Why You Should Include a Security Notice in Your Email Signature #
Many organizations spend significant time implementing cybersecurity controls, secure file-sharing solutions, and compliance processes, but overlook a simple opportunity to reduce risk: the email signature.
A security notice in your email signature helps set expectations before a problem occurs. It informs customers, vendors, partners, and employees that certain types of information should not be sent through standard email and that approved secure communication methods should be used instead.
For organizations handling regulated information such as Controlled Unclassified Information (CUI), export-controlled information, or contractually restricted information, this simple notification can support security awareness and reinforce established information handling procedures.
Recommended Email Signature Notice #
We recommend the following language: Plain Text
SECURITY NOTICE: Do not send CUI, ITAR/EAR-controlled, export-controlled, or other regulated sensitive information to this email address. Sensitive information must be exchanged through PreVeil or other approved secure communication channels.
This statement is intentionally simple and direct. It:
- Identifies information that should not be transmitted through standard email
- Directs the sender toward approved secure communication methods
- Sets expectations before sensitive information is transmitted
- Supports user awareness and documented handling procedures
What This Notice Does and Does Not Do #
What It Does #
A security notice:
- Communicates expectations
- Provides guidance to recipients
- Supports security awareness efforts
- Reinforces existing policies and procedures
- Encourages use of secure communication channels
What It Does Not Do #
A security notice:
- Is not a security control by itself
- Does not make standard email compliant
- Does not prevent someone from sending sensitive information
- Does not replace documented policies
- Does not replace employee training
The signature should be viewed as an awareness measure that supports your overall cybersecurity and compliance program.
What Should You Do If Someone Sends Sensitive Information to You? #
Despite warnings, it is common for customers, vendors, subcontractors, and employees to accidentally send sensitive information through standard email. The most important thing is to follow your organization’s documented procedures. For organizations using PreVeil as their approved secure communication platform, the following process may be appropriate.
Step 1: Do Not Continue the Conversation in Standard Email #
If the information appears to contain:
- CUI
- ITAR-controlled information
- EAR-controlled information
- Export-controlled technical data
- Other regulated or protected information
Avoid continuing the exchange through standard email whenever possible.
Step 2: Move the Message Into Your Secure Environment #
If your organization has deployed PreVeil and integrated it into the email client:
- Move the message into the secure mailbox
- Store the information within the approved secure environment
- Follow your organization’s handling procedures
Organizations should verify that their handling procedures permit this workflow before adopting it.
Step 3: Notify the Sender #
Respond professionally and courteously.
Example:
Thank you for the information. This email address is not intended for regulated or sensitive information. Please use our approved secure communication method for future exchanges. We have moved this communication into our secure environment and will continue the discussion through approved channels.
Step 4: Continue Communications Through Secure Channels #
Once the communication has been moved into an approved secure environment:
- Continue sharing files there
- Continue messaging there
- Store documents there
- Maintain the conversation there
The goal is to prevent sensitive information from continuing to spread through standard email systems.
What If the Other Party Does Not Have a Secure Communication Method? #
This situation is extremely common. Many suppliers, customers, consultants, and subcontractors understand they need secure communications but have never implemented a secure platform. If they do not currently have an approved secure solution, consider directing them to resources that help them establish one. EasyITGuys clients may use the following guide:
Signup for PreVeil Express for Secured File Sharing and MessagingPreVeil Express provides a simple method for secure messaging and secure file sharing that can be used for exchanging protected information.
Organizations should independently verify that any communication platform meets their contractual, regulatory, and compliance requirements before using it.
Additional Considerations #
Before implementing a signature notice, consider.
Your Compliance Requirements #
Different organizations may be subject to:
- CMMC
- NIST SP 800-171
- ITAR
- EAR
- DFARS
- Contract-specific security requirements
Your notice should align with your actual compliance obligations.
Your Approved Communication Platforms #
Be clear about:
- Which systems are approved
- Which systems are not approved
- Where sensitive information belongs
- How employees should respond when mistakes occur
Your Policies and Procedures #
Your email signature should reinforce your documented procedures, not create new ones.
Employees should be trained on:
- What constitutes sensitive information
- How to identify it
- How to store it
- How to transmit it
- What to do when it is received improperly
Final Thoughts #
A well-written email signature notice is not a compliance control, but it is a valuable awareness tool. By informing recipients not to send regulated information through standard email and directing them toward approved secure communication methods, you reduce the likelihood of accidental disclosure and reinforce good cybersecurity practices.
Combined with clear policies, employee training, and secure communication platforms such as PreVeil, an email signature notice can become a simple but effective component of your overall information protection strategy.
Sources: model.pdf, CMMC 2.0 WP update Feb22-FINAL.pdf, CMMC L2 – Self Assessment Guide.pdf, understanding-cmmc-program.pdf, nistspecialpublication800-18r1.pdf, actifile nist 800171 and CMMC l2 control mappings.pdf
