Email Correspondence Policy

Effective: 20 January 2020

Overview

This policy sets out the Skylink Network Email security and monitoring measures.

Skylink Network understands that email is an important business tool to facilitate communication and workplace flow. However, misuse can lead to reputational harm, legal issues and security breaches. Skylink Network Email Correspondence Policy is tailored to the professional business criteria. This policy sets clear guidelines about appropriate and unacceptable email practice.

Scope

This policy applies on everyone who works at Skylink Network in any measurements, full-time, part-time or casual, including temporary employees and contractors.

Principles

Skylink Network have explicit principles to make sure our communications are not only positive and productive but also precise so as to protect our company from legal liabilities and reputational damages. We are cognizant of the norms and etiquettes required to maintain professional and healthy relationships with our clients, vendors, and suppliers. Skylink Network employer may monitor employees’ emails (it is legally important to make employees aware of potential monitoring). We have provided following guidelines for communications:

• Including a suitable subject line and setting the priorities.
• Using formal salutations and appropriate greetings.
• Making sure emails contents are concise, professional, and relevant.
• Using correct email addresses.
• Using CC for sharing the massage with other concerned personals.
• Using BCC for sharing emails with a number of people while protecting their email addresses (the emails in the BCC list will be hidden from direct and CC recipients).
• Adding a complimentary closing and official business signature (comprising mailing address, telephone number, and email address).
• Proofreading emails for removing errors in content, grammar, and spellings.

Skylink Network has well-defined principles in interest of heading off bad or illegal behaviors and protecting the company from liabilities. worthwhile to be explicit. Skylink Network policy prohibits inappropriate and irrelevant communications. Any Skylink Network email or correspondence:

• May not be used to cause disruption, harassment, offense, or make threats.
• May not include language or images related to biases against gender, sexual orientation, race, religion, nationality, political beliefs, disability, or age.
• May not portray personal views as company’s own.
• May not be used to participate in commercial activities unrelated to the company business.
• May not share or disseminate trade secrets and copyrighted/confidential/proprietary material outside of the company.
• May not use non-standard acronyms, such as BTW, PLZ, COZ, U, LOL, IDK, TYT etc.
• May not include files in uncommon formats that recipients will not be able to open.
• May not include too many heavy attachments, unless necessary.

Responsibility

The Email Correspondence Policy shall be implemented by the Compliance Administrator / Designated Personnel to maintain security measurements set out within the Skylink Network.

Compliance and Review

The Administration is responsible for establishing, overseeing, and assessing achievement against measurable objectives in relation to goals set out in this policy.

The Human Resources and Compliance Department is responsible for all other objectives and initiatives set out in this policy.

Infringement of this Policy

Skylink network has a long-standing commitment to conduct our business in compliance with all applicable local and international laws and regulations and in accordance with the highest ethical business principles and any violations of the policy will lead to disciplinary action up to and including dismissal of personnel/contract cancellation.

Further Information

For further information, contact with the Human Resources Department or Compliance Administrator