Email & Communication etiquette template
Clear standards for professional workplace communication including emails, messaging and documentation. Helps teams transition from informal habits to consistent, professional communication practices.
Email & communication etiquette
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Why communication etiquette matters
Written communication leaves a permanent record. Unprofessional emails, careless messages or inappropriate content can damage relationships with colleagues, clients and suppliers—and create legal risks for your business.
Many workplaces operate with informal communication habits that work fine until they don't. Setting clear standards helps everyone understand what's expected and prevents misunderstandings before they escalate.
This is especially important for teams using multiple communication channels—email, Slack, Teams, WhatsApp—where the lines between personal and professional can blur. HR software can help centralise policy distribution and ensure all staff acknowledge communication guidelines.
Key elements of this template
Standards for professional workplace communication
Email standards
Professional formatting, subject lines, greetings and signatures.
Tone guidelines
Maintaining professionalism across written communications.
Response expectations
Reasonable timeframes for responding to internal and external messages.
Confidentiality
Handling sensitive information in electronic communications.
Inappropriate content
What should never be shared via work communication channels.
Documentation standards
When to follow up verbal conversations in writing.
What's included in this template
Comprehensive coverage of workplace communication standards
Purpose & scope
Why professional communication matters and who this applies to.
Email etiquette
Standards for subject lines, greetings, body content and signatures.
Tone and language
Maintaining professional, respectful communication in all written forms.
Response times
Expected timeframes for acknowledging and responding to messages.
CC and BCC usage
When to copy others and appropriate use of blind copies.
Confidential information
Handling sensitive data and client information in emails.
Inappropriate content
Content that must never be sent via work channels.
Group messaging
Guidelines for team chats, group emails and communication apps.
External communications
Standards for communicating with clients, suppliers and the public.
Record keeping
When written records should be created and retained.
Common communication pitfalls
Issues this template helps prevent
Tone misunderstandings
Written communication lacks the body language and tone of voice that helps us interpret meaning. What seems like a quick, direct message can come across as rude or dismissive. Clear guidelines help staff communicate effectively without unintentional offence.
The template includes guidance on maintaining professional tone across different communication contexts.
Inappropriate content
Jokes, memes and casual language that seem harmless can cross lines—particularly when forwarded, screenshot or discovered during workplace investigations. Setting clear boundaries protects everyone.
This template defines what content is never appropriate on work communication channels.
Documentation gaps
Important decisions made verbally or via chat can be forgotten or disputed later. The template includes guidance on when conversations should be documented in writing, creating clear records that protect both employees and the business.
Who should use this template?
Beneficial for any team transitioning to more professional communication
Legal disclaimer
This template is designed to reflect Australian workplace standards and Fair Work principles at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry, modern award, enterprise agreement and specific workplace circumstances. For complex situations or disputes, seek independent legal or HR advice.
Regulatory sources
This template is aligned with Australian employment and workplace standards.
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View templateDisclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.