[{"data":1,"prerenderedAt":483},["ShallowReactive",2],{"document-employee-email-policies-long-D711":3},{"document":4,"label":23,"preview":11,"thumb":24,"thumb600":25,"description":5,"descriptionCustom":6,"apiDescription":5,"pages":8,"extension":10,"parents":26,"breadcrumb":30,"related":36,"customDescModule":172,"customdescription":6,"mdFm":173,"mdProseHtml":482},{"description":5,"descriptionCustom":6,"label":7,"pages":8,"size":9,"extension":10,"preview":11,"thumb":12,"svgFrame":13,"seoMetadata":14,"parents":15,"keywords":22},"EMPLOYEE EMAIL POLICIES Adoption of Policy This policy statement was adopted by the Board of Directors of [YOUR COMPANY NAME] and must be complied with by all employees and contractors that are provided with access to certain Internet and Intranet services of the company, including but not limited to Internet access, Email, FTP, local area network, stand alone computer terminals, and laptop computers. The Company offers certain Computer and Internet Services as a tool for employees to utilize in connection with their job-related functions. It is the philosophy of the Company that these services can be used to enhance the productivity of our employees and further the efficient accomplishment of tasks that benefit the business and prospects of the Company. Employee Email Company Email Addresses All employees with a bona fide need will be issued an Email address for use only in connection with bona fide business on behalf of the Company. No Privacy In Company Email The Company respects the privacy rights of its employees. At the same time, Company Email usage is given only for Company use and in furtherance of Company activities and not for the private or personal use of the employee. Employee's privacy is not extended to employee's ob related functions, which are the only functions for which Email may be used. As such, employees should have no expectation of privacy with respect to use of the Company provided Email address. Employee Email Passwords Each employee who is issued an Email account shall be issued a password with which to gain access to such account. The password shall also be logged and retained by the CIS Director. Employees are put on notice that the password does not secure privacy of such Email account or mean that the contents of Email files are private or personal to employee. All passwords shall be the property of the Company. Employees are not authorized to make any changes to such passwords without obtaining approval and issuance of a new password from the CIS Director. Company Management Right To Review Email Information Employees are provided with Email addresses only for Company-related matters. The Email accounts and all information transmitted through these accounts are the property of the Company and not of the employee and shall be considered to be Company records. The contents of the Company Email account will be available at all times to access by Company management. Employees should have no expectation that any information contained in Email that they send and receive. All Email contents shall be accessible by company management. The Company routinely backs up this information, so the employee's Email will normally be accessible to the Company from backup files, even after it is deleted by the employee. You should also be aware that the contents of Email transmission to or from you may be disclosed within the Company for any purpose, including but not limited to decisions relative to employment matters. The contents of your Email and other information on the Company systems are subject to periodic unannounced inspections. YOU SHOULD NOT ASSUME THAT ANY EMAIL MESSAGES THAT YOU SEND OR RECEIVE ARE CONFIDENTIAL. THEY ARE NOT. Passwords and Encryption Keys Only passwords that are assigned to you by the CIS Director may be used. If you wish to change your password, you must first notify the CIS Director. You are not authorized to make changes in your password. Any requested changes are to be accomplished by the CIS Director. You are not authorized to use any encryption devices or encryption keys unless you first notify the CIS Director. You shall also provide the CIS Director with the means of access to such encrypted transmissions. The Company recognizes that in certain instances encryption of Email transmissions are in the best interests of the Company and the protection of the Company's information. As such, employees are encouraged to be sensitive to the necessity of encryption in some instances and are encouraged to utilize encryption subject to the necessity of receiving prior approval and providing necessary information to the CIS Director. Employees are prohibiting from using the passwords and encryption devices of other employees or of the Company. In the event that a password or encryption device of another employee or of the Company comes into the knowledge of the employee, the employee shall immediately notify the CIS Director. Employees are prohibited from using the Email addresses of other employees. Personal Email The Email account that you are assigned is to be used only for Company business and to assist you in the performance of your employment related activities. You are prohibited from using the Email accounts for personal reasons. You should only give out your Email address for business purposes. You should not give out your Email address to individuals who have no business purpose. The Company has the unrestricted right to access and disclose as all messages transmitted to and from its Email system regardless of whether the content is business-related or personal in nature. This means that your personal messages will be accessible by Company management at all times and without any notice to you. You should not transmit any messages over the Company Email that you would not want to have disclosed to a third party. Company Email should not contain personal information about yourself or other parties, whether they are employees of this Company or not. Occasional Unsolicited Personal Email Occasional unsolicited personal Emails may be unavoidable and will not be a violation of this policy. However, these occasional unsolicited Emails will be treated in the same way as business related Emails by the Company and you will not have any expectation of privacy in them. We recommend that you respond to unsolicited personal Emails received at your Company Email address stating that you are not permitted to receive personal Emails on your Company Email address, that there is no expectation of privacy when this Email address is used, and referring the sender to your own private personal Email address, if you have one, for future transmissions. Professional Tone Employees should use the same level of care and draftsmanship in Email transmissions as they do with respect to business letters. Emails should be professionally written with a professional tone, correct business form and style should be used. Prohibited Email Content You are not permitted to transmit any Email over the Company systems that contain and illegal, defamatory, insulting, vulgar, rude, disruptive, offensive, derogatory, harmful or immoral content",null,"Employee Email Policies Long","4",54,"doc","https://templates.business-in-a-box.com/imgs/1000px/employee-email-policies_long-D711.png","https://templates.business-in-a-box.com/imgs/250px/711.