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Email usage policy

HR Policies

8 May 2025 (Last updated 3 Sept 2025)

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Emails are a mode of communication that require rules and guidelines to maintain the reputation and professionalism of the business. It is very easy for communication to get lost in translation and misinterpreted. Carelessly phrased emails can quickly damage a business’ reputation or break confidentiality, even when unintended.

In this best practice guide for employers, we explain email usage within the workplace and recommendations for an email usage policy.

Drafting an email usage policy

There are many risks involved with email usage. Employees may not fully understand security risks and the potential damage to the reputation of the business. Having a clear email usage policy will help set guidelines and standards for emails that are sent on behalf of the business.

Effective email usage policies will outline the following:

  • Decide the extent to which employees can use the Internet and email for personal purposes. Set out the consequences for not following the policy, including disciplinary action.
  • Be very clear and explicit as to what is considered unauthorised use of the email and company IT.
  • The use of email and internet should be consistent with employee’s responsibilities and should comply with all other rules and procedures.
  • Avoid permitting activities which might be illegal, offensive, or likely to have negative repercussions.
  • Depending on the business, a higher level of IT security may be necessary.
  • The email usage policy should also mention styles of communication for outside work hours.
  • Outline the risks of improper email use and the failure to conduct themselves appropriately while online. Describing that it may pose a threat to system security and the legal liability of the organisation.
  • Clearly set out what information gets recorded, logged, and who has access to the information.
  • Outline in plain language how the company will monitor staff compliance with company rules on acceptable use of email and browsing.

Considerations when implementing the email usage policy:

  • The policy should be made available to all staff and stored in the company internal communication network, where it can be accessed anytime.
  • The policy should be regularly reviewed in accordance with the development of information technology.

Monitoring email usage

While many companies monitor email usage, the key is it to do with caution and do what is only considered reasonable:

  • Be open about monitoring the communication channels. Employees have a right to know that their email and internet use is being monitored and why.
  • Limit personal use and set restrictions clearly.
  • Establish a business purpose for monitoring (working time is used productively or checking if they have logged in).
  • Monitoring should be limited to an automated process.
  • If the results of the monitoring will be used for formal processes, give the employee an opportunity to explain the results.

Disciplinary action for improper email usage

An employer may begin formal disciplinary action against an employee for improper email usage or misuse of workplace internet resources. The employer must:

  • Clearly demonstrate that the use was unauthorised as defined by the email usage policy or electronic communications policy.
  • Consult the employee in accordance with the workplace disciplinary process.
  • Give the employee an opportunity to respond to the allegations.
  • Take into consideration the severity of the breach on its own merits.

Implement effective policies with Peninsula

Managing how employees conduct themselves through email can make the world of difference in how your business is perceived. We understand small businesses may not always have the resources to create and implement effective policies for employment relations and health and safety at work. At Peninsula, our goal is to provide tailored services and support that meet your needs as a business owner. Peninsula advisers can help you build and establish clear and effective email usage policies. For peace of mind, call our free advice line now.

This article is for general information purposes only and does not constitute as business or legal advice and should not be relied upon as such. It does not take into consideration your specific business, industry or circumstances. You should seek legal or other professional advice regarding matters as they relate to you or your business. To the maximum extent permitted by law, Peninsula Group disclaim all liability for any errors or omissions contained in this information or any failure to update or correct this information. It is your responsibility to assess and verify the accuracy, completeness, and reliability of the information in this article.

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