Employee Email

Dress Code Reminder Emails to Employees To Use and Adapt

By Phil Manzano

Updated:

With a mix of remote, hybrid, and in-person working, it’s easy for your teams to forget the importance of proper and acceptable dress codes in the office. That is why it’s important to maintain a dress code policy that helps define what sort of clothing and attire is acceptable for your workplace.

Whether it’s casual Fridays or business-casual attire during the week, your dress code policy should be clear and concise. But how do you do this in a way that doesn’t seem too strict or overbearing?

In this article, we’ll show you how to talk about dress code in your internal communications—from defining the dress code policy to setting expectations for all employees. We’ll also provide tips on how to handle any potential issues that may arise, as well as ways to ensure everyone understands and follows the policy. 

Finally, we’ll give you some samples to use and adapt for your own dress code policy communications. Let’s get started.

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How to Talk About Dress Code in Your Internal Comms

Talking about an employee’s clothing choices can be tricky, so it’s important to make sure you approach the subject in a respectful and professional manner. It should have its own dedicated place within your internal communications content strategy

Here are some tips for discussing the dress code with your team:

  • Outline the policy clearly and concisely.
  • Make sure everyone is aware of any changes to the dress code policy.
  • Address any potential issues that may arise from inappropriate attire.
  • Explain why the policy exists and how it benefits both employees and the company.
  • Provide resources to help employees find appropriate clothing and attire for the workplace.
  • Set expectations for all employees so they know what’s expected of them when dressing for work.
  • Encourage feedback in order to ensure everyone understands and is comfortable with the dress code policy.
  • Acknowledge different styles and tastes, but also explain why certain outfits may not be appropriate for the office.

Acceptable ways to talk about inappropriate clothing

When discussing inappropriate clothing with your team, you can use some of these phrases to help set expectations and maintain a respectful atmosphere and a strong company culture:

  • “We have a dress code policy that outlines what is appropriate for the workplace. Please take a look at it and let me know if you have any questions.”
  • “I just want to make sure everyone understands the dress code policy so that we can all be on the same page.”
  • “Please remember to dress in a manner that is respectful and appropriate for the office.”
  • “Let’s make sure our outfits are professional and don’t contain any offensive language or imagery.”
  • “It’s important that everyone follows the dress code policy so that we can maintain a professional workplace.”

You might even run into the very common question, “why can’t I wear this?” 

Address this concern by explaining why certain clothing is inappropriate in a professional setting. For example, you might want to explain that ripped jeans or tank tops are not considered professional attire, and should therefore not be worn to the office.

By taking a respectful and proactive approach to discuss the dress code in your internal comms, you can ensure everyone is aware of the policy without seeming too strict or overbearing. This clear tone is a great strategy for how to avoid miscommunication.

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What to Include in a Dress Code Policy Email

In order to ensure that all employees understand and adhere to the dress code policy, it’s important to include the following information in any emails or communications you send out:

  • Examples of clothing and outfits that are not allowed.
  • Information about any flexible options for certain days or special events.
  • A clear description of what is considered acceptable attire for your workplace.
  • An explanation of why the policy exists and how it benefits both employees and the company.
  • A response to any questions about what may or may not be considered acceptable attire.

By providing all this information, you can ensure that your team understands the dress code policy and know what is expected of them when dressing for work. The last thing you want is for people to be in the dark about what’s acceptable.

Not sure what to write? Here’s an example of a dress code policy email you can use as a starting point:

Dear Team,

We want all of our employees to look and feel their best when they come into work. Here at [company], we believe that having a clear dress code policy is essential for creating a professional environment in the workplace.

To that end, we have created a dress code policy to help define what sort of clothing and attire is acceptable for our office. This policy applies to all employees and visitors who come into the office, regardless of position or department.

Here are some general guidelines for appropriate attire:

  • Business casual is the preferred dress code in our office.
  • Clothing should be neat, clean, and presentable at all times.
  • Unacceptable clothing includes tank tops, shorts, flip flops, and athletic wear.

We recognize that special occasions may require different attire than usual. If you need to dress up for an event or meeting, please talk to your [manager/supervisor] for more information.

If you have any questions about the dress code policy or need clarification on any of the guidelines above, please don’t hesitate to reach out.

Sincerely,

[Head of HR/internal communications]

Sample Dress Code Reminder Emails to Employees

You can send a general internal email reminding employees of your dress code policy. These emails are usually sent out near the beginning of a new season or at the start of a new year. Here is a sample reminder email you can use:

Dear Team,

We want to take this opportunity to remind everyone of our office dress code policy. As a reminder, here are some highlights that should always be taken into account:

  • Business casual should be the preferred dress code in our office.
  • Clothing should be neat, clean, and presentable at all times.
  • Unacceptable clothing includes tank tops, shorts, flip flops, and athletic wear.

We recognize that special occasions may require different attire than usual. If you need to dress up for an event or meeting, please talk to your manager for more information.

It’s important that everyone follows the dress code policy and keeps a professional atmosphere in our office. Thank you for your cooperation!

Sincerely,

[Head of HR/internal communications]

Sample Casual Dress Code Reminder Emails to Employees

If you have a casual dress code at your workplace, it can be tricky to make sure everyone is on the same page. The definition of “casual” can be subjective, so it’s important to make sure everyone is clear on the expectations. Here is a sample reminder email you can use:

Hi everyone,

We hope you’re having a great week! As summer approaches, we wanted to remind everyone about our casual dress code policy for the office.