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#711.xml",{"title":6,"description":6},[16,19],{"label":17,"url":18},"Human Resources","/templates/human-resources/",{"label":20,"url":21},"Company Policies","/templates/company-policies/","employee email policies long","Employee Email Policies Long Template","https://templates.business-in-a-box.com/imgs/400px/711.png","https://templates.business-in-a-box.com/imgs/600px/711.png",[27,16,19],{"label":28,"url":29},"Templates","/templates/",[31,32,33],{"label":28,"url":29},{"label":17,"url":18},{"label":34,"url":35},"Workplace Policies","/templates/workplace-policies/",[37,41,45,49,53,57,61,65,69,73,77,81,85,100,112,129,145,160],{"label":38,"url":39,"thumb":40,"extension":10},"Absence Policies","/template/absence-policies-D698","https://templates.business-in-a-box.com/imgs/250px/698.png",{"label":42,"url":43,"thumb":44,"extension":10},"Drug Testing Policies","/template/drug-testing-policies-D709","https://templates.business-in-a-box.com/imgs/250px/709.png",{"label":46,"url":47,"thumb":48,"extension":10},"Accounting Policies and Procedures","/template/accounting-policies-and-procedures-D12681","https://templates.business-in-a-box.com/imgs/250px/12681.png",{"label":50,"url":51,"thumb":52,"extension":10},"Email Security Policy","/template/email-security-policy-D13961","https://templates.business-in-a-box.com/imgs/250px/13961.png",{"label":54,"url":55,"thumb":56,"extension":10},"Email Policy Strict","/template/email-policy-strict-D710","https://templates.business-in-a-box.com/imgs/250px/710.png",{"label":58,"url":59,"thumb":60,"extension":10},"Employee Handbook","/template/employee-handbook-D712","https://templates.business-in-a-box.com/imgs/250px/712.png",{"label":62,"url":63,"thumb":64,"extension":10},"Employee Meal Policy","/template/employee-meal-policy-D13670","https://templates.business-in-a-box.com/imgs/250px/13670.png",{"label":66,"url":67,"thumb":68,"extension":10},"Employee Rewards Policy","/template/employee-rewards-policy-D13677","https://templates.business-in-a-box.com/imgs/250px/13677.png",{"label":70,"url":71,"thumb":72,"extension":10},"Employee Sickness Policy","/template/employee-sickness-policy-D13488","https://templates.business-in-a-box.com/imgs/250px/13488.png",{"label":74,"url":75,"thumb":76,"extension":10},"It Equipment Email And Internet Usage Policy","/template/it-equipment-email-and-internet-usage-policy-D12640","https://templates.business-in-a-box.com/imgs/250px/12640.png",{"label":78,"url":79,"thumb":80,"extension":10},"Employee Assistance Program Policy","/template/employee-assistance-program-policy-D13665","https://templates.business-in-a-box.com/imgs/250px/13665.png",{"label":82,"url":83,"thumb":84,"extension":10},"Employee Disciplinary Action Policy","/template/employee-disciplinary-action-policy-D13487","https://templates.business-in-a-box.com/imgs/250px/13487.png",{"description":86,"descriptionCustom":6,"label":87,"pages":8,"size":88,"extension":10,"preview":89,"thumb":90,"svgFrame":91,"seoMetadata":92,"parents":94,"keywords":93,"url":99},"SOCIAL MEDIA POLICY PURPOSE [COMPANY NAME] recognizes that technology provides unique opportunities to build our business, listen, learn and engage with consumers, stakeholders and employees through the use of a wide variety of Social Media. However, how we use social media and what we say also has the potential to affect [COMPANY NAME]'s reputation and/or expose the Company (and each of us) to business or legal risk. Whilst we recognize the benefits which may be gained from appropriate use of social media, it is also important to be aware that it poses significant risks to our business. These risks include disclosure of confidential information and intellectual property, damage to our reputation and the risk of legal claims. Therefore, every employee has a personal responsibility to be familiar with and comply with [COMPANY NAME]'s overall Social Media Policy. This policy is designed to reflect our purpose, values and principles, our business conduct manual, and legal requirements. Because we use social media in a variety of ways, there are more specific expectations that may apply to your activities. SCOPE This policy covers all forms of social media, including Facebook, Instagram, LinkedIn, Twitter, Google+ Wikipedia, other social networking sites, and other internet postings, including blogs. It applies to the use of social media for both business and personal purposes, during working hours and in your own time to the extent that it may affect the business of the company. The policy applies both when the social media is accessed using our information systems and also when access using equipment or software belonging to employees or others. It also covers all employees and also others including consultants, contractors, and casual and agency staff. Breach of this policy may result in disciplinary action up to and including dismissal. Any misuse of social media should be reported to [SPECIFY]. Questions regarding the content or application of this policy should be directed to [SPECIFY]]. POLICY STATEMENT Although many users may consider their personal comments posted on social media or discussions on social networking sites to be private, these communications are frequently available to a larger audience than the author may realize. As a result, any online communication that directly or indirectly refers to [COMPANY NAME], our products and services, team members or other work-related issues, has the potential to damage [COMPANY NAME]'s reputation or interests. When participating in social media in a personal capacity, employees must: Not disclose [COMPANY NAME]'s confidential information, proprietary or sensitive information. Information is considered confidential when it is not readily available to the public. The majority of information used throughout [COMPANY NAME] is confidential. If you are in doubt about whether information is confidential, refer to the [COMPANY NAME] [EMPLOYEE HANDBOOK/CODE OF CONDUCT] and/or ask your manager before disclosing any information. Not use the [COMPANY NAME] logo or company branding on any social media platform without prior approval from [SPECIFY]; Not communicate anything that might damage [COMPANY NAME]'s reputation, brand image, commercial interests, or the confidence of our customers; Not represent or communicate on behalf of [COMPANY NAME] in the public domain without prior approval from [SPECIFY]; Not post any material that would directly or indirectly defame, harass, discriminate against or bully any [COMPANY NAME] team member, supplier or customer; Ensure, when identifying themselves (or when they may be identified) as a [COMPANY NAME] team member, that their social media communications are lawful and Comply with [COMPANY NAME]'s policies and procedures RESPONSIBLE USE OF SOCIA MEDIA Employee must not use social media in a way that might breach any of our policies, any express or implied contractual obligations, legislation, or regulatory requirements. In particular, use of social media must comply with: The Anti-Bullying and Sexual Harassment Policies Rules of relevant regulatory bodies; Contractual confidentiality requirements;","Social Media Policy",513,"https://templates.business-in-a-box.com/imgs/1000px/social-media-policy-D12688.png","https://templates.business-in-a-box.com/imgs/250px/12688.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#12688.xml",{"title":93,"description":6},"social media policy",[95,97],{"label":17,"url":96},"human-resources",{"label":20,"url":98},"company-policies","/template/social-media-policy-D12688",{"description":101,"descriptionCustom":6,"label":102,"pages":8,"size":88,"extension":10,"preview":103,"thumb":104,"svgFrame":105,"seoMetadata":106,"parents":108,"keywords":107,"url":111},"[COMPANY NAME] REMOTE WORK POLICY POLICY STATEMENT [COMPANY NAME] provides users with the facilities and opportunities to work remotely as appropriate. We will ensure that all users who work remotely are aware of the acceptable use of portable computer devices and remote working opportunities. STATEMENT OF PURPOSE The purpose of this document is to state the Remote Working policy of [COMPANY NAME]. Portable computing devices are provided to assist users to conduct official business efficiently and effectively. This equipment, and any information stored on portable computing devices, should be recognised as valuable organisational information assets, and safeguarded appropriately. SCOPE This document applies to all employees of [COMPANY NAME] and contractual third parties who use [COMPANY NAME] IT facilities and equipment remotely, or who require remote access to [COMPANY NAME] Information Systems or information. This policy should always be adhered to whenever any user makes use of portable computing devices. This policy applies to all users of [COMPANY NAME] IT equipment and personal IT equipment when working away from [COMPANY NAME] offices/facilities. Portable computing devices include, but are not restricted to, the following: Laptop computers. Tablet, PCs. Mobile phones Wireless technologies. RISKS [COMPANY NAME] recognises that there are risks associated with users accessing and handling information to conduct official