Sample Paper on Email Policy

Hello, everyone, we have an email policy I wish to let you know about. All employees of this bank have been availed with email to use it where relevant and to help when carrying out their job tasks. The newly created email policy guides all employees on how to use the bank email and employee personal bank account email. It contains regulations and guidelines on the use of emails as a communication medium at the bank and describes the desired mode of behavior from employees when using email.

Its purpose is, mainly help reduce security and business risks that may be faced by the bank. Inform all employees they are allowed to use the organization email, ensure that proper email etiquette is used by all employees and assist the bank achieve its legal obligations in relation to use of email.

The policy applies to all the organization employees and it does not matter in which place the email is being used: whether it is within the bank premises, while away travelling for business or while working from home. It also applies to use of company email on any device, no matter owned by the company or employee.

The bank is aware that in an individual’s daily life there will be significant use of email. The employees are therefore allowed to also use their company email accounts for personal use but are restricted to follow some restrictions such as; reasonable level of use only allowed during off duty hours like lunch and break times. The availability and use of email service by non-employees is prohibited.

Un authorized access of the banks email is prohibited and disciplinary action will be taken against those who use banks email without authorization or those who provide access to unauthorized people. Staffs are provided with the sign in details by the bank IT department.

Users of this email must also not open attachments from sources, which are not known to avoid attack by virus, spyware or Trojan. Software for scanning emails should not be disabled at all times to protect the bank from security problems. The employees should avoid sending confidential data through email and instead request the IT department for the right tools to use.

In case there is need be to access the bank email account of a colleague, proper authorization should be sought from the manager or IT department. In case problems are experienced in the systems, the manager or the IT department can provide the needed help to find a solution.

It is not advisable for employees to use and store inappropriate content that will be defamatory or that will bring liability to the bank, creation and distribution of materials or content which is inappropriate through email. Sending offensive harassing emails or messages that can damage the banks reputation is also wrong. In receipt of such inappropriate emails, it is advisable to report to the manager.

The bank upholds copyright laws, employees should therefore not use the bank email to share any copyrighted materials such as software, media, third parties’ work unless permission to share is granted.

Employees must take great caution before committing themselves to carry out any type of transaction through email. This is because the communication may form a contract, which is legally binding between the bank and the other party even when an employee does not have authority to enter in to contract on behalf of the bank.

The email disclaimer contained in the bank standard email template should not be altered or changed when sending messages.

There are constant communication between the employees and external stakeholders, and even if the email may be relatively informal. It is appropriate for staff to abide by good email etiquette which includes using; the right structure and format, the right tone especially when communicating, the language should be polite and respectful and displaying professionalism and attention to detail. Avoiding forwarding chain emails without appropriate topics for a work place, using appropriate subject line that is meaningful, and sending only the most important messages. Others are, to avoid requesting recipients to give confirmation of having read their email, using all capital letters on subject lines or messages may considered impolite, recipients of group messages are only to those the message is genuinely relevant, proof reading all emails before hitting the send button is also important.

For internal communications, it is proper if employees first consider a number of factors before using email for communication, for example whether the issue is better communicated face to face   or in case of a document, which requires some feedback, discussing it in person is better. Is it better to give replies to all rather than sending to only those people who need a reply. Email communication should also be followed up by some other means of communication like phone calls or messages.

In addition, the purpose of emails here is business; therefore, the bank will take upon itself to do regular checks on the information recorded in the systems. It is important to note the bank may be legally required to give the information in the systems to law enforcers or other parties like regulators, hence only ethical, accurate, legal and appropriate information should be sent and received through bank email. To keep an eye on the data contained in emails a software will be introduced that will monitor this data and only those who are authorized will also conduct monitoring.

The members of staff found breaching this policy will be penalized and the penalty or punishment will be dependent on degree of the breach and how much more this has occurred. The punishment can be either an oral warning or discharge from duties.

The bank acknowledges that emails are significant tools in business but the bank reputation together with the productivity of employees can be negatively affected due to misuse of this facility. Therefore employees must use the regulations and guidelines provided in this policy to safeguard the banks legal obligation in regard to use of emails and also enhance employees’ productivity and smooth running of operations. In receipt of this email, all employees are required to email their response indicating their agreement with the set out policies. If one has issues concerning the policy, an explanation should be given regarding the particular item in the policy.

Regards,

Name:

Summary
The rules and principles and rules used in this email Include; use of a subject line that communicates the message of the email, the communication has been made easy to read by keeping the paragraphs short and direct to the point, use of bold font or capital letters has also been avoided to ensure they are not a nuance to the readers (Jerz 2010). The email has identified the sender of this email by name and title which will make it easy for everyone to recognize the person addressing them (Grabinger, 2008). No attachments have been used in the email; this will ensure everyone will easily access all details of the email (Jerz 2010).  The email has been proofread to eliminate any mistakes that were present (Jerz 2010).  . The email is written formally displaying professionalism and there is no flaming is this email and it can be sent without fear of resulting future problems (Grabinger, 2008).
Discussion

E-mails can sometimes mean something different to the intended recipient from what the sender wanted to communicate. For instance, my friend Sarah shared with me a scenario she almost lost her job due to an email. She had used an email to communicate to her boss after trying to reach him by his phone with no avail; her phone calls could not go through. The purpose of this communication was to give a report concerning the progress of a business meeting she had attended. The report had a stipulated deadline, which she did not meet since her boss did not get this report on time even on email. When he finally logged in to his email, he found her message whose first sentence read “Hi, I have not been successful reaching you by phone, so I have decided to email you my findings instead”, and the rest of the communication was her report. The boss was infuriated because he interpreted the first line in her message to mean that he had intentionally refused to pick her phone calls when she had called him.

The conflict, in this case, was caused by the tone, wording, and format used by my friend in her email communication. She also assumed that her boss would log in to his email and find the report on time (Grabinger, 2008).There was no use of good email etiquette. She should not have assumed her boss would get her email on time. As (Grabinger, 2008) puts it, it is not even his fault he did not log into his email early enough to find such communication. An email wording and the tone should be carefully considered, this is because an email unlike a face-to-face communication does not show body language, the selection of words, punctuation marks or use of capital letters can give the wrong impression when one is not in close contact with the recipient (Jerz 2010). The tone of the message must show respect to the recipient and discipline of the sender, especially when addressing it to a person of higher authority (Jerz 2010). The message should also be properly formatted including use of subject lines to highlight the most important part of the message (Jerz 2010). It is also good to note a recipient does not necessarily have to access the message immediately; therefore, other modes of communication can be used for follow up. (Grabinger, 2008). Before hitting the send button the sender should go through the message to make sure, it has been well written and ensures there are no grammatical errors (Jerz 2010).

In this scenario, my friend would have used a better format, words and tone and continued to try phone communication even after sending him email.  She should have started with a subject line highlighting that the email contained her report. She should have used an email, which is well structured, use words having an appropriate tone especially because she was addressing her boss. The email should also have been more polite because even if emails can be a bit informal, she was communicating to her boss to whom it was important she portray her professionalism, attention to details and her values. As discussed above, it is without doubt that sending emails is not just a matter of writing a message and hitting the send button, many things should be considered to ensure the right message is communicated, to the right person and in the right way.
References

Grabinger, R. S. (2008). Tame the email beast! A baker’s dozen. Performance Improvement47(4), 5-6.

Jerz, D. G. (2010). Effective Email Writing Tips Writing Effective E-Mail: Top 10 Tips.