External Email Warning Sample: How to Protect Your Business from Email Scams

If you’re skeptical about the dangers of cyber attacks, consider this: in 2017, the cost of global cyber crime rose to $600 billion. That’s a staggering amount, and it’s only getting worse. In fact, a majority of cyber attacks come from external sources, such as phishing emails that trick you into giving up sensitive information.

It’s no wonder that organizations worldwide are taking proactive steps to protect themselves from these threats. One common tactic is sending out external email warning samples to employees, which act as a helpful tool to spot suspicious emails before it’s too late.

If you’re not sure where to start, don’t worry. There are plenty of samples available online, and you can easily tweak them to suit your organization’s needs. These external email warning samples should cover all the basics, including how to detect phishing emails, what to look out for, and what to do if you suspect an attack.

By taking the time to educate employees and sending out these warning samples, you’re taking an important step towards protecting your organization from potential cyber attacks. Don’t wait until it’s too late – start implementing these strategies today.

The Best Structure for External Email Warning Sample

When it comes to sending emails to external recipients, we need to be extra careful about the content we send to avoid any unintentional mistakes or misunderstandings. This is why it’s highly recommended to have a warning message in place that appears every time someone sends an email to an external recipient from your organization’s email client. But what’s the best structure for external email warning sample? Let’s find out!

The first thing to keep in mind is to make the warning message prominent enough so that the person sending the email doesn’t miss it or overlook it. This can be done by either making the message appear in a pop-up window or by using bold red text as the message heading. In addition, the message should appear at the top of the email body, so it’s the first thing that the recipient sees when they open the email.

The message should also be succinct and to the point. There’s no need to write a detailed explanation of the warning message. Instead, it should be a short and straightforward statement that informs the sender that they’re about to send an email to an external recipient and reminds them to double-check the content. Here’s an example of what the message could look like:

Warning: This email is being sent to an external recipient. Please ensure that the content is appropriate and doesn’t contain any sensitive or confidential information.

The message should also include a clear call to action, such as a button or a link that the sender can click to confirm that they’ve double-checked the email content and are ready to send it. This helps to reinforce the importance of the warning message and ensures that the sender has acknowledged and understood the message.

Finally, it’s also recommended to have a disclaimer at the bottom of the email that reiterates the warning message and reminds the recipient that they’re responsible for ensuring that the content of their emails is appropriate and doesn’t violate any company policies or regulations.

In conclusion, the best structure for an external email warning message should be prominent, succinct, and include a clear call to action. By following these guidelines, you can help prevent any unintentional mistakes and ensure that your organization’s email communication remains professional and secure.

Email Warning Samples

Warning for Inappropriate Language Usage

Dear All,

We would like to draw your attention to the use of inappropriate language in emails. The use of language that is insulting or offensive in any way is unacceptable and we kindly request that you refrain from using such language when corresponding with colleagues or clients. We would like to remind you that all communications are digitally recorded, and any inappropriate language may be used as evidence in disciplinary action.

As a company, we pride ourselves on promoting a respectful and professional workplace, and thus expect all staff members to uphold our code of conduct. We appreciate your cooperation in this matter and trust that you will positively contribute to maintaining our high standards.

Best regards,

The HR Department

Warning for Sharing Confidential Information

Dear Team,

We are writing to remind you of the importance of safeguarding confidential information. Our company has strict protocols in place to ensure that sensitive information is not released to unauthorized individuals. Sharing confidential information, either intentionally or unintentionally, can have serious repercussions for both the company and individuals involved. Misuse of confidential information could lead to legal consequences and damage to the company’s reputation.

Please ensure that you take the necessary steps to keep confidential information safe. This includes, but is not limited to, ensuring that sensitive documents are stored in a secure location, using strong passwords on your electronic devices, and not discussing confidential matters in public areas. We appreciate your attention to this matter and expect full compliance with our policies.


The Management Team

Warning for Unprofessional Conduct

Dear All,

We are reaching out to you about recent events of unprofessional conduct that have come to our attention. We remind you that as representatives of our company, your behavior should meet the highest standards of professionalism at all times. Unprofessional conduct such as engaging in gossip, bullying, or harassment is considered unacceptable. Such behavior creates a negative work environment and can lead to disciplinary action.

We encourage open communication and respect for all colleagues, which is why any negative behavior that affects our work relationships is concerning to us. We trust that you will take the necessary measures to maintain a respectful and professional workplace, avoiding unprofessional conduct at all times.

Thank you for your attention to this matter.

Kind regards,

The HR Department

Warning for Internet Usage in the Workplace

Dear Staff Members,

We are writing to inform you that our company has an internet usage policy that needs to be strictly followed. While access to the internet has positive effects on productivity, misusing it for personal reasons can lead to loss of productivity, misusing of company information, and could pose a security risk when downloading files with viruses or malware.

We kindly request that you refrain from using the internet for personal reasons during working hours. This includes, but is not limited to, streaming music, videos, online gaming, and social media usage. Additionally, we urge you to avoid downloading content from unauthorized websites. Failure to comply with our policy may lead to disciplinary action.

We appreciate your attention to this matter and encourage you to contribute to a safe and secure working environment.


The IT Department

Warning for Missing Deadlines

Dear Team Members,

We would like to remind you of the importance of meeting deadlines. Meeting deadlines is a key component in ensuring timely delivery of products and services to our clients. If deadlines are missed, it can result in loss of business and damage to our reputation.