work. The mobility, technology and information that make portable computing devices so useful to employees and organisations also make them valuable assets for thieves. This policy aims to mitigate the following risks: Increased risk of equipment damage, loss, or theft. Accidental or deliberate overlooking by unauthorised individuals. Unauthorised access to PROTECT and RESTRICTED information. Unauthorised introduction of malicious software and viruses. Potential sanctions against the company imposed by the authorities because of information loss or misuse. Potential legal action against the company because of information loss or misuse. [COMPANY NAME] reputational damage because of information loss or misuse. Non-compliance with this policy could have a significant effect on the efficient operation of [COMPANY NAME] and may result in financial loss and an inability to provide necessary services to our customers. EQUIPMENTS All IT equipment (including portable computer devices) supplied to users is the property of [COMPANY NAME]. It must be returned upon the request of [COMPANY NAME]. Access for support or IT Service staff of [COMPANY NAME] shall be given to allow essential maintenance security work or removal, upon request. All IT equipment will be supplied and installed by [COMPANY NAME] IT Service staff. Hardware and software must only be provided by [COMPANY NAME] IT Service staff. USER RESPONSIBILITY It is the user's responsibility to ensure that the following points are always adhered to: Users must take due care and attention of portable computer devices when moving between home and another business site. Users will not install or update any software on a [COMPANY NAME] owned portable computer device. Users will not install any screen savers on a [COMPANY NAME] owned portable computer device. Users will not change the configuration of any [COMPANY NAME] owned portable computer device. Users will not install any hardware to or inside any [COMPANY NAME] owned portable computer device, unless authorised by [COMPANY NAME] IT Service staff. Users will allow the installation and maintenance of [COMPANY NAME] installed Anti-Virus updates immediately. Business critical data should be stored on a [COMPANY NAME] file and print server wherever possible and not held on the portable computer device. Users must not remove or deface any asset registration number. User requests for upgrades of hardware or software must be approved by [SPECIFY]. Equipment and software will then be purchased and installed by IT Service staff.","Remote Work Policy","https://templates.business-in-a-box.com/imgs/1000px/remote-work-policy-D12540.png","https://templates.business-in-a-box.com/imgs/250px/12540.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#12540.xml",{"title":107,"description":6},"remote work policy",[109,110],{"label":17,"url":96},{"label":20,"url":98},"/template/remote-work-policy-D12540",{"description":113,"descriptionCustom":6,"label":114,"pages":115,"size":88,"extension":10,"preview":116,"thumb":117,"svgFrame":118,"seoMetadata":119,"parents":121,"keywords":120,"url":128},"NON-DISCLOSURE AGREEMENT (NDA) This Non-Disclosure Agreement (the \"Agreement\") is made and effective [DATE], BETWEEN: [YOUR COMPANY NAME] (the \"Disclosing Party\"), a corporation organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [YOUR COMPLETE ADDRESS] AND: [RECEIVING PARTY NAME] (the \"Receiving Party\"), an individual with his main address located at OR a corporation organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [COMPLETE ADDRESS] WHEREAS, Receiving Party has been or will be engaged in the performance of work on [DESCRIBE]; and in connection therewith will be given access to certain confidential and proprietary information; and WHEREAS, Receiving Party and Disclosing Party wish to evidence by this Agreement the manner in which said confidential and proprietary material will be treated. NOW, THEREFORE, it is agreed as follows: NON-DISCLOSURE OF CONFIDENTIAL INFORMATION Both Parties understand and agree that each Party may have access to the confidential information of the other party. For the purposes of this Agreement, \"Confidential Information\" means proprietary and confidential information about the Disclosing Party's (or it's suppliers') business or activities. Such information includes all business, financial, technical, and other information marked or designated by such Party as \"confidential\" or \"proprietary.\" Confidential Information also includes information which, by the nature of the circumstances surrounding the disclosure, ought in good faith to be treated as confidential. For the purposes of this Agreement, Confidential Information does not include: Information that is currently in the public domain or that enters the public domain after the signing of this Agreement. Information a Party lawfully receives from a third Party without restriction on disclosure and without breach of a non-disclosure obligation. Information that the Receiving Party knew prior to receiving any Confidential Information from the Disclosing Party. Information that the Receiving Party independently develops without reliance on any Confidential Information from the Disclosing Party. Each Party agrees that it will not disclose to any third Party or use any Confidential Information disclosed to it by the other Party except when expressly permitted in writing by the other Party. Each Party also agrees that it will take all reasonable measures to maintain the confidentiality of all Confidential Information of the other Party in its possession or control. TERM The term of this Agreement is [number] of [years/months] from the date of execution by both Parties. TITLE The Receiving Party agrees that all Confidential Information furnished by the Disclosing Party shall remain the sole property of the Disclosing Party. DISCLAIMER","Non Disclosure Agreement Nda","3","https://templates.business-in-a-box.com/imgs/1000px/non-disclosure-agreement-nda-D12692.png","https://templates.business-in-a-box.com/imgs/250px/12692.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#12692.xml",{"title":120,"description":6},"non disclosure agreement nda",[122,125],{"label":123,"url":124},"Legal Agreements","business-legal-agreements",{"label":126,"url":127},"Confidentiality Agreements","confidentiality-agreement","/template/non-disclosure-agreement-nda-D12692",{"description":130,"descriptionCustom":6,"label":131,"pages":132,"size":88,"extension":10,"preview":133,"thumb":134,"svgFrame":135,"seoMetadata":136,"parents":138,"keywords":137,"url":144},"EMPLOYMENT AGREEMENT - AT WILL EMPLOYEE This Employment Agreement for \"At Will\" Employee (the \"Agreement\") is made and effective this [DATE], BETWEEN: [EMPLOYEE NAME] (the \"Employee\"), an individual with his main address at: [COMPLETE ADDRESS] AND: [YOUR COMPANY NAME] (the \"Corporation\"), an entity organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [YOUR COMPLETE ADDRESS] RECITALS In consideration of the covenants and agreements herein contained and the moneys to be paid hereunder, the Corporation hereby employs the Employee and the Employee hereby agrees to perform services as an employee of the Corporation, on an \"at will\" basis, upon the following terms and conditions: APPOINTMENT The Employee is hereby employed by the Corporation to render such services and to perform such tasks as may be assigned by the Corporation. The Corporation may, in its sole discretion, increase or reduce the duties, or modify the title and job description, of the Employee from time to time, and any such increase, reduction or modification shall not be deemed a termination of this Agreement. ACCEPTANCE OF EMPLOYMENT Employee accepts employment with the Corporation upon the terms set forth above and agrees to devote all Employee's time, energy and ability to the interests of the Corporation, and to perform Employee's duties in an efficient, trustworthy and business-like manner. DEVOTION OF TIME TO EMPLOYMENT The Employee shall devote the Employee's best efforts and substantially all of the Employee's working time to performing the duties on behalf of the Corporation. The Employee shall provide services during the hours that are scheduled by the Corporation management. The Employee shall be