1.0 Purpose

The purpose of this policy is to ensure the proper use of COMPANY NAME email system and make users aware of what COMPANY NAME considers as acceptable or unacceptable use of its email system. COMPANY NAME reserves the right to amend this policy at its discretion.

2.0 Scope

This policy covers appropriate use of any email sent from COMPANY NAME   email address and applies to all employees, vendors, and agents operating on behalf of COMPANY NAME

3.0 Policy

COMPANY NAME believes email as an important means of communication and recognizes the importance of proper email content and speedy replies in conveying a professional image and delivering quality customer service. Users should take the same care in drafting an email as they would for any other communication.  Therefore, COMPANY NAME wishes users to adhere to the following guidelines:

3.0.1 Writing emails:

1. Write well-structured emails and use short, descriptive subjects.
2. When addressing clients make sure that you are authorized to write directly to client representatives – if in doubt check with your supervisor
3. When including client representatives in a list of recipients take extra care to ensure that the style and content of the mail is appropriate
4. COMPANY NAME email style is informal. This means that sentences can be short and to the point. You may start your email simply with the name of the person. Messages may be ended with ‘Best Regards’. The use of Internet abbreviations, smileys, and religious greetings is discouraged.
5. Signatures must include your name, job title and company name. A disclaimer will be added underneath your signature (see Disclaimer)
6. Spell check  all mails prior to transmission.
7. Do not send unnecessary attachments. It is recommended to compress attachments larger than 200K before sending them.
8. Do not use UPPER case alphabets unless using it as a title. This gives a negative connotation (looks like you are yelling those words)
9. Do not use cc: or bcc: fields unless absolutely required and the recipient is aware what action, if any, to take.
10. If you forward mails, state clearly what action you expect the recipient to take.
11. Only send emails of which the content could be displayed on a public notice board. If they cannot be displayed publicly in their current state, consider rephrasing the email, using other means of communication, or protecting information by using a password.
12. No discussions in email. When people start “talking” in email, please stop.
13. Only mark emails as important if they really are important.

3.0.2 Maintenance:

a)      Delete any email messages that you do not need to have a copy of, and set your email client to automatically empty your ‘deleted items’ on closing.

3.0.3 Personal Use

The company’s email system is meant for business use, COMPANY NAME does not allow personal usage. The company also discourages the sending of chain letters, junk mail, jokes and executables. All messages distributed internally via the company’s email system are COMPANY NAME property. Please note that you may be held liable for legal as well as disciplinary action if the rules in this Email Policy are violated in any way.

3.0.4 Confidential information

Avoid sending any confidential information via email. If you are in doubt as to whether to send certain information via email, check this with your supervisor first.

3.0.5 Encryption

Users may not encrypt any emails without obtaining written permission from their supervisor. If approved, the encryption keys must be made known to the company.

3.0.6 Email Quota

All users shall be provided with a 2 GB mailbox space on the server when we move to exchange in house. All users are recommended to keep checking their mailbox space utilization at 15 day intervals and must maintain their mailbox size at a level to avoid an ‘out of storage space’ situation.

3.0. 7 Email accounts

All email accounts maintained on our email system are the property of COMPANY NAME Solutions (Pvt.) Ltd. Passwords should not be given to other people and should be changed at least once a month.

3.0.8 System Monitoring

Users of the company’s email system expressly waive any right of privacy in anything they create, store, send or receive on the company’s computer system. COMPANY NAMEmay monitor emails without prior notification. If there is evidence that anyone is not adhering to the guidelines set out in this policy, COMPANY NAME reserves the right to take disciplinary action, including termination and/or legal action.

3.0.9 Disclaimer

The following disclaimer may be added to each outgoing email:

‘This electronic mail is intended only for the addressee(s). Any use, distribution, copying or disclosure by unauthorized personnel is strictly prohibited’.

3.0.10 Questions

If you have any questions or comments about this Email Policy, please contact    , COMPANY NAME

4.0 Prohibited Use

The following rules must be strictly adhered to.  It is prohibited to:

a)            Send or forward emails containing libelous, defamatory, offensive, racist, obscene or sexual remarks and religious material/comments.

b)      Forward or copy a message containing confidential or copyrighted information without acquiring prior permission from the sender/owner of the information.

c)       Send unsolicited email messages.

d)      Forge or attempt to forge email messages.

e)      Disguise or attempt to disguise your identity when sending mail.

f)       Send email messages using another person’s email account.

g)      Send an attachment that contains a virus, spyware, adware, or any such malicious code.

If you receive an email which is in violation of the above rules, you must promptly notify your supervisor.

5.0 Enforcement

Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

6.0 Definitions

Terms                                   Definitions

Email                                     the electronic transmission of information through a mail protocol such as SMTP or IMAP. Typical email clients include Microsoft Outlook.

Forwarded email             Email resent from an internal network to an outside point.

Chain email or letter      Email sent to successive people.  Typically the body of the note has direction to send out multiple copies of the note and promises good luck or money if the direction is followed.

Sensitive information   Information is considered sensitive if it can be damaging to COMPANY NAME or its customers’ reputation or market standing.

Virus warning.                  Email containing warnings about virus or malware. The overwhelming majority of these emails turn out to be a hoax and contain bogus information usually intent only on frightening or misleading users.