What happens if my signature doesn't include a physical address?

You're in violation of CAN-SPAM. The FTC can fine you up to $43,280 per email sent without a valid physical address. Even a single commercial email without an address puts you at risk.

Can I use a PO Box instead of a street address?

Yes. CAN-SPAM accepts a PO Box as your physical mailing address. It must be a real, working box — not a fake one.

Does my signature need an unsubscribe link, or is an email address enough?

Either works, but a clickable unsubscribe link is clearer and more user-friendly. Your unsubscribe method must be obvious, easy to use, and functional within 10 business days.

Do transactional emails (order confirmations, receipts) need a CAN-SPAM signature?

Transactional emails are exempt from some CAN-SPAM rules, but it's still best practice to include your company name and address for professionalism and customer trust.

What if I work for multiple companies — do I need different signatures?

Yes. Each company should have its own signature with that company's legal name and physical address. Using the wrong company details violates CAN-SPAM.

SignatureFox

CAN-SPAM Email Signature Rules

Your email signature plays a key role in CAN-SPAM compliance — the federal law that governs commercial email in the US. Missing required disclosures or incorrect contact information can result in penalties up to $43,280 per violation. Understanding what belongs in your signature helps you stay compliant and professional.

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Note: This content is informational only and should not be considered legal advice; consult a lawyer for specific compliance questions.

Overview

Requirements

Include Your Physical Mailing Address

CAN-SPAM requires you to display a valid physical postal address in your email or signature. This can be your current business address, PO Box, or a previous address if you're no longer there — but it must be a real location. Fake or misleading addresses violate the law.

Provide a Clear Unsubscribe Mechanism

Your signature or email must include an easy way for recipients to opt out of future messages. This is typically a link to an unsubscribe page, a reply-to email address, or a dedicated preferences center. You must honor unsubscribe requests within 10 business days.

Display Your Business Name or Sender Identity

Your signature should clearly identify who you are or what company you represent. Deceptive headers or subject lines that hide your identity violate CAN-SPAM. Your name, title, and company should be readable and honest.

Honor Opt-Out Requests Promptly

Once someone unsubscribes, you have 10 business days to remove them from your list. Your signature helps facilitate this by providing the contact information or link they need. Continuing to email someone after they've opted out is illegal.

What to Include

✓Your full business name or legal entity name
✓A valid physical mailing address (street, city, state, ZIP)
✓An unsubscribe link or opt-out email address
✓Your phone number (optional but recommended)
✓A clear job title or role
✓Company website URL (optional but professional)

What to Avoid

✕Fake, misleading, or outdated physical addresses
✕Hiding your unsubscribe option in fine print or making it hard to find
✕Using a signature that masks your true identity or company name
✕Failing to respond to unsubscribe requests within the 10-day window

Disclaimer Examples

Basic CAN-SPAM Compliant Signature

With Unsubscribe Language

This is a commercial email. If you wish to unsubscribe from future emails, click here or reply with 'UNSUBSCRIBE.' We will process your request within 10 business days.

Professional with Compliance Note

💡 Pro Tip

Store your physical address, unsubscribe link, and legal business name in your email signature template from the start — this ensures every commercial email you send meets CAN-SPAM requirements automatically, without extra effort.

The Bigger Picture

Creating a compliant signature manually is error-prone, especially when you need to update addresses or unsubscribe links. SignatureFox lets you build a CAN-SPAM-ready signature with all required fields in one of six professional templates, then download it as HTML that works perfectly in Gmail, Outlook, and every major email client.

Frequently Asked Questions

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