When it comes to casual attire, we ask that everyone is dressed in neat, clean clothing and shoes. Tank tops and shorts are not allowed. Also, please be sure to check the weather before coming to work so you can dress appropriately for any heatwave or rainy days.

We understand that days might be warm and that you’d like to wear something comfortable. We just ask that you abide by the dress code guidelines so we can maintain a professional atmosphere in our office.

Thanks for your cooperation!

Best,

[Head of HR/internal communications]

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Sample Business Casual Dress Code Reminder Emails to Employees

For some offices, business casual is the preferred dress code. But this can often be a confusing term for employees. Remind your staff of the dress code with a helpful reminder like this:

Dear Team,

As summer approaches and the weather warms up, we wanted to remind everyone about our business casual dress code policy.

Below are some guidelines that should help you determine what is and isn’t appropriate for the office:

  • Jackets, slacks, skirts, and blouses are all acceptable.
  • Jeans are allowed in some cases, but they should be neat and without rips or tears.
  • Athletic wear like hoodies and joggers are not considered business casual attire and should not be worn in the office.
  • Flip flops are not allowed at any time, even on casual Fridays.

We want everyone to look their best and feel comfortable in the office, so please keep these dress code guidelines in mind when getting dressed for work. Of course, if you have any questions about what is and isn’t appropriate, please don’t hesitate to ask.

Thanks for your cooperation!

Best,

[Head of HR/internal communications]

How to use ContactMonkey to Create Dress Code Reminder Emails to Employees

All the dress code reminder email templates we’ve provided were created using ContactMonkey’s email template builder. Using the drag-and-drop interface, you can easily customize your email templates to match your company branding and adapt sample dress code reminder email to employees for other messaging:

Not only do ContactMonkey email templates save you time on your internal communications, they are fully responsive so they appear perfectly whatever device or email service your employees use. With more employees using mobile devices to manage their emails, you can design emails specifically for viewing on mobile devices:

Sample dress code reminder emails built with ContactMonkey’s internal communications app are interactive as well. Embed employee feedback surveys within your dress code reminder emails to learn whether your employees understood what was in the email.

You can also use ContactMonkey’s click maps feature to see exactly how your employees are interacting with your dress code reminder memo. Use this information to inform your email design so you can place important information where you know your employees will see it.

In addition to collecting employee feedback, all emails sent using ContactMonkey provide in-depth analytics and email tracking. If you want to ensure all your employees saw your dress code reminder email, you can use metrics like open rate, individual email opens, and read time to see how your employees engaged with your email:

With ContactMonkey email templates, you can ensure your internal communications are effective and reach everyone you should. You can also use email tracking analytics to find your best performing content to see what resonates with your employees. If your organization has internal or external regulations around email privacy, you can use ContactMonkey’s anonymous email tracking to gather email metrics while maintaining your employees’ privacy.

Create better email copy with AI

Not sure how to write an effective dress code email? ContactMonkey has got you covered with our OpenAI ChatGPT integration. Simply write a prompt for what you want your email to say and our AI integration will create copy that you can use and customize.

Send only relevant emails to your employees

You can increase email engagement by targeting relevant emails at your employees by using custom distribution lists. Using ContactMonkey’s List Management feature, you can create your own distribution lists quickly and easily, without needing approval from your IT department:

ContactMonkey syncs with your Human Resource Information System (HRIS) like Workday and Azure so your lists automatically update as employees leave and join your company. No more manually managing your employee email lists.

Other Email Templates

If you’re interested in exploring more professionally crafted email samples for various employee messaging scenarios, we have additional resources available:

FAQs About Dress Code Reminder Email to Employees

A dress code policy memo is a document issued by an employer that outlines the expectations for employee attire. These memos are typically issued to employees at the start of their employment, or as a reminder after changes have been made to existing dress code policies. Dress code policy memos can include information such as the type of clothing and accessories expected, acceptable colours and patterns, required footwear, any bans on certain items like hats or sunglasses, and any safety guidelines.

Most importantly, a dress code policy memo sets the tone for how employees should look and act while working and provides guidance on how to maintain a professional appearance in the workplace.

To email an employee about dress code, it is important to be clear and concise in your communication. Begin by introducing the policy or any changes that have been made, and explain why they are necessary. Be sure to include all relevant details such as what kinds of clothing and accessories are permitted, acceptable colours and patterns, required footwear, any bans on certain items like hats or sunglasses, and safety guidelines.

Additionally, you can provide a link to the actual policy document if it is available online. Lastly, make sure to emphasize that employees are expected to maintain a professional appearance in the workplace at all times.

To address the workplace dress code with an employee, it is important to be direct and clear with your expectations. Explain the policy or changes that have been made, and why they are necessary. Make sure you provide all relevant details such as what kinds of clothing and accessories are permitted, acceptable colours and patterns, required footwear, any bans on certain items like hats or sunglasses, and safety guidelines.

Additionally, you can offer resources such as a policy document if it is available online, or other materials to help the employee better understand the dress code.

Save Time With an Email Template Builder

While there are many types of dress codes, the good news is that you can template your reminder emails and save time. 

With employee communication software like ContactMonkey, you can easily create email templates for your dress code reminders with drag-and-drop functionality using the email template builder. You can even personalize the content with dynamic fields to make sure everyone adheres to the rules and has the most up-to-date information.

This will take the guesswork (and time crunch) out of crafting dress code reminder emails. Happy dress coding!

Try ContactMonkey today to save time and make sure everyone is dressed for success at your workplace!

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