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EMAIL & COMMUNICATION STANDARDS POLICY

Effective Date: 02 June 2025
Applies To: All employees, contractors, and authorized personnel of MPLATS ENTERPRISE (PTY) LTD

1. PURPOSE

This policy sets the standards for professional, secure, and responsible use of email and all forms of business communication at Mototolo Platinum Mine. It ensures consistency, protects corporate reputation, and safeguards confidential information.

2. SCOPE

Applies to:

  • All company email accounts (e.g., name@mplats.co.za)

  • Internal messaging platforms (e.g., Teams, Slack)

  • Official letters, memos, notices

  • Instant messaging used for work (e.g., WhatsApp groups)

  • External communication with clients, vendors, regulators, etc.

3. GENERAL GUIDELINES

  • Use professional language, tone, and structure in all correspondence.

  • Emails should include a proper greeting, clear message body, and closing signature.

  • All emails must be relevant, necessary, and respectful.

  • Refrain from using emojis, informal abbreviations, or slang in professional emails.

  • Always verify the recipient(s) before sending confidential or sensitive content.

  • Double-check spelling, grammar, and formatting before sending.

4. EMAIL SIGNATURE FORMAT

All emails must use the approved MPLATS signature template, which includes:

scss
CopyEdit
[Full Name] [Job Title] MPLATS ENTERPRISE (PTY) LTD – Mototolo Platinum Mine Email: name@mplats.co.za | Tel: +27 13 516 0549 www.mplats.co.za

No personal quotes, images, or unauthorized slogans are allowed.

5. USE OF CC & BCC

  • Use CC to keep relevant parties informed (not as primary recipients).

  • Use BCC for mass communication to protect recipient privacy.

  • Avoid overuse or misuse that clutters inboxes.

6. INTERNAL COMMUNICATION ETIQUETTE

  • Respect working hours when sending emails or messages.

  • Urgent communication should be labeled accordingly (e.g., “URGENT” or “REQUIRES IMMEDIATE ATTENTION”).

  • Avoid spamming company-wide emails unless authorized.

7. CONFIDENTIALITY & COMPLIANCE

  • Do not forward sensitive documents to personal accounts.

  • Do not disclose pricing, contracts, or project info to unauthorized persons.

  • Always use company-approved disclaimers in external emails.

  • Adhere strictly to POPIA and confidentiality clauses in vendor/employee agreements.

8. FORBIDDEN USES

  • Using MPLATS email for personal, political, or non-work-related matters.

  • Harassment, bullying, or discriminatory content via messages.

  • Circulation of chain emails, jokes, or hoaxes.

  • Sending unverified links, attachments, or suspicious content.

9. ARCHIVING & RECORD KEEPING

  • Important emails must be archived in accordance with the Document Retention Policy.

  • Do not delete project-critical or compliance-related communication.

10. BREACHES & DISCIPLINARY ACTION

Any violation of this policy may result in:

  • Written warnings

  • Suspension of communication privileges

  • Formal disciplinary action or dismissal

11. CONTACT FOR CLARITY OR TRAINING

Communications Officer
Email: info@mplats.co.za
Tel: 013 516 0549

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