Get Access to World’s largest Template Library & Tools

How to Make an Employee Email Policy

Employees will always have a company email so that they can receive updates or send important information to anyone who’s involved with the company that they work for. However, business owners have to make sure that their employees know that there are certain things that employees can and cannot do when it comes to company emails.

So, they have to set up rules and regulations in regarding how employees are allowed to use their company emails. This article is going to focus on how you are going to come up with a company policy specifically aimed at the usage of company emails.

Steps for creating your employee email policy

If you want to make sure that your employees completely understand how they should use their company emails, then you have to be very specific and detailed. So, here are the steps that should help you create your company’s email policy:

how to make an employee email policy 1 788x

1. Point out its permitted uses

Although you want to make sure that this type of general email is used only for business-related purposes, you can’t help it if employees receive a couple of personal emails from time to time. So, here are the things employee are allowed to do with company emails:

2. Point out the limits of their personal use

While your company will allow your employees to use emails for personal use, you don’t want them to take advantage of this type of freedom. You may also see policy templates

3. Set out the devices they may use to access their company emails

If you think that employees must only use company-owned items such as company phones or computers to access their company emails, then you may state so in the sample policy. However, if you would allow them to access it from their personal devices, then you have to take some extra precautions to ensure that they will not be sharing company information with outsiders (whether it’s intentional or not).

4. Permissible content

You should state how you want your employees to create every email when it comes to business-related matters. You want them to make it feel as if they’re creating a business letter wherein there’s a proper format that they have to follow. An overly formal style may seem tedious to people used to quick, friendly emails, so you can point out that not all mails have to be formal. There are also some rules that you would want your employees to follow when creating their content, so here are some examples:

5. Specify the prohibited content

You’ve already talked about what you want your employees to place in the simple emails they’re going to send. The next thing that you have to do is to point out what you prohibit them from sending. You do not want your employees to send any content that could potentially ruin the image of your company or, even worse, compel someone to file a lawsuit against you. So, here are examples of what you should prevent your employee from sharing when using company email:

6. Consequences for misuse of email

It should be pretty obvious that whenever rules are violated, you can’t just let things go unpunished. So, here are some disciplinary actions you can take against an employee for violating your email policy:

7. Implementation of the policy

Once you have everything set up for your simple email policy, the next step is for you to implement the policy. So, what you’re going to do is to make sure that you have a meeting wherein you discuss the email policy. It’s even better when you do it during employee training as you can discuss all the other important policies of your company at the same time. Once you’re done discussing the policy with your employees, the next step is to have them sign an acknowledgement letter to ensure that they have understood and agreed to the policy.

If you want to make sure that your employees are able to have access to the rules of your company at all times, then it’s best that you have these general policies in a medium that they can carry around at all times. That would be something like an employee handbook. Just make sure that your employees provide their signatures to ensure that they have no excuse if they fail to follow these rules and procedures.

Remember that company sample emails might have information that you wouldn’t want anyone to know about, especially if the information has something to do with important company secrets. So, be sure to follow the steps above to help you create rules that will protect you and your company from anyone that may just try to jeopardize your business.

