Simple Confidentiality Statement Samples: Email and Document Disclaimer Examples 

Clear, secure communication is the foundation of a strong attorney-client relationship. Whether information is shared through email or attached documents, any breach of confidentiality can result in loss of privilege, compromised cases, regulatory penalties, and significant financial risk. 

Because email remains the primary communication method for most law firms, adding a confidentiality email disclaimer is a basic but essential safeguard. The same principle applies to legal documents. A confidential disclaimer for documents helps ensure sensitive information is handled properly, even if it reaches the wrong recipient. 

Below, you will learn why law firms use confidentiality statements, what they should include, and review simple confidentiality statement samples you can adapt for emails and documents. 

Why Law Firms Use Confidentiality Statements and Notices 

Cyberattacks and accidental disclosures continue to rise across the legal industry. Law firms are frequent targets because they store large volumes of sensitive client information, financial records, and privileged communications. 

Confidentiality emails and confidential notices for documents help reduce risk by clearly stating how information may be used, shared, or disclosed. While a disclaimer alone does not replace strong cybersecurity practices, it reinforces expectations and may help limit liability in the event of an unintended disclosure. 

Protecting Sensitive Client Information 

A confidentiality email or document notice reminds recipients that the information they are receiving is private and restricted. These statements discourage forwarding, copying, or sharing content without authorization and promote careful handling of sensitive material. 

Including a confidential statement for documents is especially important when sharing pleadings, contracts, financial records, or discovery materials electronically.  

Preventing Unintentional Disclosure 

Mistakes happen. Emails are misaddressed, and documents are occasionally shared with unintended recipients. A clear confidentiality statement for documents provides immediate instructions on what to do if information is received in error. 

This added layer of protection demonstrates the firm’s commitment to confidentiality and reinforces professional standards, even in situations beyond the firm’s control. 

Compliance and Risk Management Benefits 

Confidential disclaimers support broader compliance efforts at both the state and federal level. When combined with secure passwords, encrypted file sharing, and staff training, confidentiality statements help reduce exposure to litigation, regulatory scrutiny, and reputational harm. 

Types of Information That Require a Confidential Statement 

Not every email or document requires the same level of protection. Law firms should clearly identify what qualifies as confidential to reduce risk and improve consistency. 

Attorney-Client Privileged Information 

All communications between an attorney and client are confidential by nature and should include a confidentiality email or document disclaimer. 

Client Financial and Personal Information 

This includes social security numbers, addresses, banking details, income records, and tax documents. A confidential disclaimer for documents containing this information is critical to prevent fraud and identity theft. 

Litigation Strategy and Case Materials 

Motions, briefs, evidence, witness information, and internal legal strategies should always include a confidential notice for documents to prevent unauthorized use. 

Internal Firm Information 

Firm financials, employee data, client lists, and operational details should be protected with a confidential statement for documents and internal emails. 

Key Elements of an Effective Confidential Statement 

An effective confidentiality statement for documents or email should include the following elements. 

Clear Identification of Confidential Information 

Specify that the content is confidential and may include legal, financial, or personal information. 

Instructions for Unintended Recipients 

Direct unintended recipients to notify the sender and delete the email or document immediately. 

Prohibition of Unauthorized Use 

Clearly state that copying, forwarding, or distributing the information without permission is prohibited. 

Limitation of Liability 

Where appropriate, include language that limits responsibility for unauthorized disclosure. 

Ongoing Review 

Confidential disclaimers should be reviewed periodically to reflect changes in law and firm policy. 

Best Practices for Confidentiality Emails and Document Disclaimers 

Use Clear and Simple Language 

A simple confidentiality statement sample is often more effective than lengthy legal language. The goal is clarity, not complexity. 

Match the Disclaimer to the Medium 

A confidentiality email may differ slightly from a confidential disclaimer for documents. Emails often focus on message content, while documents may reference attachments, enclosures, or printed materials. 

Customize for Your Firm 

Each confidentiality statement should align with your firm’s jurisdiction, data protection requirements, and internal security policies. 

Simple Confidentiality Statement Samples 

Below are ready-to-use examples that can be adapted for emails or documents. 

Simple Confidentiality Email Sample 

“This email and any attachments contain confidential information intended only for the named recipient. If you are not the intended recipient, please notify the sender and delete this message. Any unauthorized use, disclosure, or distribution is prohibited.” 

Confidential Statement for Documents Sample 

“This document contains confidential and privileged information intended solely for the authorized recipient. Unauthorized review, copying, distribution, or use of this document is prohibited. If received in error, please notify the sender and destroy all copies.” 

Confidential Disclaimer for Documents with Attachments 

“This document and any attachments contain confidential information. If you are not the intended recipient, you are hereby notified that any disclosure, copying, or distribution of this material is strictly prohibited.” 

Additional Disclaimer Templates for Specific Use Cases 

Financial Information Confidentiality Statement 

“This document contains confidential financial information intended only for the designated recipient. Unauthorized access or distribution is prohibited.” 

Virus and Security Notice 

“While precautions are taken to ensure security, the sender does not accept liability for any damage caused by viruses or corrupted files transmitted with this document.” 

Go Beyond Disclaimers with Secure Legal Technology 

A confidentiality email or document notice is only one part of protecting sensitive information. True data security requires secure document management, controlled access, and reliable systems that support compliance. 

TimeSolv helps law firms protect client data beyond the inbox. With secure document storage, client portals, encrypted access, and compliance-ready reporting, your firm can manage time, billing, and sensitive information with confidence. 

Schedule a demo to see how TimeSolv supports secure, efficient legal operations without adding complexity.