They're useful for legal requirements, privacy notices, standard business disclaimers, and industry-specific disclosures. This guide explains how to set up and configure email disclaimers in Propel.

What Are Email Disclaimers?

Email disclaimers are text blocks that appear at the end of all emails sent by your AI agent. They're automatically added to every outgoing message, ensuring consistent compliance messaging across all communications.

Common uses:

• Legal disclaimers and liability limitations
• Privacy notices and data protection statements
• Industry-specific compliance requirements
• Standard business disclaimers
• Regulatory disclosures

How they work:

• Disclaimers are configured per mailbox
• When enabled, they're automatically appended to all outgoing emails
• The disclaimer appears in subtle, system-style formatting at the end of messages
• Disclaimers are HTML-escaped to ensure proper display across email clients

When Are Disclaimers Needed?

Legal Requirements

Some industries or jurisdictions require specific disclaimers:

• Real estate - Fair housing disclosures, licensing information
• Financial services - Regulatory disclosures, investment disclaimers
• Healthcare - HIPAA compliance, privacy notices
• Legal services - Attorney-client privilege notices
• General business - Liability limitations, confidentiality notices

Compliance Standards

Organizations may need disclaimers for:

• GDPR compliance - Data protection notices for EU contacts
• Industry regulations - Sector-specific compliance requirements
• Corporate policies - Internal compliance standards
• Professional standards - Industry association requirements

Best Practices

Even when not legally required, disclaimers can:

• Protect your organization from liability
• Set expectations with prospects
• Provide contact information for questions
• Include privacy and data usage notices

Enabling Email Disclaimers

Step 1: Navigate to Mailbox Settings

1. Go to Settings > Mailboxes
2. Click the mailbox you want to configure
3. You'll see the mailbox detail page

Step 2: Find Bot Signature & Disclaimer Section

1. Scroll to the "Bot Signature & Disclaimer" section
2. This section contains both bot signature and disclaimer settings

Step 3: Enable Disclaimer

1. Toggle "Enable email disclaimer" to ON
2. The disclaimer text field will appear

Step 4: Enter Disclaimer Text

1. In the "Disclaimer text" field, enter your disclaimer content
2. Default text: "Information is subject to change"
3. You can customize this to your needs

Step 5: Save Changes

1. Click "Save Changes" at the bottom of the section
2. The disclaimer will be appended to all future emails from this mailbox

Customizing Disclaimer Text

Basic Disclaimer Examples

Simple compliance:

Information is subject to change. Please verify all details before making decisions.

Privacy notice:

This email and any attachments are confidential and may be legally privileged. If you are not the intended recipient, please notify us immediately and delete this message.

Real estate disclaimer:

All information is deemed reliable but not guaranteed. Prices, terms, and availability are subject to change without notice.

General business:

This communication is for informational purposes only and does not constitute a binding agreement. Please contact us directly to confirm details.

Industry-Specific Examples

Property management:

All rental information is subject to change. Application approval, availability, and pricing are not guaranteed until confirmed in writing. Equal housing opportunity.

Real estate:

All property information is deemed reliable but not guaranteed. Prices, terms, and availability are subject to change. Equal housing opportunity. Licensed real estate broker.

Short-term rentals:

Booking terms and conditions apply. Cancellation policies and house rules are available upon request. All information is subject to change until booking is confirmed.

Commercial real estate:

All information is confidential and for authorized recipients only. Property details, pricing, and availability are subject to change. This communication does not constitute an offer.

Compliance-Focused Examples

GDPR compliance:

Your personal data is processed in accordance with our privacy policy. You have the right to access, rectify, or delete your data. For more information, contact privacy@example.com.

Fair housing:

We are committed to equal housing opportunity. We do not discriminate on the basis of race, color, religion, sex, national origin, familial status, or disability.

Licensing:

Licensed real estate broker. License #12345. All information is deemed reliable but not guaranteed.

Disclaimer Best Practices

Keep It Concise

Disclaimers should be informative but not overwhelming:

• Keep it brief - Long disclaimers may be ignored
• Focus on essentials - Include only necessary information
• Use clear language - Avoid overly legal or technical jargon
• Make it scannable - Use short sentences and paragraphs

Be Specific

Include relevant details for your situation:

• Industry requirements - Include industry-specific language
• Jurisdiction - Mention relevant laws or regulations if needed
• Contact information - Provide ways to reach you with questions
• Effective date - Include dates if information changes frequently

Review Regularly

Update disclaimers as needed:

• Legal changes - Update when laws or regulations change
• Business changes - Update when policies or practices change
• Industry updates - Keep up with industry standard changes
• Feedback - Adjust based on prospect questions or concerns

Consult Legal Counsel

For compliance-critical disclaimers:

• Legal review - Have legal counsel review disclaimer text
• Compliance verification - Ensure disclaimers meet all requirements
• Regular updates - Keep disclaimers current with legal changes
• Documentation - Maintain records of disclaimer versions and dates

How Disclaimers Appear in Emails

Visual Formatting

Disclaimers appear at the end of email messages with:

• Subtle styling - System-style formatting that distinguishes them from main content
• Clear separation - Visual separation from the main message body
• HTML formatting - Properly formatted HTML that displays correctly across email clients
• Consistent placement - Always at the end of the email

Email Client Compatibility

Disclaimers are formatted to work across:

• Gmail - Properly displayed in Gmail web and mobile
• Microsoft Outlook - Compatible with Outlook desktop and web
• Apple Mail - Displays correctly in Apple Mail clients
• Other clients - HTML-escaped to ensure broad compatibility

Example Appearance

In an email, a disclaimer might appear like this:

[Main email content here]

---

Information is subject to change. Please verify all details before making decisions.

