Email Acceptable Use Policy Overview

Email Acceptable Use Policy

• Email is a standard way of communication in business and can cause difficulties if used incorrectly or inappropriately
• The purpose of this email policy is to reduce security and business risks, clarify how employees can use company email, ensure good email etiquette, and satisfy legal obligations
• This policy applies to all staff, contractors, and volunteers who use the company email system, regardless of location or device
• Business email use is encouraged, including communication with customers or suppliers, marketing, and distributing information to colleagues
• Personal email use is allowed during non-work times, but must be of a reasonable level and not affect the email service for others
• Only authorized users are permitted to use the company email system, and unauthorized use is prohibited and may result in disciplinary action
• Users must follow key areas of email security, such as not opening email attachments from unknown sources, not disabling security or email scanning software, and not sending confidential company data via email
• Inappropriate email content and use, including defamatory or offensive material, illegal activities, and messages that could damage the company's image or reputation, are strictly prohibited
• Copyright laws must be respected, and users must not share copyrighted software, media, or materials owned by third parties without permission
• Users must be cautious about making commitments or agreements via email, as an email message may form a legally-binding contract
• Email marketing and bulk email must be authorized by the marketing manager and implemented using the company's email marketing tool
• Users should follow email best practices, such as avoiding chain emails, using meaningful subject lines, not using ALL CAPITAL LETTERS, and being sparing with group messages and carbon copies (CC)

Note: This is a partial summary of the document, as the full text was not provided.