Email serves as a fundamental communication tool in business operations, necessitating stringent security measures to protect sensitive information and maintain corporate integrity.

Our email security policy template serves as a comprehensive guide for companies looking to implement robust email security practices. It’s written in three different formats (PDF, Word, Google Docs) to suit all business needs.

Accessing the templates

  1. Email Security Policy Template – Word

  2. Email Security Policy Template – PDF

  3. Email Security Policy Template – Google Docs

What is the email security policy template about?

The template outlines a series of protocols and standards designed to ensure the integrity, confidentiality, and availability of a company’s email services. It applies to all employees, contractors, and third-party representatives who have access to the company’s email system, covering hardware, software, and associated services used in company communications.

Key components of the policy

  1. Privacy and ownership: The policy clarifies that all communications through the company’s systems, including personal emails, are company property and subject to monitoring and potential public disclosure.
  2. Security measures: Measures such as malware vigilance, anti-spoofing efforts, and the safe handling of email attachments are mandated to prevent security breaches.
  3. Proper use guidelines: The template stresses the use of email for business purposes only, outlining prohibited activities like sending harassing emails or using the email for personal gain.
  4. Email confidentiality and security: Emphasizes the importance of data encryption and the risks of sending sensitive information without adequate security measures.
  5. Incidental use and content restrictions: Allows for limited personal use of email, provided it does not incur costs or affect professional duties, while also setting rules against sending content that could legally or reputationally damage the company.

Benefits of implementing this template

  1. Enhanced security: By establishing clear guidelines and procedures for email usage, companies can significantly reduce the risk of data breaches and malware infections.
  2. Legal and regulatory compliance: The policy helps ensure compliance with data protection regulations by setting standards for the handling and storage of sensitive information.
  3. Improved communication standards: Enforcing a policy that limits email to professional use maintains the professionalism of communications and safeguards the company’s reputation.
  4. Cost efficiency: By preventing potential security incidents and legal issues, the policy can save the company from significant potential losses and legal fees.
  5. Employee awareness and responsibility: The policy educates employees about their roles in maintaining email security and the consequences of policy violations, promoting a culture of security and compliance.


Implementing an Email Security Policy Template is crucial for any organization that relies on digital communication. It not only protects sensitive information but also reinforces a professional and secure communication environment. By adopting such a policy, companies can protect themselves against numerous threats while ensuring that their communication practices are in line with best industry standards.

If you liked this, check out our other templates: Incident Management; Information Security; Risk Management; Incident Response; Vulnerability Management; Risk Assessment & Patch Management.