The shared office bathroom can become a source of tension when coworkers fail to follow basic cleanliness standards. Small issues like paper towels on the floor or unflushed toilets can grow into big problems that affect the whole team. A clean bathroom makes everyone feel comfortable and shows respect for others who share the space.
Sending an email about bathroom habits might feel awkward, but clear communication helps set expectations. The right message can address problems without causing embarrassment or creating conflict. This article gives you 15 ready-to-use email samples for different bathroom situations you might face at work.
Office Bathroom Etiquette Email Samples
These email templates will help you address bathroom etiquette issues professionally and tactfully in your workplace.
1. General Bathroom Etiquette Reminder
Subject: Quick Reminder About Our Shared Restrooms
Dear Team,
I hope this email finds you well. As we all work together in our office space, I wanted to send a friendly reminder about keeping our shared restrooms clean and pleasant for everyone.
Please take a moment to follow these simple guidelines:
- Flush the toilet after use
- Wash your hands with soap
- Throw paper towels in the trash can, not on the floor
- Report any plumbing issues to facilities right away
- Leave the space as clean as you found it
Thank you for helping maintain a comfortable work space for all team members.
Best regards,
[Signature block: Full name, Job title, Department, Company name, Contact information]
2. Addressing Toilet Paper Replacement
Subject: A Small Request About Toilet Paper
Hi Team,
Quick note about our restrooms! We’ve noticed empty toilet paper rolls being left without replacements lately.
Could we all please take a second to put on a new roll when we use the last bit? Extra rolls are stored in the cabinet under the sink.
This small action makes a big difference for the next person. Thanks so much for your help with this!
Thanks,
[Signature block: First name, Last name, Position, Office location, Phone extension]
3. Cleaning Up After Yourself
Subject: Keeping Our Restrooms Clean – A Team Effort
Hello Everyone,
Our cleaning staff works hard to maintain our office, but they only come once a day. The rest of the time, we need to look after our shared spaces ourselves.
Recently, there have been some issues with water splashes on counters and paper towels missing the trash can in the bathrooms. These small things add up and make the space less pleasant for others.
Please take an extra second to:
- Wipe down the sink after washing your hands
- Make sure paper towels go into the trash
- Pick up anything you might drop on the floor
Your fellow coworkers will truly appreciate your thoughtfulness!
Thank you,
[Signature block: Name, Title, Department, Email address, Phone number, Company logo]
4. Addressing Strong Scents
Subject: Consideration Regarding Fragrances in Restrooms
Dear Colleagues,
Our office brings together people with different sensitivities. Some of us have allergies or reactions to strong smells, including perfumes and air fresheners.
We ask that you please avoid using strong-smelling products in our shared bathrooms. This includes personal sprays and scented products that might linger in the small space.
Many thanks for your understanding and help in making our workplace comfortable for everyone.
Kind regards,
[Signature block: Full name, Position, Department, Contact details, Office hours]
5. Handwashing Reminder During Flu Season
Subject: Handwashing: Our First Defense Against Illness
Hi Team,
Flu season is hitting hard this year, and several team members have already been out sick.
The best way to stop germs from spreading is proper handwashing in the bathroom. Please take 20 seconds to wash with soap and warm water after using the restroom and before returning to work.
We’ve added extra hand sanitizer stations around the office too. Let’s all stay healthy and keep our sick days for fun stuff!
Thanks for doing your part,
[Signature block: Name, Team leader title, Department name, Phone extension, Email address]
6. Addressing Water Conservation
Subject: Small Actions, Big Savings: Water Use in Restrooms
Dear Team,
Our company is working to cut down on water waste as part of our green office goals. The bathroom faucets and toilets use a lot of water each day.
Please help by:
- Turning off faucets completely after use
- Reporting any leaks or running toilets to maintenance
- Using the low-flush option when possible
These small steps add up! Last year, fixing just two leaky faucets saved us 500 gallons of water per month.
Thank you for helping with our water saving goals.
Best wishes,
[Signature block: Full name, Sustainability Coordinator, Company name, Email, Phone, Green office initiative logo]
7. Addressing Paper Towel Waste
Subject: Let’s Reduce Our Paper Waste Together
Hello All,
Did you know our office goes through nearly 30 rolls of paper towels each week just in the bathrooms? That’s a lot of trees and money!
To cut down on waste:
- Shake excess water off your hands before using towels
- Use just one paper towel when possible
- Consider using the hand dryers when they’re available
Our goal is to cut paper towel use by 25% this quarter. Small changes from each of us will make this happen!
Thanks for your help,
[Signature block: Name, Office Manager, Contact information, Office hours, Company website]
8. Bathroom Supplies Request Process
Subject: How to Request Bathroom Supplies
Hi Team,
To make sure our bathrooms never run out of essential items, we’ve set up a simple system for supply requests.