More in Business

13+ Company Description Examples - PDFRestaurant Menu
19+ Power of Attorney Templates41+ Payment Receipt Templates - DOC, PDF
5+ Telephone Screening Templates in PDFHow Competitor Research Helps Your Business
16+ Sample Letter of Instruction Templates - PDF, DOC36+ MS Word 2010 Format Quotation Templates
16+ Catering Quotation Templates - Word, PDF8+ Facility Management Plan Templates in PDF
3+ Audit Debrief Templates in PDF | MS Word11+ Recruitment Agency Service Level Agreement Templates in PDF | MS Word
11+ Audit Executive Summary Templates in PDF | MS Word7+ Anti Fraud Templates in MS Word | PDF
10+ Logistics Business Plan Templates in Google Docs | MS Word | Pages | PDF11+ Logistic Report Templates in PDF
11+ Event Logistics Plan Templates in PDF | MS Word10+ Import and Export Logistics Templates in PDF
7+ Logistics Assessment Templates in PDF11+ Event Logistics Checklist Templates in PDF
10+ Fleet Management Templates in PDF | MS Word44+ Payroll Templates
4+ Team Assessment Questionnaire Templates in PDF | DOC10+ Self Evaluation Questionnaire Templates in PDF | DOC
14+ Customer Satisfaction Questionnaire Templates in PDF | DOC10+ Empathy Statement Templates
21+ Patient Questionnaire Templates in PDF | DOC21+ Health Survey Questionnaire Templates in DOC | PDF
6+ Customer Survey Questionnaire Templates in PDF | Excel10+ Quality Assurance Questionnaire Templates in PDF | Microsoft Word
17+ Training Questionnaire Templates in PDF | DOC13+ E-Commerce Questionnaire Templates in PDF | Microsoft Word
10+ Behaviour Questionnaire Templates in PDF | DOC14+ Literature Review Examples
28+ Wedding Album Templates – Free Sample, Example, Format Download11+ Social Media Marketing Contract Templates in PDF | MS Word
15+ Mileage Log Templates - DOC, PDFEssential Guidelines When Writing A Promotion Application Letter
10+ Business Valuation Document Templates in Google Docs | PDF | Word | Pages10+ Regulatory Bulletin Templates in PDF | Word
11+ New Manager's Onboarding Checklist Templates in Excel | Word | Numbers | Pages | Google Docs | PDF10+ Travel Insurance Document Templates in Google Docs | Google Sheets | Excel | Word | Numbers | Pages | PDF
10+ Business Succession Plan Templates in Google Docs | Word | Pages | PDF11+ Project Onboarding Checklist Templates in Google Docs | Word | Excel | Numbers | Pages | PDF
10+ Earnings Per Share Templates in Google Docs | Google Sheets | Word | Excel | Numbers | Pages | PDFHow to Graciously Decline a Business Proposal
9+ Offboarding Workflow Templates in PDF | Word | Pages | Google Docs10+ Onboarding Process Templates in Excel | Word | Numbers | Pages | PDF | Google Docs
10+ Longevity Insurance Document Templates in Google Docs | Word | Pages | PDF10+ Client Onboarding Checklist Templates in Google Docs | Word | Pages | PDF | Numbers | Excel
10+ Yacht Insurance Document Templates in Google Docs | Word | Pages | PDF9+ Company Policies Checklist Templates for New Hires in Google Docs | Excel | Numbers | Numbers | Pages | PDF
10+ Pet Insurance Templates in Google Docs | Word | Pages | PDF10+ Revenue Per Employee Ratio Templates in Google Docs | Google Sheets | MS Word | Excel | Numbers | Pages | PDF
10+ Auto Insurance Templates in Google Docs | Word | Pages | PDF10+ Return on Equity Templates in PDF | DOC
10+ Onboarding Feedback Form Templates in Google Docs | PDF | Word | Pages10+ Homeowners Insurance Templates in Google Docs | Word | Pages | PDF
10+ Average Revenue Per User Templates in Google Docs | Google Sheets | Excel | Word | Numbers | Pages | PDFHow To Make/Create an Employment Application Form [Templates + Examples] 2023
10+ Pre-Employment Agreement Templates in Google Docs | Word | Pages | PDFFREE 10+ Reinsurance Contract Templates in Google Docs | Word | Pages | PDF
10+ Business Owner Policy Templates in Google Docs | PDF | Word | Pages10+ Multiple Employer Welfare Arrangement Templates in Google Docs | Google Sheets | Excel | Word | Numbers | Pages | PDF
11+ Agency Announcement Templates in PDF | DOC10+ Capital Management Templates in Google Docs | Word | Pages | PDF
10+ Marginal Revenue Templates in Google Docs | Google Sheets | Excel | Word | Pages | Numbers | PDF10+ Unilateral Trade Agreement Templates in Google Docs | Word | Pages | PDF
10+ Revenue Agent's Report Templates in Google Docs | Word | Pages | PDF10+ Accrued Revenue Templates in Google Docs | Google Sheets | Excel | Word | Numbers | Pages | PDF
10+ Welcome Letter Templates to New Employee in Google Docs | Word | Pages | PDF11+ Agency Invitation Templates in PDF | DOC
10+ Onboarding Schedule Templates in Google Docs | Word | Pages | PDF | Numbers | Google Sheets | Excel10+ Onboarding Plan Templates in Google Docs | PDF | Word | Pages
10+ Depreciation Calculator Templates in EXCEL5+ Training Business Plan Templates in PDF
10+ Multilateral Trade Agreement Templates in Google Docs | Word | Pages | PDFFREE 4+ 457 Savings Calculator Templates in XLS
10+ Cash Accounting Templates in Google Docs | Google Sheets | Excel | Word | Numbers | Pages | PDF10+ New Hire Onboarding Checklist Templates in Excel | Numbers | Word | Google Docs | Pages | PDF
10+ Profit Margin Templates in Google Docs | Google Sheets | Excel | Word | Numbers | Pages | PDF9+ Protective Tariff Templates in Google Docs | Word | Pages | PDF | Google Sheets | Excel | Numbers | AI | PSD
10+ Current Liability Templates in Google Docs | Google Sheets | Word | Excel | Numbers | Pages | PDF10+ Hypothesis Testing Templates in PDF | DOC
10+ Foreign Direct Investment Templates in DOC | PDF10+ Bilateral Trade Agreement Templates in Google Docs | Word | Pages | PDF
10+ Personnel Specification Templates in Word | Pages | DOC | PDF10+ Revenue Leverage Templates in Google Docs | Google Sheets | Excel | Word | Numbers | Pages | PDF
10+ Unearned Revenue Templates in Google Docs | Google Sheets | Excel | Word | Pages | Numbers | PDF | AI10+ Interest Risk Management Templates in PDF | DOC
7+ Inventory Risk Management Template in DOC | PDF10+ Revenue Audit Templates in Google Docs | Google Sheets | Excel | Word | Numbers | Pages | PDF
10+ Aggregate Limit Templates in Google Docs | Publisher | Word | Pages | AI | PSD | PDF10+ Hotel Revenue Management Templates in Google Docs | Word | Pages | PDF
10+ Deferred Revenue Templates in Google Docs | Word | Excel | Pages | Google Sheets | Numbers | PDF10+ Net Profit Margin Templates in Google Docs | Word | Pages | AI | PDF | Excel
10+ Revenue Cycle Management Templates in Google Docs | Google Sheets | Excel | Word | Numbers | Pages | PDF10+ Net Worth Statement Templates in Google Docs | Google Sheets | Pages | Numbers | Word | Excel | PDF
11+ Competency Management Templates in DOC | PDF10+ Fiscal Deficit Templates in Google Docs | Google Sheets | Excel | Word | Numbers | Pages | PDF
bottom banner