Employee Email Policy for Business

Employee Email Policy for Business

If you provide email accounts for your employees to use to conduct business on your behalf, be sure to define in writing a workplace email policy. These are simple, clearly defined rules of acceptable behavior.

It’s better to define acceptable behavior up front before there is an incident. Careless behavior will put your business and reputation at risk.

When writing your employee email policy, you should clearly define:

  • The business email account is to be used exclusively for work-related communications and never for personal use.
  • An employee’s personal email account should never be used for business communications with clients.
  • Since general email is insecure, never include confidential information, personally identifiable information, proprietary information, patient information, etc.
  • Passwords should be strong combination of numbers, letters (both upper case and lower case) and at least 8 characters long. It should be kept in a safe place and never shared with anyone.
  • Zero tolerance policy for hateful, disparaging, pornographic or other inappropriate messages.
  • Management has the right to review email accounts at any time.
  • Clearly define punishment for policy violations.

Take a little time, think it through carefully, and build these policy guidelines into your employee handbook.

Share with us any additional suggestions you may have

By |2013-04-03T14:33:20-04:00October 25th, 2009|All, Email|1 Comment

About the Author:

I.T. Consultant and Owner of Business Automation Experts, LLC. Mr. Lepkowski specializes in aligning systems with corporate strategy. Software development. Project management. Hardware/Software troubleshooting. Network design and development (LAN and WAN). Vendor and technology selection for clients. Locating and developing new avenues of revenue for organizations through technology and systems.