An email account creation request is raised by HR or a manager to get an official email ID set up for a new joiner, contractor or shared team mailbox. It captures the name format, licence type, groups and validity, and moves through HR, manager and IT approval before the account is created.
The user will be asked to accept the company's email and acceptable-use policy at first login. The account is to be used only for official communication on behalf of [Company Name].
Requested by [HR Name] Date: [Date]
Created by [IT Executive Name] IT Department Date: [Date]
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Frequently asked questions
Who should request an official email ID for a new joiner?+
Usually HR raises the request once the offer is accepted and the joining date is confirmed, and the reporting manager approves the groups and access.
What is the standard format for official email IDs?+
Many companies use firstname.lastname@company domain, with a number or middle initial if the name already exists. Decide the rule once and apply it consistently.
Do contractors get company email accounts?+
Some companies give them time-bound accounts with an expiry date and limited groups. Others keep contractors on their own email.