Email is an important form of internal and external communication. If email transactions will be necessary for an activity that is not work-related, then employees can possibly download viruses that can affect the performance of the equipment of the company. Corporate emails are created for professional purposes – this is only one of the things that you should make your employees understand. Listed below are some of the ways on how your business can benefit from having a comprehensive and well-detailed email policy. This Acceptable Usage Policy covers the security and use of all (Acme Corporation’s) information and IT equipment. 2 | Pragyan - Policy Handbook FOREWORD Dear Colleague, It is indeed a privilege to have you as a member of our GMR family. our staff and our students) access to the internet. Corporate email usage policy template This corporate email usage policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. If you don’t have a policy, you could be liable for privacy violations. Exemplar of Company Email Policy To be used in conjunction with “Email and the Attorney Work Product and Attorney-Client Privilege” webinar presented on September 22, 2010 by David Sasseville of Lindquist & Vennum PLLP and Sarah Stroebel of U.S. Bank. With this, it is important for employees to make sure that how they will present themselves through email transactions are beneficial to the branding and image development of the company. The description of the items or activities where the corporate emails can be used. Hence, you can protect the rights of the business without abusing the employees. Only documents in the University Governance Document Library online are considered to be the most current version. These are harassment, This policy aims to reduce risk of an email-related security incident, foster good business communications both internal and external to the company, and provide for consistent and professional application of the company's email principles. Along the lines of “business email is for business use,” your policy should make it clear to your employees that all company email is the company’s property. 3.The Policy starts with some general rules covering dos and don’ts: We have then identified six areas where legal problems might arise for you and for the Company. Aside from non-discrimination policy and dispute resolution policy, an email policy is one of the policies that you should focus on. 2.This Policy explains how e-mail and Internet access should be used. The effective date of the email policy implementation. This email policy outlines the acceptable use of business email for {COMPANY]. It is not enough for you to develop the agreement. The policy may be in the employee handbook, posted on the company intranet, or stored in a public folder. You may also see, If your company can develop a well-detailed and planned email policy, you can use this document as your proof whenever there are disputes or misunderstandings regarding the matter. You may also see appraisal policy. This policy outlines the proper use of email resources available to County of San Mateo's Workforce Members (employees, contractors, vendors, interns, extra-help, and any party who provides services or work for the County will be collectively known as "Workforce Members" for the purposes of this document) to ensure that County­ provided email services are used in compliance with applicable laws and County policies. Some time it is painful to reply on each and every mail. Policy / 11+ Email Policy Examples – PDF. Having email policy strict rules can help companies to make sure that the company email will not be used for improper transactions which can result in security concerns and other corporate damages. Try making one now and always be reminded of the items that we have discussed. As a legal document, it is important for your email policy to contain information regarding the expectations of the company on how employees will use their emails. You may also see travel policy. This email policy should include all the do's and don'ts concerning the use of the company's email system. Sample Email Policy Template. Start shaping a company email policy that’s crystal clear about your beliefs and expectations around email. Email policies protect the company’s network from unauthorized data access. An email policy can make it easier for you to ensure that employees are aware of how their email usage can affect their work processes. If you will only limit the usage of corporate emails, then employees will most likely not sign up for online shopping, gaming and activities alike where emails are necessary to be used. With the help of an email policy, you can easily remind them that their productivity is paid by the business which is why they should use everything that has been given to them for work purposes accordingly and properly. Remove, add or substitute text where appropriate. We hope that our discussion is helpful enough so that you can already develop a complete and functional email policy. This is the reason why you always have to seek professional advice whenever you are already prepared to implement or even create the policy regarding email usage. If the workforce has already agreed upon the content of the document, then you can already ensure that they are aware of the specific items that they should follow and honor with regards to corporate email usage. This article is going to focus on how you can create an email policy that best suits your business. If you are tasked to create the policies and regulations of the company, do not just focus on the creation of a dispute resolution policy, an attendance policy and all the other basic operational guidelines and rules that employees must follow and be aware of.Consider the development of an employee email policy as well. We want to ensure that our employees understand the limitations of using their corporate email accounts. [COMPANY] provides email to all authorized employees. 5.  An email policy can make it easier for the management of the business to control the online transactions of the employees. Therefore, the sending of personal emails, chain letters, junk mail, jokes and executable would be prohibited. Scope. Sample Email Policy Template. An email policy can make it more effective for them to develop a pro-active workplace. This document should clearly define the scope and limitations of email usage so that your workforce will be well-guided regarding the matter. Cookies Cookies are files with small amount of data, which may include an anonymous unique identifier. Just like any other company policies, an email policy can provide a lot of benefits to your business. 4. Sample Employee Email Policy (PDF) Sample Employee Email Policy … by any other person, or company, or which contravene the Authority’s Behavioural Standards in the Workplace policy. This could become necessary if you are sued due to the conduct of an employee and need to review their email for egregious behavior. of the company policy on email use, it needs to be readily available to them. That is, any email that is sent, received, created, or stored on a company’s computer system may be viewed and even admissible in a legal case. 8. The discussion of the proper usage of the corporate email accounts of the employees. Email Usage & Monitoring Policy Version 2.1 Page | 4 5.8 Care must be taken when sending emails. Email policies can easily counter lost productivity. Policy Templates in PDF; Policy Templates in Word and PDF; This is why there are particular company policies that focus solely on how employees use and send emails so that businesses are able to protect themselves from having their information leaked out to their competitors. Workforce Members who use email services should familiarize themselves with thi… 2) Emails Are Company Property. Here are a few of the reasons why your businesses need an email policy: 1. 100+ Policy Templates in Word | Google Docs | Apple Pages -, policy on privacy and workplace monitoring, 20+ Customer Service Policy Examples & Samples, If your business will come up with a comprehensive email policy, it can actually help you remind the employees about the agreement of the email usage. Creating an email policy is actually easy. Finally, implementation of the rules can be monitored by using email management software and email response tools. Email is essential to our everyday jobs. You may also see travel policy examples. An email policy can help you protect the laptops, personal computers and other gadgets of the business. Our corporate email usage policy helps employees use their company email addresses appropriately. Email is essential to our everyday jobs. Email is so important in our daily professional life, some time it is use for formal conversation and required answers in some specific time. The first thing that you should plan when making policy examples related to email usage is the process that you will use to relay the message that you would like your employees to be knowledgeable of. If there are things that you would like to clarify and remember, feel free to browse through the entirety of this article again. 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