USA Operations Centers Email Etiquette Policy May 2017

State/Area Exceptions

Not Applicable

Overview

The purpose of this policy is to promote a productive work environment and increase email professionalism. This policy applies to all company email usage.

General Information

This policy applies to Joyner employees and associates.

Permitted Use

Employees should primarily use company email systems for business; however, we cannot stop employees receiving personal emails. It is pragmatic to allow some personal use of email (Professional Email Addresses Only), especially if you have employees who use their email for business purposes outside of normal working hours. We may encourage employees to use filters to separate their messages into specific business and personal folders. It is common for employees to send and receive emails from mobile devices, like smartphones and tablets. In general, the same guidelines apply no matter where or how employees access emails. Make sure all mobile devices require a passcode to be entered before emails can be viewed.

Exercise the following practices to limit personal use of company email:

Excessive personal use of email Inappropriate or illegal content such as offensive jokes Harassing someone by email is a violation of our Harassment Policy Engaging in illegal activities Encrypting personal emails and attachments and sending to your work email Allowing other employees to access your work email account is a violation of the our email policy

Content

The format, font, and size in use of company emails are imperative when sending emails internal or external. We all have the duty to follow the same guidelines for email content.

Automatically add an email signature to all messages. This should contain key company details and disclaimer. Joyner will attach the proper Signature Template to be added to all Email Signatures. Within this policy is a copy of the company email signature template. Please take the time to add this template appropriately and if in need of assistance please see your management.

Sending Emails Employees should use their own password-protected accounts to send emails. Employees are asked to refrain from using work email accounts during working hours that are not company related.

Limit the file size, not all companies can handle large attachments.

An email can be as contractually binding as any other form of communication, please be mindful of the verbiage used when sending external emails.

When sending email, only share information with individuals who have the business need to know.

Please utilize the following guidelines when sending emails:

12-14 Size Font

Calibri in Font , OR

Cambria in Font, OR

Arial in Font, OR

Times New Roman in Font

Receiving Emails

Employees should read only their own emails and disregard any emails that may have been sent to them in error. Please report such error to your management, so further violations can be prevented.

Customer inquiries should be replied to, or at least acknowledged, within 24 hours. However, should be addressed as soon as possible and not to exceed a 24-hour timeframe. An assigned team member will handle all incoming inquiries.

When customer inquiries are sent out an email is automatically generated and sent to the customer to advise that the company will respond within a 24-hour timeframe.

When taking time off or leaving out of the office for longer than you’re allotted days off an auto-response should be set; including a point of contact person within the company, and their contact information. Examples of extended periods of time are Holidays, PTO, FMLA etc…)

Forward all emails and attachments from unknown senders the IT department and delete from your inbox immediately.

Always inform the IT Services if you receive a suspicious attachment or if you suspect a virus has entered the system.

Email Signature

[Name] | [Department]

P:800.572.1524

1201 W Peachtree Street NW Suite 2304

Atlanta, GA 30309

CORPORATE SITE:  www.joynertransportation.com

The information contained in this message, including all attachments (if any), may be privileged and confidential and protected from disclosure, and is intended only for the recipient(s) listed above. If you are not the intended recipient(s), or an employee, or agent responsible for delivering this message to the intended recipient(s), you are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this communication in error, please notify us immediately by replying to the message and deleting it from your computer. Opinions, conclusions, and other information in this message that do not relate to the official business of Joyner Transportation & Logisitic Services LLC., or their parents or affiliates, are those of the sender and are neither given nor endorsed by Joyner Transportation & Logistic Services., their parents or affiliates.

Employee Actions

Update Email Signature, reference template listed above

Managerial Actions

The supervisor explains the Email Etiquette Policy to new and on-board employees.

The supervisor refers employees to the Human Resources & Employee Care Services (HREC) for additional information.

Human Resources Role Human Resources staff should be familiar with the provisions of the policy in order to help leadership administer the Adoption Policy in an accurate and consistent manner.