Setting Up an Email Disclaimer in Zoho Mail

Email Disclaimer in Footer

An email disclaimer (also called a domain disclaimer or email footer) is a paragraph of text automatically appended to the bottom of every email sent from your organisation's domain in Zoho Mail, typically used for legal notices or confidentiality statements.

How This Differs from a Personal Signature

Unlike an individual email signature, which each user sets up themselves and can vary in wording or even go missing due to typos or inconsistency, a domain disclaimer is applied centrally and uniformly to every user on that domain. It's also added even when someone sends mail through a POP or IMAP client using Zoho's SMTP servers, rather than only within the Zoho Mail web interface.

Setting Up a Disclaimer

  1. Log in to the Zoho Mail Admin Console.
  2. Go to Domains and select the domain you want to configure.
  3. Navigate to Domain Disclaimer under Advanced Settings.
  4. Enter and format your disclaimer text, which supports rich text formatting.
  5. Optionally, tick "Append disclaimer only to emails sent to external recipients" if you don't want it added to internal, same-domain mail.
  6. Click Update to save.

Multiple Domains

Disclaimers are domain-specific, so if your organisation has more than one domain configured, each can have its own distinct disclaimer text. If a user has accounts on more than one domain, whichever domain they send from at that moment determines which disclaimer gets applied.

A known limitation to be aware of: Some users have reported that the domain disclaimer gets appended to every outgoing external email, including replies within an existing thread that already has the disclaimer further down, rather than detecting and skipping emails that already contain it. Unlike some Microsoft Exchange setups, where a mail flow rule can be configured to skip re-adding a disclaimer if certain text is already present, Zoho Mail doesn't currently offer an equivalent built-in rule to prevent duplicate disclaimers appearing within the same thread.
Need help? 1 Cloud Consultants can help you set up domain disclaimers across multiple Zoho Mail domains and advise on working around the duplicate disclaimer limitation. Book a discovery call with 1 Cloud Consultants.