Footers and Disclaimers

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

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. Under Team Signature Data, add text to the “Footer Text” section

4. 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.

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

• Use plain text first, add HTML carefully

• Some email clients strip formatting

• Keep formatting simple for best compatibility