Email Acceptable Use Policy Summary

Email Acceptable Use Policy Document Summary

• Email is a crucial communication tool in business, and this policy aims to reduce security and business risks, inform staff of acceptable email use, ensure good email etiquette, and fulfill legal obligations.
• The policy applies to all staff, contractors, and volunteers using the company email system, regardless of location or device used.
• Business email use is encouraged for communication with customers or suppliers, marketing, and distributing information to colleagues.
• Personal email use is allowed, but should be of a reasonable level, restricted to non-work times, and comply with all policy rules.
• Only authorized users are permitted to use the company email system, and unauthorized use is prohibited.
• Email security measures, such as not opening attachments from unknown sources and not sending confidential data via email, are emphasized to prevent security issues.
• Inappropriate email content, including defamatory, illegal, or offensive material, is strictly prohibited.
• Users are not allowed to share copyrighted material or make commitments via email without proper authorization.
• Users must not remove or alter the standard email disclaimer in their messages.
• Email marketing and bulk email campaigns must be authorized by the marketing manager and implemented using the company’s email marketing tool.
• Best email practices include using meaningful subject lines, avoiding chain emails, and being cautious with group messages and the use of capital letters.
• The company reserves the right to monitor employee email use and will take disciplinary action against users who knowingly breach the policy.