Email Policy

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Email Policy to be used when constructing or amending a personnel policy manual.

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Compiling and distributing a personnel policy manual (also known as an employee handbook) can be a valuable practice for many businesses. By providing a uniform and carefully considered statement of your company’s policies, rules, and expectations, you can ensure that your company’s positions are easily understood both by employees, as well as by a court should a claim be brought by or against you regarding your employment practices.

This particular employment policy, the email policy, discusses among other things management's access to employee emails, personal use of email, etc.

Among others, this form includes the following provisions:
• Purpose of Policy
• Management’s Right to Access Information
• Personal Use of Email
• Forbidden Content of Email Communication
• Password and Encryption Key Security and Integrity
Number of Pages4
DimensionsDesigned for Letter Size (8.5" x 11")
EditableYes (.doc, .wpd and .rtf)
UsageUnlimited number of prints
Product number#28573
This is the content of the form and is provided for your convenience. It is not necessarily what the actual form looks like and does not include the information, instructions and other materials that come with the form you would purchase. An actual sample can also be viewed by clicking on the "Sample Form" near the top left of this page.
Policy (Email Usage)


[Name of Corporation]
1.   Purpose of Policy
This policy describes the Company's guidelines with regard to access to and disclosure of electronic mail messages sent or received by the Company's employees with use of the Company's email system. The Company respects the individual privacy of its employees. However, employee privacy does not extend to the employee's work-related conduct or to the use of Company-provided equipment, hardware, software or supplies. You should be aware that the following guidelines may affect your privacy in the workplace.
2.   Management's Right to Access Information
The email system has been installed to facilitate business communications. Although each employee has an individual password to access this system, it belongs to the Company and the contents of email communications are accessible at all times by management of the Corporation for any business purpose. These systems may be subject to periodic unannounced inspections, and should be treated like other shared filing systems. All system passwords and encryption keys must be available to Company management, and you may not use passwords that are unknown to your supervisor or install encryption programs without turning over encryption keys to your supervisor. All email messages are Company records. The contents of email, properly obtained for legitimate business purposes, may be disclosed within the Company without your permission. Therefore, you should not assume that messages are confidential. Back-up copies of email may be maintained and referenced for business and legal reasons.
3.   Personal Use of Email
Because the Company provides the email system to assist you in the performance of your job, you should use it for official Company business. Incidental and occasional personal use of email is permitted by the Company, but these messages will be treated the same as other messages. The Company reserves the right to access and disclose as necessary all messages sent over its email system, without regard to content. Since your personal messages can be accessed by the Company without prior notice, you should not use email to transmit any messages you would not want read by a third party. For example, you should not use the Company's email for gossip, including personal information about yourself or others, for forwarding messages under circumstances likely to embarrass the sender, or for emotional responses to business correspondence or work situations. In any event, you should not use these systems for such purposes as soliciting or proselytizing for commercial ventures, religious or personal causes or outside organizations or other similar, non-job-related solicitations. If the Company discovers that you are misusing the email system, you will be subject to disciplinary action up to and including termination.
4.   Forbidden Content of Email Communications
You may not use the Company's email system in any way that may be seen as insulting, disruptive, or offensive by other persons, or harmful to morale. Examples of forbidden transmissions include sexually-explicit messages, cartoons, or jokes; unwelcome propositions or love letters; ethnic or racial slurs; or any other message that can be construed to be harassment or disparagement of others based on their sex, race, sexual orientation, age, national origin, or religious or political beliefs. Use of the Company-provided email system in violation of this guideline will result in disciplinary action, up to and including termination.
5.   Password and Encryption Key Security and Integrity
Employees are prohibited from the unauthorized use of the passwords and encryption keys of other employees to gain access to the other employee's email messages.

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