prompt in reporting to work at the assigned time. NO CONFLICT OF INTEREST Employee shall not engage in any other business while employed by the Corporation. Employee shall not engage in any activity that conflicts with the Employees duties to the Corporation. Employee shall not provide any service or lend any aid or assistance to any party that competes with the services offered by the Corporation. Employee shall not provide any services to clients or prospective clients of the Corporation outside of the provision of services for the Corporation, whether such services are provided with or without compensation or remuneration. CORPORATION PROPERTY Employee acknowledges and agrees that while employed by the Corporation the Employee may be provided with use of computer equipment and other property of the Corporation. The use and possession of the such items shall be subject to any policies, requirements or restrictions established by the Corporation. Such items may only be used in performance of the Employee's duties for the corporation. On request of the Corporation, the Employee shall immediately deliver any such items to the Corporation. Upon termination of employment, Employee shall have the affirmative duty to return any such item to the Corporation whether a request is made or not. The obligation to return Corporation property shall extend and include any and all work product, client property, proprietary rights, intangible property, and all other property of the corporation regardless of the form or medium. COMPENSATION The Corporation shall pay the Employee such hourly compensation as determined by the Corporation. Payment shall be at the same time as the Corporations usual payroll to other employees. BONUS & BENEFITS Payment of any bonuses shall be at the complete discretion of the Corporation. No guarantee or representation that any bonuses will be paid has been made to the Employee. Standard benefits that are provided to other non-management employees shall be offered to the Employee, subject to the Corporation's policies and the terms and conditions of such benefits. WITHHOLDING All sums payable to Employee under this Agreement will be reduced by all federal, state, local, and other withholdings and similar taxes and payments required by applicable law. QUALIFICATIONS OF EMPLOYEE The employee shall satisfy all of the qualification that are established by the Corporation. TERM OF AGREEMENT There shall be no guaranteed term of employment. Employer acknowledges and agrees that Employee shall be an \"At Will\" Employee and that Employee's employment may be terminated at any time by the Corporation, with or without cause. FEES FROM EMPLOYEE'S WORK The Corporation shall have exclusive authority to determine the fees, or a procedure for establishing the fees, to be charged to clients by the Corporation for services that are provided by the Employee. All sums paid to the Employee or the Corporation in the way of fees, in cash or in kind, or otherwise for services of the Employee, shall, except as otherwise specifically agreed by the Corporation, be and remain the property of the Corporation and shall be included in the Corporation's name in such checking account or accounts as the Corporation may from time to time designate. CLIENTS AND CLIENT RECORDS The Corporation shall have the authority to determine who will be accepted as clients of the Corporation, and the Employee recognizes that such clients accepted are clients of the Corporation and not the Employee. All client records and files of any type concerning clients of the Corporation shall belong to and remain the property of the Corporation, notwithstanding the subsequent termination of the employment. POLICIES AND PROCEDURES The Corporation shall have the authority to establish from time to time the policies and procedures to be followed by the Employee in performing services for the Corporation. This may include, but is not necessarily limited to, employment policies, computer use policies, Internet access policies, email policies, and all other policies, procedures, directives, and mandates established by the Corporation, whether or not in written form or formally adopted. Employee shall abide by the provisions of any contract entered into by the Corporation under which the Employee provides services. Employee shall comply with the terms and conditions of any and all contracts entered by the Corporation. TERMINATION Employee acknowledges and agrees that Employee is an \"at will\" employee of the Corporation. As such, no term of employment is created hereby and employee may be terminated at any time in the sole discretion of the Corporation, whether there exists any cause for termination or not. CREATIONS AND INVENTIONS Employee acknowledges and agrees that any and all work product of the Employee that is conceived or created during the Employee's employment with the Corporation is the exclusive property of the Corporation. This shall include any and all copyrights, trade secrets, confidential information, patents, trademarks, trade dress, ideas, concepts, plans, business plans, business concepts, techniques, inventions, drawings, artwork, logos, graphics, web pages, databases, software, programs, CGI's, plug ins, applications, brochures, inventions, marketing plans and concepts, and all other ideas and work product of the Employee. The Employee acknowledges and agrees that all creations shall be \"works made for hire\" as defined in the [ACT OR CODE]. Notwithstanding the fact that this material may be considered to be a work made for hire, Employee agrees, during Employee's employment and thereafter, which covenant shall survive any termination of the employment relationship, to execute any and all documents requested by the Corporation to confirm the Corporation's ownership and control of all such material, including but not limited to assignments of copyright, confirmations of work for hire status, waivers of proprietary rights, copyright application, and any other documents requested by Corporation. RESTRICTIVE COVENANTS","Employment Agreement_At Will Employee","7","https://templates.business-in-a-box.com/imgs/1000px/employment-agreement_at-will-employee-D541.png","https://templates.business-in-a-box.com/imgs/250px/541.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#541.xml",{"title":137,"description":6},"employment agreement_at will employee",[139,140,143],{"label":17,"url":96},{"label":141,"url":142},"Hire an Employee","hire-employee",{"label":123,"url":124},"/template/employment-agreement_at-will-employee-D541",{"description":146,"descriptionCustom":6,"label":147,"pages":148,"size":88,"extension":10,"preview":149,"thumb":150,"svgFrame":151,"seoMetadata":152,"parents":154,"keywords":153,"url":159},"[DATE] [CONTACT NAME] [ADDRESS] [ADDRESS 2] [CITY, STATE/PROVINCE] [ZIP/POSTAL CODE] SUBJECT: Termination of your employment Dear [Contact name], We regret to inform you that your employment with [YOUR COMPANY NAME] is terminated effective upon receipt of this letter for the following reason(s): [DETAIL REASONS] [DETAIL REASONS] [DETAIL REASONS] Please vacate the premises immediately with your personal possessions. We will forward your salary earned to date in due course together with any vacation pay to which you are entitled. Within [NUMBER] days of termination we shall issue you a statement of accrued benefits. Any insurance benefits shall continue in accordance with applicable law and/or provisions of our personnel policy. Please contact [Name], at your earliest convenience, who will explain each of these items and arrange with you for the return of any company property. Sincerely, [YOUR NAME] [YOUR TITLE] [YOUR PHONE NUMBER] [YOUREMAIL@YOURCOMPANY.COM] [IF SENT BY EMAIL YOU MAY INCLUDE THIS NOTICE]","Employee Dismissal Letter","2","https://templates.business-in-a-box.com/imgs/1000px/employee-dismissal-letter-D508.png","https://templates.business-in-a-box.com/imgs/250px/508.