How Can I Draft an Effective Email to Ensure Proper Meeting Room Bookings?

Hi Team, I am Bipin from the HR team of an NGO, and I need your support for the email format below. We have a meeting room booking app, and all employees have the right to book the meeting room at their convenience. However, many employees are booking the meeting room without following the app. Below are the points that need to be highlighted for booking the meeting room. I need to send an email to all my employees regarding these points.

1) Book the meeting room only when necessary; do not block rooms without a confirmed meeting.
2) Book meeting rooms considering utilizing 50% capacity, as the admin may cancel bookings exceeding that.
3) If a meeting is canceled or postponed, please cancel the room booking and rebook it based on the new requirement. Do not hold the room unnecessarily.
4) Avoid recurring bookings for more than two days.
5) Meeting Room 1 in the new office is designated for video conferencing; do not book it for general meetings. If booked, admin will prioritize video conferencing meetings.
6) Use electricity in meeting rooms responsibly.

I seek your assistance in drafting this email for sending to department heads and senior managers. Awaiting your positive response.

Thanks,
Bipin Sharma

Hi Bipin,

Important Guidelines for Booking Meeting Rooms

Dear Team,

I hope this message finds you well. As part of our commitment to efficient and fair utilization of resources, we would like to bring to your attention some important guidelines regarding the booking of meeting rooms through our meeting room booking app.

Please book meeting rooms only when necessary. Avoid blocking rooms without confirmed meetings or for unconfirmed gatherings. Ensure that meeting rooms are utilized up to 50% capacity. Failure to do so may result in the cancellation of bookings by the admin. If a booked meeting is canceled or rescheduled, kindly release the room for others to use and rebook as needed. Limit recurring bookings to a maximum of 2 days. Meeting Room 1 in the new office is designated for video conferencing. Please reserve this room only for such purposes. General meeting bookings may be canceled by the admin if needed for video conferencing. Use electricity in meeting rooms responsibly to conserve energy.

Your cooperation in adhering to these guidelines is greatly appreciated. Please ensure that all team members are informed and follow these rules to facilitate a smooth booking process and fair access to meeting rooms for all employees.

Thanks