Email & communications policy template
Clear guidelines for professional email and electronic communications. Helps protect your business, maintain professionalism and set expectations around appropriate use of email systems.
Email & communications policy
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Why you need an email & communications policy
Email is one of the most common ways businesses communicate, both internally and externally. Without clear guidelines, employees may not understand professional standards, confidentiality requirements or legal obligations around email use.
Inappropriate emails can expose your business to legal risk, damage your reputation with clients or stakeholders, or create evidence problems if disputes arise. Emails are often discoverable in legal proceedings, making proper email management essential.
This policy protects both employers and employees by setting clear expectations around professionalism, privacy, monitoring and record-keeping requirements for electronic communications.
Key areas your policy should cover
Essential elements of email communication guidelines
Professional standards
Expectations for tone, format and professionalism in emails.
Personal use guidelines
Whether personal email use is permitted and limits.
Confidentiality
Requirements for protecting sensitive information in communications.
Retention requirements
How long emails should be kept and archiving rules.
Prohibited content
What types of content are not permitted.
Monitoring notice
Employee awareness that communications may be monitored.
What's included in this template
A comprehensive framework for professional email communication
Purpose & scope
Why email guidelines matter and who they apply to.
Policy statement
Core principles for professional email communication.
Professional standards
Standards for tone, language and formatting in work emails.
Acceptable use
What email systems can and should be used for.
Personal use
Guidelines for occasional personal email use at work.
Confidentiality requirements
Protecting sensitive business and customer information.
Prohibited content
Types of communications that are not permitted.
Email etiquette
Best practices for effective and respectful communication.
Retention and archiving
Requirements for storing and managing email records.
Monitoring and consequences
Notice of monitoring and outcomes for policy breaches.
Common email communication scenarios
How your policy should address typical situations
Sending confidential information
Employees may inadvertently send sensitive business information, customer data or financial details to the wrong recipient or through insecure channels. Your policy should clarify when encryption or other security measures are required, and what information should never be sent via email.
Personal use during work hours
Some personal email use may be reasonable and acceptable, but excessive personal communications can impact productivity. Set clear expectations about when and how much personal email use is permitted, and whether work email systems should be used for personal matters.
Emotionally charged emails
Emails written in frustration or anger can damage relationships, create hostile work environment issues or become evidence in disputes. Provide guidance on maintaining professionalism even in difficult situations, and encourage employees to pause before sending emails when emotions are high.
Record retention and deletion
Some businesses are required to retain certain communications for legal or regulatory reasons, while others need to be deleted after a set period. Clarify what types of emails should be kept, for how long, and the process for archiving or deleting communications appropriately.
Who should use this template?
Any business that uses email should have clear communication guidelines
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 workplace and privacy requirements.
Ready to set professional communication standards?
Download our Email & communications policy template and establish clear guidelines for workplace email use.
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Related guide
Learn more about implementing this policy
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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.