If you notice we’re running low on soap, toilet paper, paper towels, or other bathroom supplies, please:
1. Send an email to supplies@ourcompany.com 2. Put “Bathroom Supplies” in the subject line 3. List the items needed and which bathroom location
The facilities team checks this inbox daily and will restock right away. Your help keeps things running smoothly for everyone!
Thank you,
[Signature block: Name, Facilities Manager, Office location, Extension number, Email address]
9. Addressing Bathroom Hogging
Subject: Being Mindful of Bathroom Wait Times
Dear Colleagues,
With 30 people on our floor and only two bathroom stalls, wait times can get long, especially during busy periods after lunch or meetings.
Please be mindful of others waiting and try to be quick when possible. If you need more time, consider using the restrooms on floors 3 or 5, which often have less traffic.
Also, please avoid using the bathrooms for non-bathroom activities like phone calls or extended breaks.
Thanks for your consideration of your coworkers’ needs.
Regards,
[Signature block: Full name, Floor Manager, Floor number, Contact details, Office hours]
10. Bathroom Cleaning Schedule Change
Subject: Updates to Our Restroom Cleaning Schedule
Hello Team,
Starting next Monday, our bathroom cleaning schedule will change. The cleaning staff will now clean the restrooms at 11:00 AM and 4:00 PM each day, instead of just once in the evening.
During these times (about 15 minutes each), the bathrooms will be closed with signs on the doors. Please plan accordingly and use the facilities on other floors if needed during these short periods.
This change will help keep our bathrooms fresh and clean throughout the workday.
Thank you for your patience during this change,
[Signature block: Name, Office Services Manager, Building location, Contact information, Company logo]
11. Addressing Personal Items Left Behind
Subject: Personal Items in the Restrooms
Hi Everyone,
Lately, personal items like makeup bags, hair products, and phone chargers have been left in the bathrooms. These items take up space on the counters and sometimes get wet or damaged.
Please take all your personal items with you when you leave the bathroom. Anything left overnight will be moved to the lost and found box at the front desk.
Thanks for helping keep our shared spaces tidy and clear for everyone to use.
Best,
[Signature block: First name, Last name, Administrative Assistant, Floor number, Extension, Email]
12. Addressing Bathroom Graffiti Issue
Subject: Respect for Our Shared Spaces
Dear Team Members,
It’s come to our attention that someone has been writing on the bathroom stall walls. While we want everyone to express themselves, the bathroom walls aren’t the right place for this.
Writing on walls costs the company money to clean or repaint, and it makes the space look messy for everyone.
We’ve placed notepads by the bathroom exits for any feedback or thoughts you’d like to share with management. You can also use our anonymous suggestion box in the break room.
Thank you for helping maintain a professional workplace.
Sincerely,
[Signature block: Full name, HR Manager, Department, Contact information, Office hours]
13. Thanking Staff for Bathroom Improvements
Subject: Thank You for the Cleaner Restrooms!
Dear All,
I wanted to send a quick note of thanks! Over the past few weeks, our bathrooms have been much cleaner and more pleasant.
Your efforts to follow the guidelines we shared last month have made a big difference. The cleaning staff has also noticed and appreciates not having to deal with extra messes.
Let’s keep up the good work! Clean bathrooms make for a more comfortable office for everyone.
With appreciation,
[Signature block: Name, Office Director, Building address, Phone number, Email address]
14. Notice About Bathroom Renovations
Subject: Upcoming Bathroom Renovations – Schedule and Alternatives
Hello Team,
The main floor bathrooms will be closed for renovations from June 5-12. During this time, please use the bathrooms on floors 2 and 4.
The renovations will include:
- New water-saving toilets
- Touchless faucets and soap dispensers
- Fresh paint and floor tiles
- Better lighting
We know this will cause some short-term hassle, but the updates will make our bathrooms more modern and hygienic. Signs will be posted with directions to the other bathrooms.
Thanks for your patience during these improvements,
[Signature block: Name, Facilities Director, Company headquarters, Phone extension, Email address]
15. Employee Survey on Bathroom Facilities
Subject: Your Input Needed: Bathroom Facilities Survey
Dear Colleagues,
We want to make sure our office bathrooms meet your needs. Please take 3 minutes to fill out this short survey about our bathroom facilities:
[Survey Link: www.companysurveys.com/bathroom-feedback]
The survey asks about:
- Cleanliness satisfaction
- Supply availability
- Suggestions for improvements
- Any problems you’ve noticed
Your answers will be completely anonymous. We’ll use your feedback to make changes where needed.
The survey closes on Friday at 5 PM. Thank you for helping us make our workplace better!
Best regards,
[Signature block: Full name, Employee Experience Manager, Department, Email address, Office location]
Wrap-up: Bathroom Email Guidelines
When writing an email about bathroom issues, keep it friendly and focus on solutions rather than blame. Use clear, simple language that states facts without making anyone feel bad. Send these types of emails to the whole team so no one feels singled out.
A good bathroom etiquette email helps create a better work space without causing embarrassment. Pick the sample that fits your situation, change it to match your office, and send it with confidence.