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#508.xml",{"title":153,"description":6},"employee dismissal letter",[155,156],{"label":17,"url":96},{"label":157,"url":158},"Employee Termination","employee-termination","/template/employee-dismissal-letter-D508",{"description":161,"descriptionCustom":6,"label":162,"pages":148,"size":88,"extension":10,"preview":163,"thumb":164,"svgFrame":165,"seoMetadata":166,"parents":168,"keywords":167,"url":171},"DISCIPLINARY ACTION POLICY PURPOSE The purpose of this Disciplinary Action Policy is to establish a clear framework and guidelines for addressing employee misconduct, policy violations, and performance issues in a fair and consistent manner. This Policy aims to promote a positive work environment, ensure compliance with company policies, and provide opportunities for employee growth and improvement. SCOPE This Policy applies to all employees at [COMPANY NAME], including full-time, part-time, temporary, and contract workers. It covers a wide range of infractions, including but not limited to misconduct, violation of company policies, insubordination, unethical behavior, harassment, discrimination, poor performance, and any actions that may negatively impact the workplace or the organization's reputation. PRINCIPLES OF DISCIPLINARY ACTION Fairness: All disciplinary actions will be conducted in a fair and unbiased manner, providing employees with an opportunity to present their side of the story and defend themselves against allegations. Consistency: Disciplinary actions will be applied consistently throughout the organization, ensuring that similar infractions are treated similarly. Progressive Approach: Whenever possible, a progressive approach to discipline will be followed, with escalating consequences for repeated or severe infractions. However, the organization reserves the right to skip progressive steps in cases of serious misconduct. Confidentiality: Disciplinary matters will be treated with strict confidentiality, only shared with individuals who have a legitimate need to know, while maintaining compliance with applicable privacy laws. DISCIPLINARY PROCEDURES Investigation: Before initiating any disciplinary action, a thorough and impartial investigation will be conducted to gather facts and evidence regarding the alleged misconduct or performance issue. The investigation may involve interviews, document review, and any other relevant means of gathering information.","Disciplinary Action Policy","https://templates.business-in-a-box.com/imgs/1000px/disciplinary-action-policy-D13486.png","https://templates.business-in-a-box.com/imgs/250px/13486.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13486.xml",{"title":167,"description":6},"disciplinary action policy",[169,170],{"label":17,"url":96},{"label":20,"url":98},"/template/disciplinary-action-policy-D13486",false,{"seo":174,"reviewer":186,"quick_facts":190,"at_a_glance":192,"personas":196,"variants":221,"glossary":247,"sections":278,"how_to_fill":329,"common_mistakes":370,"faqs":387,"industries":415,"comparisons":432,"diy_vs_pro":444,"educational_modules":457,"related_template_ids_curated":460,"schema":470,"classification":472},{"meta_title":175,"meta_description":176,"primary_keyword":177,"secondary_keywords":178},"Employee Email Policy Template (Free Word)","Free employee email policy template covering acceptable use, confidentiality, retention, and monitoring. Used in 190+ countries. Free Word and PDF download.","employee email policy template",[179,180,181,182,183,184,185],"email policy template word","employee email acceptable use policy","company email policy template free","workplace email policy","email use policy for employees","corporate email policy template","email retention policy template",{"name":187,"credential":188,"reviewed_date":189},"Bruno Goulet","CEO, Business in a Box","2026-05-02",{"difficulty":191,"legal_review_recommended":172,"signature_required":172},"medium",{"what_it_is":193,"when_you_need_it":194,"whats_inside":195},"An Employee Email Policy is a formal written document that defines how employees may use company-provided email accounts — covering acceptable and prohibited use, confidentiality obligations, retention schedules, monitoring rights, and disciplinary consequences. This free Word download gives you a ready-to-customize policy you can edit online and distribute to staff as a standalone document or incorporate into an employee handbook.\n","Use it when onboarding new hires who will have company email access, when responding to a data breach or misuse incident, or when updating existing IT policies to reflect current privacy regulations and remote-work realities.\n","Purpose and scope, acceptable and prohibited use rules, confidentiality and data protection requirements, email monitoring and privacy disclosures, retention and deletion schedules, security responsibilities, personal use guidelines, and violation consequences including disciplinary steps.\n",[197,201,205,209,213,217],{"title":198,"use_case":199,"icon_asset_id":200},"HR managers","Establishing clear email conduct standards during onboarding and policy updates","persona-hr-manager",{"title":202,"use_case":203,"icon_asset_id":204},"IT managers and directors","Formalizing monitoring rights and security obligations before deploying email systems","persona-it-manager",{"title":206,"use_case":207,"icon_asset_id":208},"Small business owners","Documenting email rules for the first time before the team grows beyond 10 people","persona-small-business-owner",{"title":210,"use_case":211,"icon_asset_id":212},"Operations directors","Standardizing email conduct across departments following a merger or rapid hiring phase","persona-operations-director",{"title":214,"use_case":215,"icon_asset_id":216},"Compliance officers","Aligning email use rules with GDPR, HIPAA, or industry-specific data handling requirements","persona-compliance-officer",{"title":218,"use_case":219,"icon_asset_id":220},"Legal and general counsel","Establishing a documented policy to support litigation holds and e-discovery responses","persona-legal-counsel",[222,226,230,233,237,240,244],{"situation":223,"recommended_template":224,"slug":225},"Small team needing a brief, straightforward email policy","Employee Email Policy (Short)","employee-email-policies-long-D711",{"situation":227,"recommended_template":228,"slug":229},"Organization requiring a full IT and technology acceptable use policy","IT Acceptable Use Policy","it-acceptable-use-policy-D13720",{"situation":231,"recommended_template":87,"slug":232},"Company wanting to govern social media alongside email","social-media-policy-D12688",{"situation":234,"recommended_template":235,"slug":236},"Business needing a broader internal communications policy","Internal Communications Policy","internal-control-policy-D13356",{"situation":238,"recommended_template":58,"slug":239},"Organization formalizing all HR policies in one document","employee-handbook-D712",{"situation":241,"recommended_template":242,"slug":243},"Company handling sensitive data needing a dedicated data protection policy","Data Protection Policy","customer-data-protection-policy-D13645",{"situation":245,"recommended_template":102,"slug":246},"Remote-first team needing remote work communication guidelines","remote-work-policy-D12540",[248,251,254,257,260,263,266,269,272,275],{"term":249,"definition":250},"Acceptable Use Policy (AUP)","A document specifying the permitted and prohibited ways employees may use company IT systems, including email, internet, and devices.",{"term":252,"definition":253},"Email Retention Schedule","A defined timeframe for how long email messages must be stored before they can be deleted, typically driven by legal, regulatory, or operational requirements.",{"term":255,"definition":256},"Litigation Hold","A directive suspending the normal deletion of email and other records when the organization anticipates or is involved in legal proceedings.",{"term":258,"definition":259},"Monitoring Disclosure","A written notice informing employees that their use of company email systems may be reviewed, logged, or audited by the employer.",{"term":261,"definition":262},"Phishing","A social-engineering attack delivered via email that tricks recipients into revealing credentials, clicking malicious links, or transferring funds.",{"term":264,"definition":265},"Data Classification","A system categorizing information by sensitivity level — such as public, internal, confidential, and restricted — to determine handling and sharing rules.",{"term":267,"definition":268},"E-discovery","The process of identifying, collecting, and producing