Email 101

Email violations can jeopardize your job

Embarrassing or inappropriate communications sent via company email can damage professional credibility, reputations, and careers. Employees who violate their companies' email policies can face penalties ranging from disciplinary action to termination.

According to the 2007 Electronic Policies & Practices Survey, 43 percent of employers monitor email, and 28 percent have fired an employee for violating those rules. Three hundred and four U.S. companies participated in the 2007 survey, which was conducted by the American Management Association and the ePolicy Institute.

According to the surveyed companies, violation of company email policy and messages containing inappropriate or offensive language were the two most common causes for email-related firing. While workers may be disciplined or fired because of inappropriate email messages, companies can face the risk of lawsuits.

Find out what your company’s email policies are, and make sure you comply.

Here are some tips for handling email at work:

Keep it professional

Never convey anger, use profanity, or make racist or sexist remarks. Remember, inappropriate words or images sent via email can come back to haunt you. Don't send or forward emails containing libelous, defamatory, offensive, racist, or obscene remarks—even if they are meant to be a joke.

Don’t discuss confidential information

Most email is insecure unless it has been encoded or encrypted. So sending an email is like sending a postcard for many eyes to see. Don’t send confidential information.

Think before you send

Don’t treat email casually. Play it safe. In general, don't write anything in email that you wouldn't feel comfortable saying in a crowded elevator.

Keep in mind that email is not the best way to communicate but is a way of sending information. People may interpret communications in email in the wrong way.