Free policy template · Word

Email Usage Policy

An email usage policy governs how employees use their official email accounts — professional etiquette and signatures, sending confidential attachments, forwarding to personal accounts, phishing alertness, mailbox retention and what happens to the mailbox when an employee leaves.

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[Company Logo][Company Name]

EMAIL USAGE POLICY

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Information Technology

1. Purpose

Email is the main channel for official communication at [Company Name]. This policy ensures it is used professionally, securely and in a way that protects company and customer information.

2. Scope

It applies to all users of company email accounts ([domain]) and shared mailboxes, on any device.

3. Definitions

Official email: any account on the company domain.
Confidential information: as defined in the Confidentiality Policy.
Phishing: a fraudulent email designed to steal credentials, money or data.

4. Policy

Official email must be used for all business communication with customers, vendors and colleagues; personal email accounts must not be used for company work.
Emails must be courteous and professional and carry the standard signature: Name, Designation, Department, [Company Name], phone.
Auto-forwarding of company email to external accounts is prohibited.
Confidential attachments (salary data, customer lists, contracts) must be sent password-protected or through [Secure Share Tool], only to those who need them.
Do not send chain mails, offensive content or mass mailings without approval from [Department].
Do not click links or open attachments from unexpected senders; report suspicious emails to [Phishing Report Email].
Bank detail changes requested by email must be verified by phone using known contact numbers.
Mailboxes are retained for [Number] years. Deleting business records to hide information is prohibited.
On separation, the mailbox is disabled on the Last Working Day; access may be given to the manager for [Number] days with HR approval.

5. Procedure

IT creates the mailbox on joining after the AUP acknowledgement.
Shared mailbox access is requested through the manager.
Accidental sending of confidential data to the wrong person must be reported to IT within [Number] hours.

6. Responsibilities

Users: follow etiquette and security rules.
IT: spam filtering, backup and access control.
HR: inform IT of exits on time.

7. Non-compliance

Misuse of email, including harassment, data leakage or auto-forwarding, may lead to action under the Disciplinary Policy.

8. Review & Approval

IT will review this policy annually.

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Official use and etiquette — clear subject lines, professional tone
Standard email signature — consistent branding
No auto-forwarding to personal accounts — keeps data inside
Attachment and encryption rules — for confidential data
Phishing and spoofing alertness — report, do not click
Retention and exit access — mailbox handling after separation

When to use it

Employees forward work emails to personal Gmail accounts
Customers receive unprofessional or inconsistent emails
A phishing attack tricked staff into sharing credentials
Deciding who can access a departed employee's mailbox

How to customise this template

1Insert your email signature format
2Set mailbox size and retention periods
3Define which data must be encrypted or password-protected
4Name the phishing report address
5Decide who approves access to an ex-employee's mailbox

HR tips

Use 'Reply all' only when everyone needs the reply
Check the recipient before sending salary or customer data
Set an out-of-office message with an alternate contact when on leave
Verify payment-change requests by phone — email fraud often targets finance teams

Email content may be evidence in disputes and contains personal data. Review retention and access rules against the Information Technology Act, 2000, the Digital Personal Data Protection Act, 2023 and with legal advice.

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Frequently asked questions

Can employees use official email for personal use?+

Limited personal use may be allowed, but official email should not be used to register on personal websites, run personal businesses or send non-work bulk messages.

What happens to an employee's email after they leave?+

Typically the account is disabled on the last working day, an auto-reply redirects senders, and the manager may be given access for a limited period to retrieve business information.

Is forwarding work email to personal email allowed?+

Most companies prohibit it because it moves company data out of controlled systems. Use approved mobile email apps instead.

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