This Employee Email Use Policy lays out the expectations for employees who use email
as part of their job or are supplied with a company email account. Use this policy to
inform your employees about proper use of email and to increase worker productivity.
This document provides standard language, including possible disciplinary action for
employees who violate the company email policy, but can be customized to fit the needs
of any employer.
EMPLOYEE EMAIL USE POLICY
THIS EMPLOYEE EMAIL USE POLICY (the “Policy”) is made the _____
day of __________, 2_______, by ___________________________ (the “Company”).
This Policy affects any employee who is provided with and authorized to use a
company email account and/or associated email services for the transaction of Company business
and for all employees in respect to the use of email and/or associated email services while at the
Company’s place of business.
1.00 COMPANY SUPPLIED EMAIL
1.01 Any employee of the Company who is supplied an email account (“Email”) by
the Company are at all times prohibited from using Email, including but not limited, to sending
or receiving phone based email, while such employee is operating a motor vehicle regardless of
whether the business being conducted by the employee is business related or personal.
1.03 Any Email accounts supplied to an employee of the Company shall not use such
Email as a mode of personal communication of any kind. Company’s email accounts are to be
used for company business only. Employees are strictly prohibited to use company’s email
account(s) for obtaining immoral, unethical or illegal communications or material. Such conduct
may result in termination of employment.
1.04 Any employee who is using an Email supplied by the Company should be aware
that Emails can be intercepted and the employee should take all proper precautions when
discussing confidential information relating to the Company or the Company’s business.
1.05 Any and all equipment, including the Email Account(s) supplied by the Company
to an employee and any emails or any form of electronic communication sent, received, drafted
or stored by employee, shall remain the sole property of the Company. Company reserves the
right and authority to monitor and access any information or material stored on any company
email servers, computers or media at any time.
2.00 USE OF EMAIL IN OFFICE
2.01 Employees of the Company who use their personal or Company supplied Email
while at the Company’s place of business, should take all steps necessary to minimize the
distractions associated with such use.
2.02 While employees are at the Company’s place of business, all Email Accounts,
whether personal or company supplied should be used only for official Company business. Any
use of company email for personal use is a violation of Company Policy.
2.03 Employees shall not use company email, whether at work or outside of work, for
any purpose which is directly or indirectly harmful, disruptive, discriminatory or offensive in any
way to the Company or its employees, or which violates company Policy, state law, or federal
3.00 EMPLOYEE REQUEST FOR COMPANY EMAIL ACCOUNT
3.01 Any employee who wishes to obtain and utilize a Company Email for the
purposes of transacting business of the Company shall make a request in writing to their
supervisor or their designee.
3.02 Such supervisor or designee shall evaluate the requests made by any employee,
for a Company supplied Email and shall determine if such a request is reasonable and warranted.
Upon determination by a supervisor or designee, the supervisor or designee shall promptly notify
the employee of whether their request was accepted or declined.
4.00 VIOLATION OF COMPANY EMAIL USE POLICY
4.01. Any employee who violates this Policy shall be subject to disciplinary actions by
the Company, which may or could result in employment termination and/or loss of their
Company supplied phone and privileges.
4.02. Any employee who observes any violations of this Policy shall immediately
report such violations to their supervisor or manager.
5.00 USE OF PROPRIETARY OR THIRD PARTY EMAIL SOFTWARE
5.01 Any email software downloaded to employee’s computer, PDA, etc are subject to
company and/or 3rd party’s End Users License Agreement(s) (EULA) and copyright protection.
Employees are prohibited to any misuse or make illegal duplications of such software that may
violate any licenses and/or copyright protection laws.
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