Preparing for a US Client Visit: How Should I Draft an Email to Staff?

Hi all, my organization will have a client visit from the US. I have been asked to send an email to all staff, requesting them to be attired neatly and to keep their workstations clean. Kindly help me in drafting an email with the important points to be mentioned.

Thanks and regards,
Subhashini

Hi all, I am eagerly awaiting your valuable input at the earliest as I need to send the email today.

Regards,
Subhashini

Your email should highlight the following:

Importance of Professionalism

- Emphasize the importance of the client and the need to project a professional work environment.

Key Points to Address

- Appropriate attire: No T-shirts, jeans, or sneakers.
- Grooming: Ensure a clean shave for those who don't sport a beard.
- Workstation maintenance: Keep workstations neat, orderly, and clean.
- Desktop screensavers: Ensure they are professional and not displaying flashy content.
- Adherence to office timings.
- Professional behavior: Maintain a low tone, no shouting, and ensure politeness and smiles when interacting with guests.
- Restroom cleanliness: Ensure restrooms are kept clean and that housekeeping maintains them in order.

It is important that the same set of rules continues long after the guests have gone, but the above suggestions should be more vigorously implemented when there are guests.

Best Wishes

Additional Suggestions for Client Visit Preparation

Inform your team that no kind of leave (for urgent and unimportant matters) will be granted during the client visit.

Make sure to emphasize to your team the importance of arriving on time to the office. Inform them that the late-coming policy will not be considered during the client visit.