electronically stored information, including email, in response to litigation or regulatory investigation.",{"term":270,"definition":271},"Spoofing","Forging the sender address in an email to make it appear as though it came from a trusted source, commonly used in phishing and fraud attacks.",{"term":273,"definition":274},"Auto-Forwarding","A setting that automatically routes incoming emails to an external address — a common data-loss risk that most email policies explicitly restrict.",{"term":276,"definition":277},"Disciplinary Procedure","The sequential steps — verbal warning, written warning, suspension, termination — an employer follows when an employee violates a workplace policy.",[279,284,289,294,299,304,309,314,319,324],{"name":280,"plain_english":281,"sample_language":282,"common_mistake":283},"Purpose and scope","States why the policy exists and identifies every person or role it applies to — full-time employees, part-time staff, contractors, and temporary workers who use company email.","This policy establishes acceptable use standards for all email accounts issued by [COMPANY NAME] and applies to all employees, contractors, and authorized third parties who access [COMPANY NAME] email systems.","Limiting scope to full-time employees only. Contractors and temporary workers who use company email are equally capable of causing a data breach or compliance violation.",{"name":285,"plain_english":286,"sample_language":287,"common_mistake":288},"Acceptable use","Defines the primary business purposes for which company email may be used and sets the expectation that it is a professional communication tool.","Company email accounts are provided for business use, including internal and external communications, scheduling, file sharing, and vendor correspondence. Limited personal use is permitted provided it does not interfere with work duties or violate any provision of this policy.","Banning all personal use without acknowledging that occasional personal use is practically impossible to eliminate — and creates an overly adversarial tone that damages trust.",{"name":290,"plain_english":291,"sample_language":292,"common_mistake":293},"Prohibited use","Lists specific categories of content and behavior that are never permitted using company email, regardless of the recipient or device.","Employees shall not use company email to transmit [PROHIBITED CONTENT CATEGORIES], send unsolicited bulk messages, auto-forward to external accounts without prior IT approval, or communicate on behalf of [COMPANY NAME] without authorization.","Writing a vague prohibition like 'inappropriate use.' Without specific categories — harassment, disclosure of confidential data, chain mail, auto-forwarding — enforcement becomes subjective and inconsistent.",{"name":295,"plain_english":296,"sample_language":297,"common_mistake":298},"Confidentiality and data protection","Reminds employees that company email content may contain confidential information and sets rules for how sensitive data must be handled in email communications.","Emails containing [CLASSIFICATION LEVEL] information must not be sent to external recipients without encryption. Employees shall not include customer personal data, financial records, or trade secrets in emails to personal accounts.","Omitting encryption requirements for sensitive data categories. A policy that says 'treat confidential information carefully' without specifying encryption or approved transfer methods leaves a compliance gap.",{"name":300,"plain_english":301,"sample_language":302,"common_mistake":303},"Monitoring and privacy","Discloses that the company has the right to access, monitor, and audit email accounts on company systems and that employees have no expectation of personal privacy on those accounts.","[COMPANY NAME] reserves the right to access, monitor, and retain all communications sent or received through company email systems for purposes including security, compliance, and investigation. Employees have no expectation of privacy in their use of company email.","Omitting the monitoring disclosure or burying it in a later section. Courts and regulators in many jurisdictions require explicit prior notice for employer monitoring — the disclosure must be prominent and acknowledged.",{"name":305,"plain_english":306,"sample_language":307,"common_mistake":308},"Email retention and deletion","Specifies how long different categories of email must be kept, when routine deletion is permitted, and when a litigation hold overrides normal deletion.","Standard business emails shall be retained for [X] years from the date of creation. Emails subject to a litigation hold shall not be deleted until written notice of release is issued by [LEGAL DEPARTMENT / GENERAL COUNSEL]. Finance and HR correspondence shall be retained for [Y] years per [APPLICABLE REGULATION].","Applying a single retention period to all email regardless of content. Finance, HR, legal, and general correspondence have different regulatory retention requirements, and a one-size schedule creates compliance gaps.",{"name":310,"plain_english":311,"sample_language":312,"common_mistake":313},"Security responsibilities","Outlines the employee's personal obligations for keeping email accounts secure — password hygiene, multi-factor authentication, handling suspicious messages, and reporting incidents.","Employees shall use a unique password of at least [X] characters for their company email account, enable multi-factor authentication where required, and report suspected phishing or unauthorized access to [IT HELPDESK EMAIL] within [X] hours of discovery.","Describing security best practices without assigning responsibility to the individual employee. Generic IT guidance is not a policy — assign specific obligations with reporting timelines.",{"name":315,"plain_english":316,"sample_language":317,"common_mistake":318},"Personal devices and external access","Governs how employees may access company email from personal smartphones, tablets, or home computers, and what security standards those devices must meet.","Employees who access company email on personal devices must enroll the device in [COMPANY NAME]'s mobile device management (MDM) program and agree to remote wipe capability in the event of loss, theft, or termination of employment.","Ignoring personal device access entirely. Employees routinely check work email on personal phones — an undocumented BYOD situation leaves the company unable to enforce security standards or wipe data on departure.",{"name":320,"plain_english":321,"sample_language":322,"common_mistake":323},"Violations and disciplinary consequences","Explains what happens when an employee breaks the policy, from a verbal warning for minor infractions to immediate termination for serious violations such as data disclosure or harassment.","Violations of this policy may result in disciplinary action up to and including termination of employment, consistent with [COMPANY NAME]'s disciplinary procedure. Violations involving unauthorized disclosure of confidential data or harassment will be treated as serious misconduct.","Listing consequences without differentiating severity. A policy that threatens termination for any violation — including sending a personal email — is disproportionate and will not be applied consistently, undermining the whole policy.",{"name":325,"plain_english":326,"sample_language":327,"common_mistake":328},"Policy review and updates","States how often the policy will be reviewed, who is responsible for maintaining it, and how employees will be notified of changes.","This policy shall be reviewed annually by [HR / IT / COMPLIANCE TEAM] and updated as necessary to reflect changes in law, technology, or business operations. Employees will be notified of material changes via [COMPANY EMAIL / INTRANET] and asked to re-acknowledge the updated policy.","Publishing the policy once and never revisiting it. A two-year-old email policy that does not mention MFA, BYOD, or cloud email is a compliance liability regardless of how well it was written at the time.",[330,335,340,345,350,355,360,365],{"step":331,"title":332,"description":333,"tip":334},1,"Define the scope and covered parties","Identify every category of person who accesses company email — full-time employees, part-time staff, contractors, interns, and