Documents

Customise Document

Telephone Policy (Buy once & issue to all your employees)

Answer the following questions to generate your customised document. Your document is provided to you in a Microsoft Word format, allowing you to make changes if you wish.

Document Details

*What is the Company's name?

include (Pty) Ltd, CC or Limited

NOTE: If the Company permits occasional use of its telephones, the Policy states this will be tolerated so long as such calls are not otherwise in breach of the Policy and that such calls do not interfere with normal duties.

If staff are not permitted to make personal calls, the Policy states that calls should only be made for Company business.

In this case, the Policy states that staff must use personal mobiles or have other means for making and taking occasional personal calls except in exceptional circumstances.

*Does the Company permit staff to use its telephones for occasional personal calls?

Yes No

*Does the Company have a specific greeting staff are required to use when answering calls?

Yes No

NOTE: eg. Good morning/good afternoon, this is Susan at Gizmo Company; or

Thank you for calling Gizmo Company, this is Alex speaking.

How does the Company request calls be answered?

NOTE: Should the person transferring the call first endeavour to speak to the person to whom the call is being transferred to inform them of the call and the nature of the call?

*When transferring a call internally, should staff first speak to the person to whom the call is being transferred?

Yes No

*Should mobiles be switched off during meetings?

Yes No

*Should voicemail be activated when staff are away from their desk/office?

Yes No

*If voicemail is activated when an employee is away, should the personalised message indicate estimated time/day/date of return?

Yes No

NOTE: this template provides that if calls are forwarded, the telephone is directed to the staff member's supervisor or other Company nominated person.

If voicemail is activated, the supervisor or other Company nominated person will regularly check voicemail to ensure Company business is dealt with in the staff member's absence.

*When on leave, should calls be forwarded or voicemail activated?

Call forward Voicemail

NOTE: This template provides that calls may only be diverted to a personal number with prior permission. This allows for flexibility in work arrangements, in emergencies or unexpected circumstances.

*Can a Company telephone be directed to a personal number?

Yes No

NOTE: This template provides that personal numbers may only be given out with prior permission.

*May the personal numbers of staff be given to callers?

Yes No

*Does the Company require the reporting of other staff who breach the policy?

Yes No

If the answer is YES, this template also provides for the possibility of immediate dismissal, depending on the seriousness of the breach, for serious misconduct.

Note that the policy also provides that if any Company telephony mechanism including VoIP is used for an unlawful purpose, it will be reported to the Police and employment will be terminated on the grounds of misconduct.

*May employment be terminated if the policy is breached?

Yes No

NOTE: this may be due to the special nature of the Company's business.

This may be included or deleted after purchase when you have reviewed the document.

*Does the Company have any unusual or additional policy/policies that it wishes to include?

Yes No

Set out here any additional policy/policies:

NOTE: This template provides that if international and interstate calls are not prohibited, they can only be made with prior permission.

Call Prohibition

*Does the Company prohibit calls to any special numbers:

Yes No

Calls prohibited to International numbers?

Yes No

Calls prohibited to Interprovincial numbers?

Yes No

Right to reimbursement

*Does the Company reserve the right to be reimbursed for personal interstate/international calls?

Yes No

*Does the Company reserve the right to be reimbursed for excessive personal calls?

Yes No