The exact formatting depends on your email client, but disclaimers are always clearly separated from the main content.

Use Case Examples

Property Management

Scenario: Property management company needs fair housing and liability disclaimers.

Disclaimer:

All rental information is subject to change. Application approval, availability, and pricing are not guaranteed until confirmed in writing. We are committed to equal housing opportunity and do not discriminate on the basis of race, color, religion, sex, national origin, familial status, or disability.

Configuration:

1. Enable disclaimer in mailbox settings
2. Enter disclaimer text
3. Save changes
4. All rental inquiry responses include the disclaimer

Real Estate

Scenario: Real estate agent needs licensing and fair housing disclaimers.

Disclaimer:

All property information is deemed reliable but not guaranteed. Prices, terms, and availability are subject to change. Equal housing opportunity. Licensed real estate broker. License #12345.

Configuration:

1. Enable disclaimer for buyer/seller lead mailboxes
2. Customize text with license number
3. Save changes
4. All real estate communications include compliance text

Short-Term Rentals

Scenario: Short-term rental host needs booking terms and privacy disclaimers.

Disclaimer:

Booking terms and conditions apply. Cancellation policies and house rules are available upon request. All information is subject to change until booking is confirmed. Your personal information is processed in accordance with our privacy policy.

Configuration:

1. Enable disclaimer for booking inquiry mailbox
2. Include terms and privacy language
3. Save changes
4. All booking communications include required notices

Managing Disclaimers Across Mailboxes

Per-Mailbox Configuration

Each mailbox can have its own disclaimer:

• Different disclaimers - Customize per mailbox use case
• Selective enabling - Enable only where needed
• Independent management - Update mailboxes separately

Best Practices for Multiple Mailboxes

Consistent compliance:

• Use similar disclaimers across related mailboxes
• Ensure all mailboxes meet compliance requirements
• Maintain consistency in legal language

Use case-specific:

• Customize disclaimers for different use cases
• Property management vs real estate vs short-term rentals
• Different compliance requirements per mailbox

Centralized management:

• Document disclaimer text for consistency
• Keep track of which mailboxes have disclaimers enabled
• Update related mailboxes when requirements change

Troubleshooting Disclaimers

Disclaimer Not Appearing

If disclaimers aren't showing in emails:

1. Check enablement - Verify disclaimer is enabled in mailbox settings
2. Verify text - Ensure disclaimer text is entered
3. Save changes - Confirm changes were saved successfully
4. Test email - Send a test email to verify disclaimer appears
5. Check email client - Some email clients may hide or format disclaimers differently

Disclaimer Formatting Issues

If disclaimer formatting looks wrong:

1. Review text - Check for special characters that might cause issues
2. HTML content - Disclaimers are HTML-escaped automatically
3. Email client - Different clients may display formatting differently
4. Test multiple clients - Verify appearance across different email providers

Updating Disclaimer Text

To update disclaimer text:

1. Navigate to mailbox settings
2. Edit disclaimer text field
3. Save changes
4. New emails will use updated text
5. Note: Previous emails retain original disclaimer text

Compliance Considerations

Legal Requirements

When configuring disclaimers for legal compliance:

• Consult legal counsel - Have attorneys review disclaimer text
• Verify requirements - Ensure disclaimers meet all legal obligations
• Document decisions - Keep records of why specific language was chosen
• Regular updates - Update disclaimers when laws change

Industry Standards

For industry-specific compliance:

• Research standards - Understand industry requirements
• Follow best practices - Use industry-standard language when appropriate
• Stay current - Keep up with industry compliance changes
• Professional guidance - Consult industry associations or experts

Privacy Regulations

For privacy-related disclaimers:

• GDPR compliance - Include required data protection language for EU contacts
• Privacy policies - Link to or reference your privacy policy
• Data rights - Inform users of their data rights
• Contact information - Provide ways to exercise privacy rights

Next Steps

Now that you understand email disclaimers:

• Configure mailbox settings to enable disclaimers
• Review compliance requirements for your industry
• Monitor email communications to verify disclaimers appear correctly
• Set up approval workflows to review responses with disclaimers

Related Articles

• Configuring Mailbox Settings - Enable and configure disclaimers
• Creating Your First Rule - Combine disclaimers with automation rules
• Approval Workflows - Review responses that include disclaimers
• Monitoring and Reviewing Conversations - Verify disclaimers in sent emails