Email disclaimer software with a rule per country, entity and department
A disclaimer is only worth having if it is on the messages it is supposed to be on, in the wording legal approved, and if you can show that it is. AutoSignature holds the text centrally, applies it by rule, and keeps the record of when each rule went out.
| Group | Mailboxes | Status |
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Rules
One text, or one per group
Team includes a single disclaimer block applied across the company. Business and above hold multiple rules, and each rule names who it applies to.
- By country, where the requirement comes from local law rather than company policy.
- By legal entity, where a group trades under several registered companies with different numbers.
- By department, where a regulated function has wording the rest of the company does not need.
- By language, where the same entity writes to customers in more than one.
The text lives in one place, so a change from legal is one edit and one rollout rather than a message to the whole company asking people to update their footer.
What ends up in the message
The disclaimer is a block in the same template as the signature, so it renders with the message the sender wrote and appears once, under the signature, rather than repeating down a reply chain. A compact variant is available for replies and for mobile.
The record you can show an auditor
- Rollout history: which rule, which group, how many mailboxes, who deployed it and when.
- Version history of the text, so the wording in force on a given date is visible.
- Preview per person before deployment, in each mail client.
- Rollback in one click if a wording change turns out to be wrong.
Rollout history is 30 days on Team, 12 months on Business, 24 months on Scale, and a custom period on Enterprise, which also adds audit export.
What tends to be required
The usual reasons a company needs one
Requirements differ by country, by sector and by the kind of business, and this is not legal advice. In practice four kinds of wording show up in company email, and each one is a rule rather than a sentence for everybody.
- Company identification: registered name, registered office, company number and where applicable the tax number, required of limited companies in several European jurisdictions.
- State license disclosures, where the required wording differs by the state the licence was issued in. Real estate is the clearest case, with California requiring the agent's license number on first contact materials and Texas requiring the broker's name at half the size of the agent's, covered on the real estate agent email signature software page.
- Confidentiality notices for mail sent by regulated professions such as law, accountancy and health. For US medical practices that means a PHI notice on every staff email, covered on the HIPAA compliant email signature page. For RIAs and broker-dealer branches it means the securities and advisory disclosure FINRA Rule 2210 expects, covered on the financial advisor email signature software page.
- Regulatory statements naming the authority a firm is regulated by, common in financial services and insurance.
- Data protection notices pointing to a privacy policy, where local practice expects them.
Your legal team decides the text. The software's job is to make sure the text they decided is the one on every message it should be on.
Why transport rules are not enough on their own
A rule on the mail server appends the same block to everything, below the quoted thread, and is skipped on encrypted mail. The comparison in full is on the Exchange email signature management page.