The following rules are required by law and are to be strictly adhered to:

·        It is strictly prohibited to send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. If you receive an e-mail of this nature, you must promptly notify your supervisor.

·        Do not forge or attempt to forge email messages.

·        Do not send email messages using another person’s email account.

·        Do not copy a message or attachment belonging to another user without permission of the originator.

·        Do not disguise or attempt to disguise your identity when sending mail.

 

Best practices

Virtual Evolution considers email as an important means of communication and recognizes the importance of proper email content and speedy replies in conveying a professional image and delivering good customer service. Therefore Virtual Evolution wishes users to adhere to the following guidelines:

·        Writing emails:

o       Write well-structured emails and use short, descriptive subjects.

o       Use the spell checker before you send out an email.

o       Do not send unnecessary attachments. Compress attachments larger than 200K before sending them.

o       Do not write emails in capitals.

o       If you forward mails, state clearly what action you expect the recipient to take.

o       Only mark emails as important if they really are important.

·        Replying to emails:

o       Emails should be answered within at least 8 working hours, but users must endeavor to answer priority emails within 4 hours.

·        Maintenance:

o       Delete any email messages that you do not need to have a copy of, and set your email client to automatically empty your ‘deleted items’ on closing.

 

Personal Use

Although Virtual Evolution’s email system is meant for business use, Virtual Evolution allows the reasonable use of email for personal use if certain guidelines are adhered to:

·        Personal use of email should not interfere with work.

·        Personal emails must also adhere to the guidelines in this policy.

 

System Monitoring

You must have no expectation of privacy in anything you create, store, send or receive on the company’s computer system. Your emails can be monitored without prior notification if Virtual Evolution deems this necessary. If there is evidence that you are not adhering to the guidelines set out in this policy, the Virtual Evolution reserves the right to take disciplinary action, including termination and/or legal action.

 

Questions

If you have any questions or comments about this Email Policy, please contact Natasha major at major01@franklin.edu. If you do not have any questions Virtual Evolution presumes that you understand and are aware of the rules and guidelines in this Email Policy and will adhere to them. 

 

DECLARATION

I have read, understand and acknowledge receipt of the Email policy. I will comply with the guidelines set out in this policy and understand that failure to do so might result in disciplinary or legal action.

 

 

Signature:       _________________________	Date: ____________________________
Printed Name: __________________________