What should be included in an email policy?

What should be included in an email policy?

Typical Sections included in an Email Policy

• Introduction.
• Email Ownership and Privacy.
• Email Usage Guidelines.
• Email Misuse and Abuse.
• Email Retention and Backup.
• Personal Use of email / Opinions / Personal Views.
• Security / Trade Secrets / Personal Information.
• Questions / Who to ask.

What should employees be allowed to use their work email for?

Employees are allowed to use their corporate email for work-related purposes without limitations. For example, employees can use their email to: Communicate with current or prospective customers and partners. Log in to purchased software they have legitimate access to.

What is an email communication policy?

The subject line of the email should be brief, but must convey the topic of the message. If action is required, that should be indicated in the subject. Emails are meant to be brief and informative. Emails should be cordial and care should be taken to ensure that text is composed using an appropriate tone or attitude.

Why is email policy important in the workplace?

An effective email policy that helps employees understand their rights and restrictions when communicating online is good business practice. Rather than assuming employees will act responsibly, employers should clearly detail company expectations when it comes to email communication.

How do you write a policy guidelines?

Policy Writing Guidance

1. Keep it simple. Policies should be written in plain language – not legalese.
2. Keep it general. Policies cannot contemplate all possible situations.
3. Make it relevant.
4. Check for accuracy and compliance.
5. Ensure the policy can be enforced.
6. Clearly state who does what.
7. Less is more.

How do you introduce a new policy in an email?

How to Write New Policy Email to Employees

1. Be clear in what you are writing about the policy change and take all the necessary approvals from management before circulating policy changes.
2. If possible mention the reason why the management has made the change to the previous policy.

What rights to privacy should employees have in the workplace when using e mail?

“The federal Electronic Communications Privacy Act makes clear that workplace e-mail [is] the property of the employer, and employees should not expect privacy when sending, receiving, downloading, uploading, printing or otherwise transmitting electronic messages,” she said.

What guidelines and procedures are in place when using emails?

Email Creation

• Wherever possible talk instead of type!
• Never use email for urgent matters.
• Use informative subject lines.
• Stick to one topic per email.
• Be clear about any points of action.
• Avoid overuse of capital letters.
• Ensure you are emailing the correct address!
• Use mailing lists.

How do you write a simple policy?

The following steps summarise the key stages involved in developing policies:

1. Identify need. Policies can be developed:
2. Identify who will take lead responsibility.
3. Gather information.
4. Draft policy.
5. Consult with appropriate stakeholders.
6. Finalise / approve policy.
7. Consider whether procedures are required.
8. Implement.

How to make an employee email policy?

Introduction to the Email Policy The introduction explains the purpose of the policy to the reader.

Who Does the Email Policy Apply to? (Scope of the Policy) In this section,you can detail which individuals are subjected to the rules,guidelines and disciplinary procedures of

What Should Emails be Used for?

Who Owns Company Emails?

How to make an email policy?

Software access procedures. You have to state that all of the software in company devices-from Microsoft Excel to photo editing applications-has to be authorized by management and then installed

Usage of company-owned equipment. Your policy should state the different company-owned devices the policy covers.

Internet usage.

Social media.

What is corporate email policy?

Corporate email usage policy template Policy brief & purpose. Our corporate email usage policy helps employees use their company email addresses appropriately. Scope. This policy applies to all employees, vendors and partners who are assigned (or given access to) a corporate email. Policy elements. Corporate emails are powerful tools that help employees in their jobs. Disciplinary action.

What is email usage policy?

General Email Policy. (Email Usage Policy) Designed to protect the company’s reputation, the general email policy covers what is an acceptable use of email in the workplace. Having a general email policy allows both employee and employer to be on the same level when it comes to what is allowed and disallowed.