Business Communication: Email Policy

Introduction

The business communication is an enterprise; the characteristic of specificity and quality constitute the success of them in general.

The routine goodwill messages in the case of business communication are much helpful in communicating with the superiors and subordinates by including the three-phase of the writing process,” The writing process includes three phases: analysis, anticipation, and adaptation; research, organization, and composition; revision, proofreading, and evaluation. Here, we focus on creating direct request letters, direct replies, and goodwill messages along with the writing process above” (Routine letters and goodwill messages, n.d. para.2).

Email policy

This mail is to intimate you about the new policy that I would like to formulate as part of the organization’s policy, for the attention of all employees, and as the part of the new amendment policy decision taken by the management.

The purpose of this policy is to ensure the proper utility of the email system and to improve employees’ esteemed attention and acceptance of the new email system. Our company possesses the sole responsibility and right to amend the policy to the subordinates. In concern with certain amendments, the users will be notified at the earliest. I would like to state herewith certain legal requirements concerning the policy.

Legal risks

You are aware that email is an efficient tool for business communication and that the employees in any business organization are liable to use the tool appropriately. In comparison to another way of communication, email is considered as an informal way of communication, but similar laws apply to it like any other mode of communication, so it is very important for the users to follow the legal risk associated with email:

• If you send emails with any slanderous, derogatory, unpleasant, racially prejudiced or obscene comments, the individual and the organization are found liable.
• If you illegally forward any of the confidential messages or data concerning the organization, the individual and the organization are found liable.
• If you illegally forward, reply or copy messages devoid of consent, the employee and employer are held liable for copyright violation.
• If you mail an attachment that includes a virus, employee and employer will be held liable.

Legal requirements

The legal requirements that are to be followed by each and every employee are as follows;

It is firmly proscribed to send emails containing slanderous, offensive, unpleasant, xenophobic or prone remarks. If you obtain an e-mail of that kind, you should, without delay, inform your immediate superior.

• Never send nor forward a message without attaining authorization from the sender.
• Do not forward unwanted or unsolicited messages.
• Do not falsify or attempt to create fake email messages.
• Do not send email messages using another individual’s mail identity.
• The messages should not be sent without the knowledge of the person who is the originator of the task.
• You should mention your name and the proper identity yourself while sending the mail.

Best Practices

The following are some of the best practices that each individual in the organization can practice for its betterment. Draft clear and logical emails and keep them short and specific.

• The email may resume with the informal way of addressing as Hi or dear and the messages could end up with wishes or regards. Signatures must consist of name, designation and company name.
• The spelling in the email should be cross-checked by the mailer before sending it.
• Do not send avoidable attachments. Condense attachments bigger than 200K before forwarding.
• The entire email should be in small letters
• The bcc and cc in the message should be there with the proper understanding of the recipient.
• Only stain emails as significant if they are.

Brief Summary

The main intention of choosing up the email policy was to maintain a disciplined system in the mailing criteria for certain individuals. The most noticed practice in sending emails is for time pass, where they forward un-permissible sites and blogs as leisure time activity. “The first step in securing your company is to create an email usage policy. After you have created your email policy you must make sure it is implemented. This can be done by giving regular training and by monitoring employees’ email using email security software” (What are the email threats that companies face, 2006, para.2).

Certain emails are found in a non-professional manner where there is no professional way of addressing the superiors or the colleagues and is too informal. The mail is also completely unstructured with much of the descriptive information which consumes time and is vague.

Most of the email complaints lodged in the firm are regarding the sending of mail from another person’s mail identity which needs to be ceased in the organization and proper uniformity in the mailing has to be developed. “There is no doubt that the contents of corporate emails reflect on the business. A badly written email or an email containing unprofessional remarks will cause the recipient to have a bad impression of the company the sender is representing” (What are the email threats that companies face, 2006, para.5).

Another important objective is to end any bad behavior at a prior time by requesting employees to report at the earliest when they obtain an unpleasant email. Maintaining the occurrence to a minimum can help keep away the organization from legal responsibility.

The policy also aims to position that the email system is not to be used for the allocation of any insulting, or troublesome messages, including messages including sex, caste, religion, race, color, and nativity.

Reference List

Routine letters and goodwill messages. (n.d.). Wikipedia. 

What are the email threats that companies face? (2006). Email Policy.Com.