Template Response for Credit Card Number Received in Email

If a credit card number is received via email, employees should respond as follows:

Thank you for your recent communication regarding payment for [enter item or event]. For your protection, we cannot accept credit card information via email. Email is an insecure means of transmitting information and you should never use it to send your credit card number or other sensitive personal information (i.e., passwords, Social Security Number, etc.). Please call our office at [enter phone number] during regular business hours to complete the transaction or visit [enter website address, if available]. Thank you.

Finally, it is imperative that you delete the cardholder data from your response and the delete the original message after replying.