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Email Policy Template

[COMPANY] Email Use Policy

This policy was created by CompanyPolicies.org.

Employees should all be aware that email is not a secure nor private means of communication and that there is no expectation of privacy. One should never send an email that they would not want to be published in the newspaper, read by the police or even a family member.
Emails can be ‘sniffed’ by software that may capture them over the internet and may be made public by parties who may not have your best interest in mind. Be aware of the risks – email messages, once sent, cannot be recalled and may be uncovered years after sending them.

This policy covers appropriate use of any email sent from a [COMPANY] email address and applies to all employees, vendors, and agents operating on behalf of [COMPANY] whom are permitted to use the company’s email infrastructure.

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:

  1. Do not write emails in capitals, this is the equivalent of shouting
  2. Enable spell checking,
  3. Read the email before you send it. (Read twice, send once.)
  4. Include a signature conforming with the company format,
  5. Use proper grammar and punctuation.
  6. Include instructions on compressing attachments to save bandwidth.
  7. 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 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.

[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.

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.

User Compliance

I understand and will abide by this Email Use Policy.
I further understand that should I commit any violation of this policy, my access privileges may be revoked, disciplinary action and/or appropriate legal action may be taken.



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             Employee Signature                          Date