Email Acceptable Use Policy Overview

Email Acceptable Use Policy Summary

• Email is a standard way to communicate in business and can cause difficulties if used incorrectly or inappropriately.
• The purpose of the email policy is to reduce security and business risks, inform employees how to use company email, ensure good email etiquette, and satisfy legal obligations.
• The policy applies to all staff, contractors, and volunteers who use the company email system, regardless of location or device.
• Business email use is encouraged and includes communication with customers or suppliers, marketing, and distributing information to colleagues.
• Personal email use is allowed during non-work times, with restrictions on content and impact on other users.
• Only authorized users may use the company's email system, and unauthorized use may result in disciplinary action.
• Email security guidelines include not opening attachments from unknown sources, not disabling security software, and not sending confidential company data.
• Inappropriate email content and use, such as defamatory or offensive material, is prohibited.
• Copyright laws must be respected, and users should not share copyrighted software or materials without permission.
• Users should be cautious about making commitments or agreements via email, as it may form a legally binding contract.
• Email marketing and bulk email campaigns must be authorized by the marketing manager and implemented using the company's email marketing tool.
• Email best practices include using meaningful subject lines, avoiding chain emails and all capital letters, and being sparing with group messages and CC/BCC fields.