Search

How can we help?

Icon

1/3 of employees misuse company email

According to a survey completed by Lightningtools.com almost a third (32%) of respondents felt that they had used their company email for inappropriate activities.

The survey was sent to 1,283 employees in order to investigate what they use their work email for.

The results of the survey have been published on website Your Story.

The 32% who admitted to using email inappropriately were then asked to explain what they deemed to be their inappropriate usage. According to the results:

  • More than two fifths ( 41%), of respondents admitted sending ‘funny images` to colleagues,
  • Almost half (48%) said they had used it to gossip with their co-workers,
  • 17% said they had used it to plan social arrangements
  • One in 10 (11%) had flirted with co-workers in some way
  • One respondent admitted to have sent pictures of themselves to another employee.

It is clear from these figures that a large number of employees are misusing company email accounts. Misuse could lead to embarrassing situations for employers (for which they may be legally liable) and has the potential to cause damage to a businesses` reputation. So how can businesses protect themselves?

The first step is to have a clear and well communicated policy in place, setting out what is, and is not, considered acceptable and the consequences of the policy being ignored.

It is clear from these figures that a large number of employees are misusing company email accounts.

The second step is email monitoring. This needs to be done correctly in order to avoid the risk of claims against the business. You should carry out a risk assessment prior to commencing email monitoring in order to establish the least intrusive way to achieve your aim of ensuring the email policy is complied with. A good way of monitoring emails is to run regular “keyword” reports which pick up emails with inappropriate words in the title or content. Also generally monitoring email volume can be a good indicator of when someone is using it excessively for personal use.

You should also ensure that employees are aware of the extent to which they are monitoring their use of the e-mail system. Consider having a clause in your contract of employment specifically consenting to monitoring.

The third step is enforcing the policy if a breach is found. In most cases, email misuse will constitute misconduct and, depending upon its severity, it may justify dismissal. It is important to ensure that a fair disciplinary procedure is followed, as with any other dismissal.

About this article

Disclaimer
This information is for guidance purposes only and should not be regarded as a substitute for taking legal advice. Please refer to the full General Notices on our website.

About this article

Read, listen and watch our latest insights

Pub
  • 28 July 2025
  • Employment

Talking Employment Law: The Employment Rights Bill – Part 3

In part three of the Employment Rights Bill podcast series, Louise Keenan and Lucy White, members of the employment team, will discuss changes to fire and re-hire practices, harassment, zero-hour contracts and tribunal limitation periods.

art
  • 21 July 2025
  • Employment

When the ‘Kiss Cam’ Captures More Than Just a Moment: Romantic Relationships in the Workplace and the Legal Risks

Imagine this: A packed Coldplay concert. Tens of thousands of fans. Suddenly, the “kiss cam” camera pans to the crowd and lands on a man and woman sharing an affectionate embrace.

art
  • 15 July 2025
  • Employment

Employment law reform: UK Government launches review of parental leave and pay

On 1 July 2025, the Government announced that it would be conducting a full review of parental leave and pay, which includes maternity and paternity leave; parental leave; shared parental leave; adoption leave and others.

art
  • 11 July 2025
  • Employment

Silenced No More: The Future of NDAs in UK Employment Law

On 8 July 2025, the government announced plans to put forward measures to ban the use of Non-Disclosure Agreements (“NDAs”) to silence employees subjected to harassment or discrimination.

art
  • 04 July 2025
  • Employment

Update: The ‘Employment Rights Bill Implementation Roadmap’

The Employment Rights Bill is a draft law which is poised to expand the rights of employees, signifying a major overhaul in employment law. The ERB has already been passed by the House of Commons and is currently at the ‘Report Stage’ in the House of Lords.

art
  • 02 July 2025
  • Employment

Day One Rights: What the New UK Employment Bill Means for You and Your Workplace

Let’s unpack what’s changing in the UK Employments Rights Bill, and why it matters, and what both employees and employers should expect.