Email Etiquette Policy

Purpose:
To assure proper practices when using email as a form of business communication internally and externally

Definition:
I. Policy a. All employees must use an electronic signature as described in this policy. b. The Companys electronic communication tools are tools for business communication. Personal use cannot interfere with Company business. c. o not o!eruse e"mail by sending courtesy copies of a message to people who do not need them. Examples include# reply to all# to congratulation emails. o not forward e"mail messages unless the original sender is aware that the message may be forwarded. $se common sense% if you wouldnt ha!e forwarded a copy of a paper memo with the same information& do not forward the e"mail.

d.

e. 'e careful what you write. An electronic communication is not the same as con!ersation. An electronic communication is a written record and can be duplicated at will. (hile electronic communications may seem to be less formal than a hard copy letter or memorandum& it is far more permanent than spea)ing to someone on the phone. An electronic communication does not con!ey emotion well% use the telephone when appropriate. f. (hen replying to e"mail& it is often useful to include a portion of the original senders message to put your reply in context. *owe!er& it is also appropriate to delete unimportant portions of
Revised: June 9, 2010 1

the original message in order to pre!ent the message from getting too long. g. o not o!er"use the +,eturn ,eceipt ,equested# feature. This feature doubles the amount of e"mail traffic. Employees do not ha!e a personal pri!acy or proprietary right in any messages or other documents they store& create& recei!e or send using the Companys electronic communication tools.

h. An electronic communication message is -ust another form of written document. ont put in an electronic communication anything you wouldnt put in another type of document. i. .a)e sure the underlying transaction or decision and the words you write in any electronic communication are lawful and comply with Company policies. As with many other corporate records& electronic communication may be sub-ect to disco!ery in litigation. /i)e all communications& you should not say anything that might appear inappropriate or that might be misconstrued by a reader. ont send anything in an electronic communication containing confidential or pri!ileged communications such as confidential Company information& a pri!ileged attorney"client communication or a trade secret without ta)ing proper precautions. 0nly disclose the contents of electronic communications to authori1ed persons.

-.

). *andle copyrighted information carefully2 inappropriate copying can lead to legal liability. l. Always assume that anything you write in an electronic communication is permanent and retrie!able 3 e!en after it has been deleted from the system. m. 4ood writing always is clear& concise and careful. n. A!oid imprecise words& ambiguous phrases& false statements& sarcasm& exaggeration& emotionalism& inflammatory imagery and inappropriate humor.

Revised: June 9, 2010

o. ,efrain from using non"business quotes& salutations& closing remar)s& or celebrity comments of any )ind. Examples include statements relating to sports& religion& politics& comics& famous quotes& etc. p. ,emember that anything you write in an electronic communication can become e!idence in a courtroom through the process of disco!ery. q. o not attach documents& spreadsheets or presentations that exceed 56.'. /arge attachments can degrade the performance of the networ) and the e"mail system. (hen it is necessary to send large files !ia the e"mail system& 1ip the files with company appro!ed 1ip applications. o not use any bac)ground themes as they use unnecessary space.

r.

s. /isted below is the authori1ed email signature format for the company%

Revised: June 9, 2010

Sample Email Signature Format Name Position Campus Name Campus Address Campus State and Zip Office Number

Example 5% Campus location 7amie 4arcia irector of Education CCC& a i!ision of 8ista College /ubboc)& T9 Campus 555 :uccess /ane Anywhere& T9 ;<;<; =0> ?5@"xxx"xxxx

Example ;% Campus location 7oe ,aymond Admissions ,ep 8ista College& Clearfield& $T Campus 5;<A Education 'l!d Anywhere& $T 6B?@C =0> ?65"xxx"xxxx& Ext& 56

Example <% Corporate 0ffice .andy Draft Accountant Education Eutures 4roup& //C AFC 'uilder :treet& :uite <A66 Anywhere& T9 FA<;5 =0> B@;"xxx"xxxx

Authorities:
Education Eutures 4roup

Revised: June 9, 2010