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Telecel recognizes email as the primary formal communication channel and emphasizes the importance of maintaining proper email etiquette. This ensures efficient information sharing, timely responses, and a professional image in all internal and external interactions.
Please note that the email account is Telecel’s property. You are granted the right to use it, and Telecel reserves the full right to monitor or retrieve any information from it without prior notice.
Scope
Scope
This policy applies to all employees, contractors, and third parties using Telecel’s email system. It governs the creation, use, and management of email accounts issued by Telecel.
Guidelines
Telecel expects employees to adhere to the following rules:
Professional Communication
Keep all internal and external emails clear, professional, and respectful.
Do not use ChatGPT-generated emails. You may use ChatGPT for support but write emails yourself.
Do not include apologies or phrases like "sorry" in external communications due to legal considerations.
Avoid excessive use of "thank you"; be polite but don’t overdo it.
Keep emails short and to the point, saving kind words for personal interactions.
Subject Line
Use a clear and concise subject line to help the recipient immediately understand the email’s purpose.
Acknowledge Receipt
Acknowledge receipt of emails promptly:
If no action is required, confirm receipt with a quick reply or acknowledgment (e.g., using the "Like" button).
If action is required, respond in a timely manner or inform the sender of the expected timeframe for your reply.
Response Time
External emails should be replied to within 1 working day.
Internal emails should be replied to within 2 working days.
Out-of-Office Replies
Set an automated "Out-of-Office" response when unavailable. The message should include:
The dates of your absence.
An alternative contact person for urgent matters, with their email address.
Email Signature
All employees must use the standardized Telecel email signature for internal and external communications, as outlined by the Marketing Department.
Confidentiality and Security
Confidential Information
Do not include sensitive company, client, or partner information in emails unless it is encrypted or explicitly approved for email communication.
Phishing Awareness
Avoid clicking on suspicious links or downloading unexpected attachments. Report any suspicious emails to the IT department immediately.
Password Protection
Email accounts must be protected with strong, unique passwords and should not be shared with anyone
Email Management
Storage and Retention
Regularly archive emails. Save or flag critical business emails in designated folders. Ensure continuous archiving of all important emails.
Attachments
Ensure attachments do not exceed size limits specified by IT. Use cloud storage solutions (e.g., OneDrive) for sharing large files.
Prohibited Use
Sending or forwarding spam, chain letters, or non-work-related mass emails.
Sharing passwords or allowing unauthorized access to email accounts.
Using Telecel’s email for personal business or unauthorized solicitations.
Sending discriminatory, harassing, or offensive content.
Monitoring and Compliance
Monitoring
Telecel reserves the right to monitor email accounts to ensure compliance with this policy. Monitoring will respect privacy laws, and employees will be notified in advance.
Compliance
Non-compliance with this policy may result in disciplinary action, up to and including termination of employment for severe violations.
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