Email Policy – Ten Things to Include in Your Corporate Email Usage Policy

Do you have an Email policy in place for your organization? If you don’t, you’d better get one fast. Email policies are important since they spell out what the company considers as appropriate email usage and more importantly, what is considered as inappropriate usage GoDaddy email login. You can either create a separate email usage policy or you can include an email policy section in your Employee handbook. In both cases it is a good idea to ask the employees to sign the policy, indicating that they have read and understood the document.

The policy should list email risks to make users aware of the potential harmful effects of their actions. Advise users that sending an email is like sending a postcard: if you don’t want it posted on a bulletin board, then don’t send it.

This should include email etiquette and writing rules in order to uphold the good reputation of the company and to deliver quality customer service. For instance, include 5 etiquette rules: 1. Do not write emails in capitals, 2. Enable spell checking, 3. Read the email before you send it.4. Include a signature conform company format, 5. Use proper grammar and punctuation. Also include instructions on compressing attachments to save bandwidth.

The policy should state whether personal emails are accepted and if so, to what extent. You can for instance set limits on the times of day that personal emails can be sent (only during breaks), or you could require personal emails to be saved in a separate folder. In addition, state that employees are prohibited from sending or receiving certain email attachments, such as exe, mp3 or vbs files. You could also include a maximum file size for attachments sent via email.

Warn users that they are making use of the company’s email system and that they should not engage in non-business activities that unnecessarily tie up network traffic. The policy must also cover the use of newsletters & newsgroups. For instance you can state that employees may only subscribe to a newsletter or newsgroup if this directly relates to their job.

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