Footers and Disclaimers

Add custom text to the bottom of email signatures for disclaimers, taglines, compliance notices, or additional company information. Footer text appears below all signature content and images.

Written By Matt Sywulak

Last updated About 5 hours ago

What They Do

INKY Email Signatures offers two ways to add text at the bottom of outbound emails:

Footer Text - Optional branding or marketing content within your signature layout. Appears only when signatures are enabled.

Mandatory Disclaimer - Required compliance text on every outbound email, regardless of signature settings. Always appears last.

Available in: Email Signatures add-on (all INKY bundles)

Key Differences

Feature

Footer Text

Mandatory Disclaimer

Purpose

Marketing, branding, CTAs

Legal compliance, regulatory

Appears when

Only with enabled signatures

On ALL outbound mail

User control

Varies by profile

None - admin enforced

Configuration

Per profile, per layout

Single global setting

Location

Within signature design

Below all content

How They Display

Emails show content in this order:

  1. Signature body (user details, logo)

  2. Footer text (if profile includes it)

  3. Mandatory disclaimer (if configured)

Example:

John Smith | Senior Account Executive Phone: (555) 123-4567  [Footer: "Schedule a demo: acme.com/demo"]  [Disclaimer: "CONFIDENTIAL: This email and any attachments are confidential..."]

Configure Footer Text

Footer text is part of signature layout design and varies by profile.

Setup

  1. Navigate to Email Signatures in Admin Center

  2. Select your profile

  3. Open the Team Data tab and find the Footer Text editor, below the footer image controls

  4. Enter your footer text

  5. Click Save Changes

Best Practices

  • Keep it brief - 1-2 lines maximum

  • Time-sensitive content - Event registrations, product launches, campaigns

  • Different per profile - Sales team gets calendar links, Support gets help desk links

  • Update regularly - Change as campaigns conclude

Example

<strong>Acme Corporation</strong><br> This email is confidential. If you received it in error, please delete it.<br> <a href="https://www.acmecorp.com/privacy">Privacy Policy</a>

Configure Mandatory Disclaimer

Global setting affecting all outbound mail from your organization.

Setup

  1. Navigate to Email Signatures in Admin Center

  2. Scroll to Mandatory Disclaimer section

  3. Enter disclaimer text

  4. Click Save Changes

The disclaimer now appears on every email, regardless of signature status or user preferences.

Best Practices

  • Legal review required - Have legal team approve text

  • Include standard elements - Confidentiality, intended recipient notice, privilege claims

  • Test thoroughly - Verify on all email types and clients

Examples

Standard confidentiality:

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

Healthcare (HIPAA):

CONFIDENTIALITY NOTICE: This email may contain Protected Health Information (PHI). If received in error, immediately notify sender and delete all copies.

Email monitoring:

NOTICE: All emails are monitored for security and compliance purposes.

Styling the Footer and Disclaimer

Both the footer text and the mandatory disclaimer can be styled from the Layout tab's Styling & Formatting section, the same as any other signature field. Click the icon on the field's row to set its font, weight, size, and color.

These per-field styles inherit down the team hierarchy, so setting them once at the organization level carries to child teams unless a team overrides them. Prefer this over hand-authored HTML inside the field: inline HTML doesn't inherit, so it has to be re-pasted for every team.

Common Scenarios

Marketing campaign + legal compliance Create profile with footer text for campaign CTA. Configure mandatory disclaimer separately. Both appear on emails.

Different footers by department Create profiles per department with appropriate footer text. Mandatory disclaimer appears on all.

Compliance-only (no signatures) Leave signatures disabled. Configure only mandatory disclaimer. Every email gets legal notice, no signature design.

Temporary campaign Update footer text for campaign period, then revert. Mandatory disclaimer stays constant.

Troubleshooting

Footer Text Not Appearing

  • Verify layout includes "Footer text" in the name

  • Check user assigned to correct profile

  • Confirm signatures enabled for user

  • Different layouts for new mail vs. replies

Mandatory Disclaimer Not Appearing

  • Verify text entered and saved

  • Check Email Signatures add-on enabled

  • Test sent items (may only appear to recipients in Google Workspace)

Formatting Issues

  • Set fonts, sizes, and colors from Styling & Formatting rather than inline HTML

  • Use plain text first, add HTML carefully

  • Some email clients strip formatting

  • Keep formatting simple for best compatibility