authorized third parties. Enter the company's legal name throughout the document.","List covered roles explicitly rather than writing 'all staff' — ambiguity about whether contractors are covered is a common enforcement gap.",{"step":336,"title":337,"description":338,"tip":339},2,"Set personal use boundaries clearly","Decide whether to permit limited personal use or prohibit it entirely. If limited personal use is allowed, define 'limited' — for example, a maximum of 10 minutes per day for personal email that does not involve confidential data.","A blanket prohibition on personal use is rarely enforceable in practice. A defined limit paired with a clear prohibited-content list is easier to apply consistently.",{"step":341,"title":342,"description":343,"tip":344},3,"Write the prohibited use list with specific categories","List every category of prohibited content and behavior: harassment, discriminatory language, confidential data sent to personal accounts, auto-forwarding to external addresses, bulk unsolicited email, and unauthorized company communications.","Review your most recent HR incident log — the types of email misuse that have actually occurred in your organization should be named explicitly.",{"step":346,"title":347,"description":348,"tip":349},4,"Add data classification and encryption requirements","Map your existing data classification levels (e.g., confidential, restricted) to specific email handling rules. State which levels require encryption, which may not be sent externally at all, and which approved tools must be used.","If you do not have a formal data classification scheme, this policy is a good forcing function to create one — even a three-tier system (public, internal, confidential) is sufficient.",{"step":351,"title":352,"description":353,"tip":354},5,"Insert the monitoring disclosure prominently","Place the monitoring and privacy section early in the document — before the rules sections — and use plain language. Specify what is monitored, why, and by whom.","Have employees sign an acknowledgment form that references the monitoring disclosure specifically, not just the policy as a whole.",{"step":356,"title":357,"description":358,"tip":359},6,"Set retention periods by email category","Enter specific retention durations for each major email category: general business correspondence, HR records, finance communications, and legal matters. Cross-reference applicable regulations for your industry.","For US companies, the IRS requires business records to be kept for at least 3 years; HIPAA requires covered entity records for 6 years; check your industry's governing standard before entering durations.",{"step":361,"title":362,"description":363,"tip":364},7,"Define security responsibilities and reporting timelines","Assign specific security actions to employees: minimum password length, MFA enrollment deadline, maximum time to report a suspected phishing attempt, and the correct contact for incident reporting.","A 24-hour reporting window for phishing incidents is a reasonable standard — shorter windows reduce dwell time but are hard to enforce for employees in different time zones.",{"step":366,"title":367,"description":368,"tip":369},8,"Calibrate disciplinary consequences by severity","Create at least three tiers of violation severity with corresponding consequences: minor (e.g., excessive personal use → verbal warning), moderate (e.g., sending internal documents to a personal account → written warning and IT audit), and serious (e.g., harassment or deliberate data disclosure → immediate investigation and possible termination).","Reference your existing disciplinary procedure by name in this section rather than repeating its full content — this keeps the email policy focused and ensures consistency across all HR policies.",[371,375,379,383],{"mistake":372,"why_it_matters":373,"fix":374},"Omitting the monitoring disclosure","In many jurisdictions, monitoring employees without prior written notice exposes the company to privacy claims and invalidates evidence gathered during an investigation.","Add a clear monitoring disclosure early in the policy and collect signed acknowledgments from all covered employees before monitoring begins.",{"mistake":376,"why_it_matters":377,"fix":378},"Applying a single email retention period to all messages","HR, finance, and legal emails are subject to different statutory retention requirements — a uniform period either over-retains or under-retains regulated records.","Define separate retention periods for each major category of business email and cross-reference the applicable regulation for each.",{"mistake":380,"why_it_matters":381,"fix":382},"Ignoring personal device (BYOD) access","Employees who access company email on unmanaged personal devices can expose sensitive data and make it impossible to enforce a remote wipe upon departure.","Add a BYOD section requiring MDM enrollment and remote wipe consent for any personal device used to access company email.",{"mistake":384,"why_it_matters":385,"fix":386},"Publishing the policy without a signed employee acknowledgment","Without documented acknowledgment, employees can credibly claim they were unaware of the rules — undermining disciplinary action and litigation holds.","Attach an acknowledgment form to the policy and collect signatures — or digital confirmations — from all employees before the policy takes effect.",[388,391,394,397,400,403,406,409,412],{"question":389,"answer":390},"What is an employee email policy?","An employee email policy is a formal document that defines how staff may use company-provided email accounts. It covers acceptable and prohibited use, confidentiality obligations, the employer's monitoring rights, email retention schedules, security responsibilities, and disciplinary consequences for violations. It gives employees clear expectations and gives the employer a documented basis for enforcement.\n",{"question":392,"answer":393},"Why does a company need a formal email policy?","Without a written policy, the company has no documented standard to enforce against misuse, no retention schedule to defend in litigation, and no monitoring disclosure to support investigations. A policy also reduces liability for employee-generated harassment or data disclosure by demonstrating that the company had reasonable controls in place. Most cyber liability insurers and compliance frameworks require one.\n",{"question":395,"answer":396},"Can employers legally monitor employee email?","In most jurisdictions, employers may monitor email sent and received on company systems provided they give employees prior written notice of that monitoring. The monitoring disclosure section of this policy serves that purpose. Laws vary by country and US state — notably, some EU member states and Canada impose additional constraints — so consider a legal review if your workforce spans multiple jurisdictions.\n",{"question":398,"answer":399},"Should employees be allowed to use company email for personal messages?","A blanket prohibition is rarely enforceable in practice and can create an adversarial culture. Most organizations permit limited personal use — typically defined as occasional messages that do not involve confidential data, prohibited content, or significant time away from work duties. The policy should define \"limited\" concretely so managers can apply the rule consistently.\n",{"question":401,"answer":402},"What email retention periods should a company use?","Retention periods depend on the content and applicable regulations. General business correspondence is commonly retained for 3–7 years. HR and employment records typically require 3–7 years depending on jurisdiction. Finance and tax-related emails commonly require 7 years under IRS guidance. Legal matter emails should be retained until the matter is closed plus a defined buffer period. Always cross-reference the regulations specific to your industry and location.\n",{"question":404,"answer":405},"What is a litigation hold and how does it relate to an email policy?","A litigation hold is a directive to suspend the normal deletion of email and other records when litigation is reasonably anticipated. The email policy should explicitly state that retention schedules are overridden by a litigation hold, and that employees who receive a hold notice must immediately cease deletion of any covered messages. Failure to comply with a litigation hold can result in sanctions, adverse inference instructions, or penalties in court.