Hints and Tips for E-mail Policy

E-mail

Minimise the forwarding of e-mails that contain non-business material

Check receipt of important messages with a telephone call

Never divulge your password or account information to other users

Be aware that the sarcasm, humour, abuse, or tone can easily be misunderstood in e-mails

Avoid using currency punctuation in text-based e-mails. Use three-letter currency indicators instead (e.g. GBP, USD, EUR)

If possible, refer to files on any network-shared areas rather than include the files as an attachment

Send e-mails to individuals rather than groups

Compress large attachments, if possible, before sending. For example, zip files

Ignore and delete chain e-mails

Avoid subscription services and automatic information services unless there is a good business reason for subscribing

Check the authenticity (for example, by telephone) of suspicious messages

Carry out regular housekeeping on your mailbox. Delete all e-mails as soon as possible and ensure that there is only one copy of any attachment in your mailbox

Keep the number of e-mails in your mailbox to a minimum

Check your personal address book regularly and remove unwanted and incorrect entries

Always check that the addressee names are correct and be particularly aware of personal or global address groups