Why It Is Important to Add a Disclaimer in the Email Body or Subject to Notify Users They Are Getting Email from an External Source

Email communication is an essential part of any business, organization, or institution. However, email also poses some risks and challenges, such as cyber security, email phishing, and email security awareness. In this article, we will discuss why it is important to add a disclaimer in the email body (preferably) or subject to notify users they are getting email from an external source, and how to do it effectively.

Cyber security is the protection of information systems and networks from unauthorized access, use, modification, or destruction. Email phishing is a type of cyber-attack that involves sending fraudulent emails that appear to come from legitimate sources, such as banks, government agencies, or trusted contacts, to trick recipients into revealing sensitive information, such as passwords, credit card numbers, or personal details. Email security awareness is the knowledge and practice of how to use email safely and responsibly, and how to avoid falling victim to email phishing and other cyber threats.

One of the best practices for email security awareness is to add a disclaimer in the email body or subject to notify users they are getting email from an external source. This disclaimer can help users to identify potential phishing emails and prevent them from opening malicious attachments, clicking on suspicious links, or replying with confidential information. A disclaimer can also protect the sender from liability if the information in the email is used incorrectly or reaches the wrong person.

There are different types of email disclaimers that can be used for different purposes and situations. For example, a confidentiality disclaimer can warn the recipient that the email contains sensitive or proprietary information that should not be disclosed to others. A virus disclaimer can alert the recipient that the email may contain viruses or malware and advise them to scan the attachments before opening them. A non-binding disclaimer can state that the email does not constitute a legally binding contract or agreement and that any terms or conditions are subject to change.

There are different ways to add an external sender disclaimer to an email. One way is to prepend a disclaimer at the top of the email body. This can be done by creating a rule in Office 365 that applies a disclaimer to all inbound emails from external senders.

An example of an external sender disclaimer that can be prepended at the top of the email body is:

[EXTERNAL]

[EXTERNAL EMAIL]

[ATTENTION EXTERNAL].

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

**This message was sent from outside your organization. Please do not click links or open attachments unless you recognize the sender and know the content is safe. **

Adding a disclaimer to the email body is an important measure for cyber security, email phishing, and email security awareness. It can help users identify and avoid potential phishing emails and protect their information and devices. It can also protect the sender from liability and comply with legal requirements. Therefore, it is recommended that all organizations implement this practice as part of their email security policy.