Template
Effective Date: [Insert Date]
Last Revised: [Insert Date]
Purpose
This email policy ensures the proper use of [Company Name]'s email system and protects the company from data breaches, legal issues, and productivity loss. It outlines the acceptable use of company email accounts and the procedures for managing and securing email communications.
Scope
This policy applies to all employees, contractors, consultants, and any other individuals accessing the company’s email system.
Acceptable Use
- Business Purposes: The company email system is primarily used for business-related communications. Employees should use their company email accounts to conduct business activities as part of their job responsibilities.
- Personal Use: Limited personal use of company email is permitted, provided it does not interfere with work duties, consume excessive resources, or violate company policies.
Prohibited Use
The following activities are strictly prohibited:
- Sending or forwarding offensive or inappropriate content, including discriminatory content, harassing, or otherwise violating company policies.
- Using email for illegal purposes, including but not limited to unauthorized access to systems, distribution of malware, or sending spam.
- Sharing confidential or proprietary information with unauthorized individuals or outside the organization without proper authorization.
- Using company email for personal gain, including conducting personal business or promoting side businesses.
- Impersonating another person or misrepresenting your identity or affiliation with the company.
Email Security
- Passwords: Employees must protect their email accounts by using strong passwords and changing them regularly. Sharing passwords is strictly prohibited.
- Phishing and Spam: Employees should be vigilant for phishing emails and report any suspicious emails to the IT department. Do not click on links or download attachments from unknown or untrusted sources.
- Confidentiality: Sensitive information should be encrypted or otherwise secured when sent via email. Avoid using email to transmit highly confidential or personal data unless absolutely necessary.
Email Retention
Retention Policy: Emails should be retained per [Company Name]’s data retention policy. Employees should regularly archive or delete emails no longer needed for business purposes.
Legal Holds: In the event of litigation or investigation, employees may be required to preserve relevant emails. The IT department will issue specific instructions when a legal hold is in place.
Monitoring
Company Rights: [Company Name] reserves the right to monitor and review all email communications sent or received through the company email system. Monitoring is conducted to ensure compliance with company policies, legal requirements, and to protect the organization’s interests.
Privacy: While the company respects employee privacy, employees should understand that email communications are not completely private and may be subject to monitoring.
Violations
Violations of this Email Policy may result in disciplinary action, including termination of employment. Specific actions may include:
- Verbal or written warning for minor infractions.
- Suspension for serious or repeated violations.
- Termination for severe or malicious violations, such as sharing confidential information or engaging in illegal activities.
Policy Review
This policy will be reviewed annually and updated to reflect technological changes, legal requirements, or company practices.
Contact Information
For any questions or concerns regarding this policy, please contact [HR Department/Manager Name] or the IT department at [Contact Information].
Acknowledgment of Receipt
I, [Employee Name], acknowledge that I have received, read, and understood the Email Policy of [Company Name].
Signature: _________________________
Date: ______________________________
FAQs
What should I do if I receive a suspicious email?
If you receive a suspicious email, immediately report it to the IT department for further investigation. Do not click on any links or download attachments.
Can I use my work email for personal matters?
While minimal personal use of your work email may be permissible, it should not interfere with your responsibilities.
How can I ensure my email account is secure?
To enhance the security of your email account, use a strong password, enable two-factor authentication where possible, and regularly update your security settings. Be vigilant about phishing attempts and report them.
Are my emails monitored by the organization?
Yes, all email communications are subject to monitoring to ensure compliance with the company’s policies and legal regulations.