HR External Communications Policy

HR External Communications Policy

Policy Effective Date:    Applies To:

Purpose

This External Communications Policy establishes mandatory expectations and approval procedures for any employee, contractor, or representative who speaks to third parties, the media, analysts, customers, vendors, or uses public communication channels that may be perceived as representing the organization. The objectives are to protect confidential information, preserve consistent public messaging, and ensure regulatory and legal compliance.

Scope and Definitions

Scope: This policy applies to all employees, temporary staff, contractors, consultants, interns and agents engaged on behalf of the organization in any jurisdiction where the organization operates. For exceptions, submit a written request to Communications for review.

Definitions:
- External Communication: any statement, interview, social media post, press release, or correspondence directed to parties outside the organization.
- Authorized Spokesperson: an individual expressly designated and trained to speak on behalf of the organization.

Authorized Spokespersons and Approvals

Only Authorized Spokespersons may represent the company in formal external communications. All other employees must refer inquiries to Communications. Requests for authorization must be submitted in writing and approved by the Head of Communications and Legal.

Media Inquiries and Press Statements

All media inquiries must be forwarded immediately to Communications. No employee shall provide information, respond to interviews, or release documents to the media without prior written approval. Approved press statements shall be issued only by an Authorized Spokesperson following Legal review.

Social Media and Personal Accounts

Employees may use personal social media but must not present personal views as official company positions. When mentioning the organization publicly, employees must include a clear disclaimer that views are personal and must not disclose confidential or proprietary information. Use of company-branded social accounts requires prior authorization.

Confidential and Proprietary Information

Employees must not disclose confidential, proprietary, financial, customer, or trade secret information externally without explicit Legal authorization. Confidential information includes, but is not limited to, unpublished financial results, customer lists, contract terms, product roadmaps, and internal legal matters.

Approval Procedure for External Materials

External materials (press releases, white papers, analyst briefings, public presentations) must follow the approval workflow: prepare draft → Communications review → Legal review (if content contains legal, financial or regulatory information) → Final sign-off by Authorized Spokesperson. Retain approval records as required by Recordkeeping.

Crisis Communications

In a crisis event (safety incident, litigation, regulatory action, data breach), only the Crisis Communications Team shall engage externally. Employees must follow emergency escalation procedures and refer all external questions to the Crisis Team until official guidance is issued.

Training and Compliance

Employees required to engage in external communications must complete mandatory Communications and Media Training annually. Records of completed training will be maintained by HR.

Violations and Disciplinary Action

Unauthorized or improper disclosures may result in corrective action up to and including termination, restitution, or legal action. Employees are obligated to report suspected policy violations to their manager, HR, or Compliance.

Recordkeeping

Communications, approvals, and related records shall be retained in accordance with organizational record retention schedules and applicable law. Maintain documentation of approvals, distribution lists, and final published materials.

Employee Information

Position Information

Employment History (Most recent first)

Education

References

Legal Disclosures

At-Will Employment: Nothing in this policy alters the at-will nature of employment. Employment may be terminated by either the employee or the company at any time, with or without cause, subject to applicable law.

Equal Employment Opportunity: The organization provides equal opportunity in employment and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected characteristic under applicable law.

Authorization and Applicant Certification

I certify that all information provided in this form is true, complete, and correct to the best of my knowledge. I understand that false statements or omissions may result in disciplinary action, including dismissal.

I authorize the company to contact my previous employers and references to verify my employment history and qualifications. I further consent to background checks, reference checks, and any other pre-employment or ongoing screening permitted by law as a condition of my role in which external communications responsibilities are assigned.

Acknowledgment

By signing below, I acknowledge that I have received, read, and understand the External Communications Policy and agree to comply with its terms. I understand my obligations to refer media inquiries and not to disclose confidential information without authorization.

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