Email Acceptable Use Policy

Most companies of today use the internet to conduct at least some business functions. At the very least, companies use email to correspond with clients and vendors. More importantly, employees use their work emails to communicate officially with those outside the company.

If not familiar with the rules, an employee might share sensitive information via email and create a company problem. That is why the Email Acceptable Use Policy is essential for any company to establish.

What Is an Email Acceptable Use Policy?

The Email Acceptable Use Policy should be viewed as a practical guide for a company's employees. It should clearly describe the acceptable and unacceptable uses of company email accounts.

It would be helpful if the policy contains specific details and examples. In this regard, an employer should explain the types of email content that are unacceptable and what for, such as a potential to damage the company's reputation or result in the theft of valuable company information. Similarly, the policy should illustrate acceptable behaviors and exceptions for specific personal uses of company email.

Other Names for Email Acceptable Use Policy

Depending on your state, an Email Acceptable Use Policy may also be known as:

• Corporate Email Usage Policy
• Company Email Policy
• Computer and Email Usage Policy
• Email Policy Guidelines
• Electronic Email Policy
• Email Policy for Employees

Who Needs an Email Acceptable Use Policy?

The short answer would be any and every company. It is almost impossible to run a company without an official business email account nowadays. The number of employees is irrelevant because even a simple Email Acceptable Use Policy can go a long way in protecting a company's reputation and valuable information.

Why Use Swyft Forms for Your Email Acceptable Use Policy

Customized for you, by you

Create your own documents by answering our easy-to-understand questionnaires to get exactly what you need out of your Email Acceptable Use Policy.

Specific to Your Jurisdiction

Laws vary by location. Each document on Swyft Forms is customized for your state.

How to Create an Email Acceptable Use Policy with Swyft Forms

Your Email Acceptable Use Policy does not have to be overly complicated. In most cases, it should cover a few essential rules employees are expected to abide by.

Let Swyft Forms help with our extensive library of attorney-vetted legal forms. The process is fast and easy. All you have to do is fill out our easy-to-understand questionnaire. Once complete, simply download your form as a PDF or Word document from your secure online account.

What Information Will I Need to Create My Email Acceptable Use Policy?

To create your document, please provide:

• Company Details: The company's legal name and the contact information of the company's designated representative (as applicable).
• Unacceptable Usage: Describe what is intolerable, complete with examples.
• Acceptable Usage: Describe what is acceptable, complete with examples.
• Monitoring Policy: Specify whether the company will be using monitoring software to ensure proper email usage.
• Disciplinary Action: Describe the consequences if an employee is to violate the Email Acceptable Use Policy.
• Signature: Each employee should sign a copy of the policy as given.

Email Acceptable Use Policy Terms

• Policy: A governing system of rules and principles
• Scope: The extent of a particular subject
• Sanctions: A form of penalty imposed on employees when a policy guideline is broken
• Disciplinary Action: Similar to sanctions; a reprimand commensurate with employee misconduct
• Noncompliance: An act of not complying with rules
• Employee Handbook: A booklet describing what is expected of a company's employees
• Non-Compete: A clause where an employee agrees to not compete against an employer in business, usually for some time after the employee's departure
• Phishing Campaign: A type of email scam created to steal information
• Cyberattack: Any malicious activity targeting larger IT systems

Email Acceptable Use Policy Signing Requirements

While an employer cannot force an employee to sign the Email Acceptable Use Policy, the management is tasked with urging all employees to do so. Most employees would consider the act benign, after which they will have a signed acknowledgment that they are familiar with the policy. The document doesn't require notarization by law.

What to Do with Your Email Acceptable Use Policy

In most cases, after an employee signs the Email Acceptable Use Policy, the employer keeps the original and may choose to return a copy to the employee, physically or digitally.