An Email Policy for Your Employees

2. Content

2.1 Make employees aware of the style and tone you expect them to use.

This is usually somewhere between the informality of a telephone conversation and the formality of a letter.

• As a rule of thumb, you should adopt the same style as your contacts. An overly formal style may seem laboured and tedious to people used to quick, friendly emails.
• Some industries, and some nationalities, have their own standards.
• Short emails can appear brusque.
• Typing in capitals is the email equivalent of shouting, and can be considered rude.
• Use a formal letter style for formal documents or when approaching someone for the first time.

2.2 Set up your software's signature feature to add letterhead details, and any disclaimer, to your messages automatically.

• If possible, get it to attach alternative details to personal emails.

2.3 Specify what content is prohibited. This should include:

• Sexist, racist or other offensive material.
• Defamatory material.
• Content which is protected by copyright.
• Links to inappropriate material.