The purpose of this policy is to ensure the proper use of company’s email system and to make all employees aware of what the company deems as acceptable and unacceptable use of its email system. The company reserves the right to amend this policy at its discretion. In case of amendments, users will be informed appropriately. The policies are outlined below. The company considers 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 good customer service. Therefore the company wishes users to adhere to the following guidelines:
• Writing emails:
o Write well-structured emails and use short, descriptive subjects.
o Email style is informal. This means that sentences can be short and to the point. You can start your e-mail with ‘Hi’, or ‘Dear’, and the name of the person. Messages can be ended with ‘Best Regards’. The use of Internet abbreviations and characters such as smileys however, is not encouraged.
o Signatures must include your name, job title and company name. A disclaimer will be added underneath your signature.
o Use the spell checker before you send out an email.
o Do not send unnecessary attachments. Compress attachments larger than 200K before sending them.
o Do not write emails in capitals.
o Do not use cc: or bcc: fields unless the cc: or bcc: recipient is aware that you will be copying a mail to him/her and knows what action, if any, to take.
o If you forward mails, state clearly what action you expect the recipient to take.
o 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…...