Compulsory details on emails and websites

I’ve heard that there are new laws in place regarding company information on email signatures, and if this is not followed as the business owner, I could be prosecuted. Is this right?
Yes. As of January 2007, there’s an addition to the Companies Act which requires all companies to include
specific information on emails, and also on their website.
What kind of information?
Basic information about the company’s name, contact details and registration.
That’s easily done.
But that’s not the whole story. As well as the obligatory details, there are some voluntary ones which are
highly advisable to include too.
Why is that?
To ensure that contracts made via email are legally binding to both parties, and to ensure against
misinformation and certain liabilities you may find yourself exposed to.
You’d better tell me more!

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What are the obligatory pieces of information, and where should they be supplied?
They should appear on the signature, at the end of each outbound email. You will often find these in another
size and font, to differentiate from the text of the email.
So what should that signature include?
As the provider of a service, the name of your company, the geographic address (not a PO Box), and email
address. Also the name of the organisation acting within the company if the name differs, for example, ‘Joe
Bloggs Ltd is the trading name of John Smith Ltd.’
That’s fine. Anything else?
Yes. Your company’s registration number, and its place of registration, e.g. Joe Bloggs Ltd is registered in
England and Wales with company number 7654321.’ You must also include your VAT number if registered.
Does this also apply to my company website?
Yes it does. The information should be in an obvious place, on the ‘About Us’ section or similar.
Isn’t it sufficient to have a ‘contact us’ form, and is the information really necessary if the website isn’t used for
transactions, just to explain our services?
Either way the information must be there, and a contact form isn’t enough. For a checklist of these obligatory
details, click here.
I had no idea. You’ve saved my bacon there! Back to emails – is there any way to ensure that the signature with
all this information is always there?
Yes there is. It’s not the best idea to leave it to employees to put this on their own signatures. Psychosis can
ensure that a standard signature accompanies all outgoing emails through your server.
That’s good to know. How about the ‘voluntary’ information that’s advisable to include?
This is also important. You should include a phrase about confidentiality of emails, asking for accidental
recipients to discard it, should an email go astray.
What if a recipient claims they’ve picked up a virus from an email?
You should include a disclaimer about that, by stating that all emails have been checked for viruses, and
naturally Psychosis can also help ensure that this is actually carried out.
What else should I include?
You can’t always be sure of what content employees are putting in their emails, so it’s good to state that the
words of an individual don’t necessarily reflect those of the company.
Right. What other phrases are advisable to cover myself from potential problems?
Further liability disclaimers are important to cover yourself from negligence, and helping to ensure that
contracts are legal and binding.
You’ve just saved me a lot of hassle.


Psychosis can offer comprehensive advice and help in all legally required email and website information. Click here for more information.


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