We urge you to prioritize tasks, manage your workload effectively, and communicate any possible issues that could delay a deadline. We understand that unforeseen events may occur, but it is the responsibility of each team member to ensure deadlines are met.

Failure to meet deadlines consistently may lead to disciplinary action. We encourage you to do your best to prioritize tasks, manage your time efficiently, and meet deadlines.

Thank you for your cooperation.


The Management Team

Warning for Personal Devices on Company Network

Dear All,

We would like to remind you of our company’s policy on using personal devices on our network. While it may be convenient to use personal devices, it poses a security risk for our company. Cybercrime is on the rise, and hackers often use unprotected devices as points of entry into company networks.

We urge you to use only company-provided devices on our network and to refrain from using personal devices. Any personal device that is connected to the company network without permission may be subject to security scans without prior notice or consent. The use of personal devices on our network is considered a breach of company policy and may lead to disciplinary action.

We appreciate your cooperation in creating a safe and secure working environment for all of us.

Best regards,

The IT Department

Warning for Breaching Company Policies

Dear Team Members,

We are writing to remind you of our company policies that need to be followed to create a professional and productive work environment. Any breach of company policy can have serious consequences for the company and individuals involved. Breaches of company policies may result in disciplinary action or employment termination.

We encourage you to read and understand all company policies and sign the policy acknowledgement form. Our company policies include, but are not limited to, the usage of attendance, leave, performance, and behavior, which is often critical to maintaining discipline and upholds our values as a company. Any policy updates or changes will be communicated to you in a timely manner. We expect all team members to adhere to the company policies at all times.

We would like to thank you for your cooperation and participation in ensuring that we follow company policies.


The HR Department

Tips for External Email Warning Samples

When it comes to sending external emails, it’s important to remember that not everyone is privy to the same information you have access to. This is why it’s crucial to include warning samples in your emails to help your recipient identify potential risks. Here are several tips for creating effective external email warning samples:

  • Be Specific: Avoid using vague language that could lead to confusion about the potential threat. Instead, be as specific as possible about what the warning entails and what action should be taken.
  • Use Bold Letters: To ensure that your recipient sees the warning, use bold letters for the warning message. This will help draw attention to the message and make sure that it is not overlooked.
  • Provide Actionable Steps: It’s important to provide clear, actionable steps for your recipient to take if they encounter the potential threat. This will help ensure that they know exactly what to do to keep themselves and others safe.
  • Include Contact Information: Be sure to include contact information in your warning sample, so that your recipient can reach out for additional information or assistance if needed.
  • Don’t Be Alarmist: While it’s important to take potential threats seriously, it’s also important not to be alarmist. Provide a clear, concise warning that provides the necessary information without causing undue panic or stress.
  • Provide Context: It’s important to provide context for the warning so that the recipient understands why it is important and what the potential risks are. This will help them make informed decisions about how to respond.
  • Keep it Simple: Avoid using complex language or technical jargon, as this could cause confusion or misunderstandings. Keep the warning simple and straightforward to ensure that it is easy for the recipient to understand.

Creating effective external email warning samples is an important part of ensuring that your recipient stays safe and protected. By following these tips, you can create clear, actionable warnings that help your recipient avoid potential risks and stay informed.

External Email Warning Sample FAQs

What is an external email warning?

An external email warning is a message or notification that alerts you before opening an email from an external source to prevent malicious attacks or illegal activities.

Why do I need to be careful about external emails?

External emails are vulnerable and can be targeted towards cybercrime activities such as phishing, spoofing, or viruses. These emails are designed to look legitimate, giving you a false sense of security and tricking you into providing sensitive information.

How can I identify an external email warning sample?

An external email warning sample contains phrases like “External email warning,” “Caution,” “Security Alert,” “Be aware,” or “Do not open or download attachments.” These messages usually appear at the top or bottom of your email message.

What should I do when I receive an external email warning?

After receiving an external email warning, first confirm if the email is legitimate or not. If you know the sender and trust them, it’s safe to ignore the warning. Otherwise, take a closer look at the content and sender information and report any suspicious emails to your IT department or email provider. Never click on links or download attachments from unknown senders.

Can I disable external email warnings?

It depends on your email service provider. Some providers allow users to control external email warning notifications, while others don’t. In most cases, it’s not recommended to disable external email warnings to avoid damaging cyber attacks.

What are the consequences of not paying attention to external email warnings?

The consequences of not paying attention to external email warnings can range from losing personal information, banking information, funds, and giving access to sensitive business information. These cybercrime activities can cause serious financial and reputation damage to individuals and organizations.

Are external email warnings limited to a specific type of email service provider?

No, external email warnings are not limited to a specific type of email service provider. These warnings are built into most email providers to keep recipients aware of potential malicious activities. However, the format or design of the warning may vary depending on the email provider.

Stay Safe and Keep Your Data Protected

Thanks for taking the time to read about external email warning sample! We understand that email security is a crucial concern for everyone, and we hope this sample will help you to stay aware of potential threats and take appropriate measures to keep your data safe. Remember to always be cautious when you receive emails from unknown sources, and report any suspicious activity to your IT department. We look forward to keeping you updated on the latest tips and tricks to enhance your online security, so stay tuned and visit our website again soon!