\n",{"question":407,"answer":408},"Does this policy need to cover emails accessed on personal phones?","Yes. Employees routinely access company email on personal smartphones and tablets. Without a BYOD provision, the company cannot enforce password requirements, encryption standards, or remote wipe capability on those devices. The policy should require MDM enrollment and remote wipe consent for any personal device used to access company email accounts.\n",{"question":410,"answer":411},"How often should an employee email policy be updated?","An annual review is the standard best practice. Trigger an out-of-cycle update whenever the company changes email platforms, adopts a new data classification scheme, experiences an email-related security incident, or must comply with a newly applicable regulation such as GDPR or a state privacy law. A policy that predates cloud email, MFA requirements, or remote work is effectively obsolete regardless of its original quality.\n",{"question":413,"answer":414},"Should the email policy be a standalone document or part of the employee handbook?","Both approaches are common. A standalone policy is easier to update independently, distribute to IT and compliance teams separately, and version-control on its own schedule. Incorporating it into the handbook ensures all staff receive it during onboarding. Many organizations maintain a standalone policy and include a summary reference in the handbook that points employees to the full document.\n",[416,420,424,428],{"industry":417,"icon_asset_id":418,"specifics":419},"Healthcare","industry-healthtech","HIPAA mandates specific safeguards for protected health information transmitted by email, including encryption requirements and breach notification obligations for covered entities and business associates.",{"industry":421,"icon_asset_id":422,"specifics":423},"Financial Services","industry-fintech","FINRA, SEC, and banking regulators require firms to archive and supervise electronic communications, including email, for periods ranging from 3 to 7 years depending on the message type.",{"industry":425,"icon_asset_id":426,"specifics":427},"Legal and Professional Services","industry-professional-services","Attorney-client privilege and professional confidentiality rules require strict controls on how client communications are transmitted, stored, and accessed by non-authorized staff via email.",{"industry":429,"icon_asset_id":430,"specifics":431},"Technology / SaaS","industry-saas","Distributed and remote-first teams increase BYOD and external access exposure, making auto-forwarding controls, MDM enrollment, and phishing response procedures especially critical components of the policy.",[433,436,439,441],{"vs":228,"vs_template_id":434,"summary":435},"D{IT_ACCEPTABLE_USE_POLICY_ID}","An IT Acceptable Use Policy governs all company technology assets — computers, internet access, software, and devices — of which email is just one component. An employee email policy goes deeper on email-specific rules: retention schedules, monitoring disclosures, encryption requirements, and litigation holds. Organizations with significant IT risk typically need both documents.",{"vs":87,"vs_template_id":437,"summary":438},"social-media-policy-D13280","A social media policy governs how employees communicate on public-facing platforms such as LinkedIn, X, and Facebook — including whether they may discuss the company, share proprietary content, or post during work hours. An email policy governs private, internal and external business communications. The two documents are complementary and often referenced together in an employee handbook.",{"vs":58,"vs_template_id":239,"summary":440},"An employee handbook is a comprehensive reference document covering all workplace policies — conduct, benefits, leave, and IT rules. An employee email policy is a standalone operational document that provides far greater detail on email-specific obligations than any handbook section can. The handbook typically references the standalone email policy rather than reproducing its full content.",{"vs":242,"vs_template_id":442,"summary":443},"D{DATA_PROTECTION_POLICY_ID}","A data protection policy governs how the organization collects, stores, processes, and secures personal data across all systems and processes. An employee email policy focuses specifically on email as a channel and addresses use, monitoring, and retention alongside data handling. Regulated organizations typically need both, with the email policy's confidentiality section cross-referencing the data protection policy.",{"use_template":445,"template_plus_review":449,"custom_drafted":453},{"best_for":446,"cost":447,"time":448},"Small to mid-size businesses establishing email rules for the first time in a single jurisdiction","Free","1–2 hours to customize and distribute",{"best_for":450,"cost":451,"time":452},"Organizations with remote or international staff, BYOD programs, or regulated data handling requirements","$200–$600 for an HR consultant or employment lawyer review","3–5 business days",{"best_for":454,"cost":455,"time":456},"Enterprises in regulated industries (healthcare, financial services, legal) or those subject to GDPR, HIPAA, or FINRA email archiving rules","$1,000–$3,000+","1–3 weeks",[458,459],"email-retention-and-litigation-holds-explained","byod-security-basics-for-hr-teams",[239,232,246,461,462,463,464,465,466,467,468,469],"non-disclosure-agreement-nda-D12692","employment-agreement_at-will-employee-D541","employee-dismissal-letter-D508","disciplinary-action-policy-D13486","data-breach-response-and-notification-policy-D13650","it-security-policy-D13722","acceptable-use-policy-D12622","code-of-conduct-D13318","confidentiality-agreement-D950",{"emit_how_to":471,"emit_defined_term":471},true,{"primary_folder":96,"secondary_folder":473,"document_type":474,"industry":475,"business_stage":476,"tags":477,"confidence":481},"workplace-policies","policy","general","all-stages",[478,474,479,473,480],"compliance","email-policy","employee-conduct",0.95,"\u003Ch2>What is an Employee Email Policy?\u003C/h2>\n\u003Cp>An \u003Cstrong>Employee Email Policy\u003C/strong> is a formal operational document that governs how employees may use company-provided email accounts — defining permitted and prohibited uses, confidentiality requirements, the employer's right to monitor communications, email retention and deletion schedules, individual security responsibilities, and the disciplinary consequences for policy violations. Unlike informal IT guidelines or a single paragraph in an employee handbook, a standalone email policy provides the specificity needed to enforce standards consistently, respond to security incidents with documented authority, and satisfy the audit requirements of regulators and cyber liability insurers. It applies to everyone who accesses company email, including contractors and temporary workers, on any device.\u003C/p>\n\u003Ch2>Why You Need This Document\u003C/h2>\n\u003Cp>Every company that issues email accounts without a written policy is managing a liability, not just a technology tool. When an employee forwards confidential pricing data to a personal account, sends harassing messages to a colleague, or falls for a phishing attack, the company's ability to investigate, discipline, and defend itself legally depends almost entirely on whether a documented policy was in place and acknowledged. Without one, employees can plausibly claim they did not know the rules; courts can find that monitoring was unauthorized; and regulators can treat the absence of a written policy as evidence of inadequate data controls. A well-structured email policy closes those gaps in about two hours of customization, establishes enforceable retention schedules that protect the company in e-discovery, and signals to staff that email is a professional tool subject to the same conduct standards as any other workplace behavior. This template gives you a complete, ready-to-distribute starting point that covers every major policy area, from BYOD security to litigation holds.\u003C/p>\n",1781186031195]