How Should We Handle Office Coffee Mug Replacements? Seeking Policy Advice!

We recently installed a vending machine in our office and purchased coffee mugs for everyone, instructing them to maintain their own mugs. Today, one of my colleagues approached me, stating that his coffee mug is on the verge of breaking and requesting a new one. I relayed this to my boss, who now suggests implementing a policy where a new mug is provided every year, and if any damage occurs in the meantime, the company will not cover the cost. I am unsure how to formulate this policy. Can anyone assist me in creating it?

Thank you!

You can do one thing: there is mug printing available in the market. Go to this and release a circular. If the mug breaks, the punishment will be the cost of a coffee mug.

Hi Prema, This is a simple situation; not much paperwork or policy-making is required. Send an email to all employees regarding the usage of coffee mug terms and conditions. You can present something like this:

Dear All,

In an effort to provide a refreshing break time, the company has provided a beverage dispensing machine for the staff. With reference to the usage of mugs for beverages consumed by individual staff, please note that the company has provided or will provide one coffee mug for each employee at the beginning (this depends on the number of mugs purchased). However, as mugs are distributed, the responsibility of keeping the mug usable remains with the individual staff. The company is not responsible for replacing the damaged mugs.

Staff members are requested to maintain the mugs, and if broken, it is to be replaced by a new one by the responsible staff.

By Management Order,

Kindest Regards,

XYZ

This is just a sample I thought of sharing; hope it works. Also, you may put a signboard near the vending machine where mugs are stored.

Best Wishes,

Hussain