How to create your own email footer

Given last years changes in UK law we thought you would appreciate knowing how to create a simple text footer in MS Outlook.

Step 1 - Open the editor

• From MS Outlook select Tools from the top menu
• Look down the popup menu and click on Options
• Look across the tabs and select the Mail Format tab
• Look down the panel and under the Signatures banner click on the Signatures button
• Look down the panel and click on the New… button
• Enter a meaningfull name for your footer - we suggest use “Disclaimer”
• Click on the Next > button

Step 2 - Enter your message

• Copy & Paste the following text into the text box

This email and its attachments are confidential and are intended for the above named recipient(s) only. If this has come to you in error, please notify the sender immediately and delete this email from your system. Statements and opinions contained in this email may not necessarily represent those of Bad Robot Limited. Please note that email communications may be monitored.

The registered office of Bad Robot Limited is The Court, Alexandra Park, Prescot Road, St Helens WA10 3TT. Registered in England - Company No. 05981740.

• Important: Change the text to reflect your company details
• Click on the Finish button
• Click on the OK button

Step 3 - Ensure its working

• Under Signature for new message select your message name - if you used “Disclaimer” then select “Disclaimer”
• Click on the OK button
• Create a new message & check the footer
• Email it to yourself & check it again !!

If you run into difficulties you can always give us a call.

Are your emails legal?

Every company should list its company registration number, place of registration and registered office address on its website as a result of an update to the legislation of 1985. The information, which must be in legible characters, should also appear on order forms and in emails. Such information is already required on ‘business letters’ but the duty is being extended to websites, order forms and electronic documents (including email).

The new legislation came into force last January and requires:

• The name, geographic address and email address of the service provider. The name of the organisation with which the customer is contracting must be given.  This might differ from the trading name. Any such difference should be explained – e.g. “XYZ.com is the trading name of XYZ Enterprises Limited.”

It is not sufficient to include a ‘contact us’ form without also providing an email address and geographic address somewhere easily accessible on the site. A PO Box is unlikely to suffice as a geographic address; but a registered office address would. If the business is a company, the registered office address must be included.

• If a company, the company’s registration number should be given and, under the Companies Act, the place of registration should be stated (e.g. “XYZ Enterprises Limited is a company registered in England and Wales with company number 1234567″)
• If the business is a member of a trade or professional association, membership details, including any registration number, should be provided.
• If the business has a VAT number, it should be stated – even if the website is not being used for e-commerce transactions.
• Prices on the website must be clear and unambiguous. Also, state whether prices are inclusive of tax and delivery costs.