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Email Policy
Free company email policy template — acceptable use, security expectations, and monitoring for employee email.
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This free email policy covers Purpose, Business Use, Security Practices, Prohibited Use, Confidentiality with 4 clearly marked [placeholder] fields to fill in — built for small business owners and first-time managers handling an HR moment professionally without a dedicated HR department to lean on. Copy it into your own word processor, fill in the placeholders, and review it — or adapt it — before use. It's part of docstoc's free document template library, alongside business, legal, real estate, finance, and HR templates. Every template here is free to copy with no signup required, and each one carries a plain disclaimer: this is a starting point for informational purposes, not a substitute for advice from a licensed professional in your jurisdiction.
Email Policy
Company: [Company Name] · Effective Date: [Date]
Purpose
This policy sets expectations for use of company email accounts and systems.
Business Use
Company email is provided primarily for business purposes. Limited personal use is permitted as long as it doesn't interfere with work or violate this policy.
Security Practices
Employees must: use strong, unique passwords, enable multi-factor authentication where available, and report suspicious emails (phishing attempts) to [IT contact] rather than clicking links or attachments.
Prohibited Use
Company email may not be used to: send confidential information to unauthorized recipients, send harassing or discriminatory content, or conduct unauthorized business activities.
Confidentiality
Employees should assume email is not fully private and may be reviewed by the Company for legitimate business or legal reasons, [consistent with applicable law].
Retention
[Describe how long emails are retained and any archiving requirements.]
Departure
Upon termination, email access is [disabled immediately / forwarded for a limited period per manager approval].
Acknowledged by: ______________________ Date: ____________
*Training employees to recognize phishing (not just having a policy about it) prevents far more incidents than the policy document alone — pair this with periodic simulated phishing tests if you can.*
Edit directly in the box above. Download PDF anytime — the docstoc.io footer is always included and cannot be removed.
What's included
- Edit online — click the document, fill in placeholders, download a PDF
- 7 standard sections: Purpose, Business Use, Security Practices, Prohibited Use, Confidentiality, Retention, …
- 4 clearly marked [placeholder] fields for quick personalizing
- Free to use — no account or signup required
- Fully editable — adjust any clause to match your actual situation
- Includes a signature block, ready to print or sign digitally
- Fixed docstoc.io footer on every PDF (not removable)
Who this template is for
Freelancers & solo founders
Handling routine business paperwork without commissioning custom legal drafting for every document.
Small businesses
Standardizing recurring documents — leases, agreements, notices — across a growing operation.
Anyone reviewing before signing
Using a clear starting structure to understand what a document should cover, even if a lawyer finalizes it.
Growing teams
Formalizing hiring and performance processes as a company adds its first employees.
FAQ
Is this email policy template really free?
Yes, completely free — view, edit, and download this email policy as a PDF without creating an account.
What does this email policy cover?
This hr template includes Purpose, Business Use, Security Practices, Prohibited Use. Fill in the [bracketed] placeholders, edit any clause online, then download a PDF — the docstoc.io footer stays on every export.
Is this legal advice?
No. Employment documents sit on top of a mix of federal, state, and sometimes city labor law — at-will employment rules, required notices, and what you can and can't put in writing all vary. Have an employment attorney or HR professional confirm this fits your jurisdiction before you use it.
Can I edit the wording?
Yes — edit directly on the page, adjust any section or clause, and re-fill the 4 placeholder fields to match your situation before downloading a PDF. It's a starting structure, not a rigid script.
Where can I find more free templates like this?
Browse more free hr and related document templates in the docstoc library at /document-templates/.
More free document templates
- Employee Offer Letter
- Employee Written Warning / Disciplinary Notice
- Employment Agreement
- Cover Letter
- Employee Handbook Outline
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Why use this instead of a generic template
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Legality
Templates are drafted for general use, not a substitute for legal advice — check the note on each page for specifics.
Privacy
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Speed
Copy the subject and body directly — no form to fill in, no export step, no waiting on a download link.
Mobile-friendly
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