Email

Purpose

The purpose of this policy is to establish guidelines for the appropriate use of email by Condominium Council members for official Condominium business. This policy aims to ensure efficient communication, transparency, and professionalism while protecting the privacy and confidentiality of sensitive information.

Scope

This policy applies to all elected or appointed members of the Condominium Council when using email for Condominium-related communication, including but not limited to:

  • Communication with other Council members

  • Communication with Condominium residents and owners

  • Communication with Condominium management and staff

  • Communication with external parties on behalf of the Condominium

Guidelines

  1. Official Email Accounts: Council members are encouraged to use official Condominium email accounts for all Condominium-related communication. Personal email accounts should be avoided unless absolutely necessary.

  2. Confidentiality: Council members must maintain the confidentiality of sensitive information shared via email, including personal information of residents, financial information, and legal matters.

  3. Professionalism: All email communication should be conducted in a professional and respectful manner, adhering to proper etiquette and avoiding inflammatory or offensive language.

  4. Clarity and Conciseness: Emails should be clear, concise, and easy to understand. Avoid using jargon or technical terms that may not be familiar to all recipients.

  5. Subject Lines: Use descriptive subject lines that accurately reflect the content of the email. This helps recipients prioritize and manage their inbox effectively.

  6. Attachments: Use attachments only when necessary and ensure they are properly labeled and in a compatible format. Avoid sending large attachments that may clog recipients' inboxes.

  7. Replying to All: Use "Reply to All" sparingly and only when it is necessary for all recipients to be included in the conversation.

  8. Archiving: Maintain an archive of all Condominium-related emails for future reference and record-keeping purposes.

  9. Security: Be aware of potential security risks associated with email, such as phishing scams and malware. Avoid clicking on suspicious links or opening attachments from unknown sources.

Enforcement

Any violations of this policy may result in disciplinary action, including but not limited to:

  • Verbal warning

  • Written warning

  • Removal from committees or positions

  • Removal from the Council

Policy Review

This policy will be reviewed annually or as needed to ensure its relevance and effectiveness.

Approval

This policy has been approved by the Condominium Council on [Date].

Signature

[Council President Signature]

Date

[Date]

Disclaimer: This is a sample policy. Consult with legal counsel to ensure compliance with relevant laws and regulations.