Oklahoma Sample Letter for Directive - EMail Usage

• Category: Letters - Nonlegal - Directives
• State: Multi-State
• Control #: US-0580LR
• Format: Word; Rich Text

Description

Sample Letter for Directive - Email Usage

Sample Letter for Directive — Email Usage [Your Name] [Your Title] [Company/Organization Name] [Date] [Employee's Name] [Employee's Title] [Department] [Company/Organization Name] [Company/Organization Address] Subject: Directive — Email Usage Dear [Employee's Name], I hope this email finds you well. As you are aware, email has become an essential communication tool in our workplace, facilitating effective and efficient communication both internally and externally. However, it has come to our attention that certain email practices are not aligned with our company's policies and best practices. Therefore, I am issuing this directive to ensure consistent and professional usage of email within our organization. It is crucial to remember that emails sent from your company email address are a representation of our organization, and they have a significant impact on our reputation and perception in the business community. To promote a positive image and ensure compliance with applicable laws and regulations, I kindly remind you to adhere to the following guidelines: 1. Professional Language: Use professional and appropriate language in all email communications. Avoid the use of slang, jargon, abbreviations, or offensive language that may be misconstrued by recipients. 2. Confidentiality and Privacy: Exercise caution when sending sensitive or confidential information via email. Ensure that the recipients are only those who have a legitimate need to know. Always consider alternative, secure methods for transmitting confidential data if necessary. 3. Awareness of Tone: Be mindful of the tone in your emails, ensuring they remain respectful and courteous. Misinterpretations due to tone can lead to unnecessary conflict or misunderstandings. Review your emails before sending to ensure clarity and a professional tone. 4. Etiquette and Formatting: Apply proper email etiquette, including greetings, salutations, and signatures. Be concise and to the point to respect the recipient's time. Use appropriate formatting techniques, such as paragraph breaks and bullet points, to enhance readability. 5. Timely Response: Promptly reply to emails, especially those requiring immediate attention or those marked as urgent or high priority. If you are unable to respond within a reasonable timeframe, consider setting up an email autoresponder to inform senders of your unavailability and provide alternative contacts. 6. Legal and Ethical Compliance: Ensure that all email communications comply with applicable laws, regulations, and company policies. Refrain from including discriminatory, defamatory, or offensive content in your emails. Respect copyright and intellectual property rights when sharing external materials. 7. Email Usage for Work-Related Matters Only: Refrain from using company email for personal matters, such as non-work-related discussions, personal promotion, or forwarding chain emails. Use your personal email account for such purposes. Continuous adherence to these guidelines will result in improved communication effectiveness, reduced risk, and increased professionalism across our organization. Please acknowledge your understanding and commitment to these email usage guidelines by signing the attached acknowledgement form and returning it to Human Resources by [deadline date]. Should you have any questions or require further guidance, please do not hesitate to reach out to your supervisor or our HR department. Thank you for your attention to this important matter. Together, we can maintain a productive and responsible email communication environment. Sincerely, [Your Name] [Your Title] [Company/Organization Name] [Attachments: Email Usage Guidelines Acknowledgement Form]