Create Your Company's Email Policy instantly!

Use this form to quickly and easily generate your company's Email Policy (Email Use Policy) for posting on your company's internet page, intranet or other electronic distribution method.


You only need enter your company's name and contact information in the top area before generating the policy, by default the generator will create a document which complies with general industry best practices. You may tweak your policy by checking or unchecking the boxes below to custom craft a unique policy for your firm. You should always review your policy with a local lawyer to ensure that it complies with all local ordinances and rules for your jurisdiction.


 Info  Your Company Name, URL, Information and Contact
info Company Name
info Your Site URL
info Contact Link
info Email Address
info   Email Encryption No Encryption  
Encrypt Email Encrypt with JavaScript
 Info  Email Policy Clauses - Check or uncheck as needed
info Best Practices
Each email you send, reflects upon your level of professionalism, courtesy and behavior. When representing the company, always pay attention to grammar and usage – some key points to keep in mind are:
  •   → Do not write emails in capitals, this is the online equivalent of shouting,
  •   → Enable spell checking,
  •   → Read the email before you send it. (Read twice, send once.),
  •   → Include a signature conforming with the company format,
  •   → Use proper grammar and punctuation,
  •   → Include instructions on compressing attachments to save bandwidth,
  •   → When forwarding emails to parties outside of the organization, be sure to read the entire chain of replies to be sure the no confidential or proprietary information is inadvertently passed on to others.
Confidential Data
Employees are advised to be aware of inadvertently passing on confidential company data. This may happen when long chains of emails with replies are passed on to new parties, who may read the entire document history. A good practice is to keep each email restricted to one subject and have that subject in the ‘subject’ line of the message.
Passwords
Passwords should be changed regularly and should be reasonably secure to prevent the unauthorized use of your email. Do not share your password with anyone. Do not reveal your password over the telephone to anyone professing to be from the “IT Department”, they do not need your password.
Prohibited Use
The [COMPANY] email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any [COMPANY] employee should report the matter to their supervisor immediately.
Personal Use
Using a reasonable amount of [COMPANY] resources for personal emails is acceptable, but non- work related email shall be saved in a separate folder from work related email. Sending chain letters or joke emails from a [COMPANY] email account is prohibited. Virus or other malware warnings and mass mailings from [COMPANY] shall be approved by [COMPANY] VP Operations before sending. These restrictions also apply to the forwarding of mail received by a [COMPANY] employee or coworker.
Monitoring
[COMPANY] employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system. [COMPANY] may monitor messages without prior notice. [COMPANY] is not obliged to monitor email messages. [COMPANY] assumes no responsibility for the content of any employees emails which do not comply with this policy.
Document Retention Policy
All emails sent through the company’s email system may be retained for document archivization purposes. These documents will be retained for a duration deemed suitable by the company and in full compliance with all applicable laws, rules and regulations.
Enforcement
Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment. Illegal use of the company email system may even result in prosecution if deemed necessary.
 
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Click the appropriate button above to generate either a formatted Privacy Policy or the raw HTML source code for your Privacy Policy; if you wish to preview your Privacy Policy first, you may simply generate it. The Preview screen will also display the option to generate the HTML for your Privacy Policy.