Facilities & administration

Access pass deactivated

Tells someone who is staying that their building pass has stopped working, such as when it was reported lost or an induction lapsed: from when, why, how to get access again and what to do meanwhile.

Subject: Your access pass has been deactivated

Access pass ready for collection

Tells a new joiner, colleague or contractor their building pass is ready: where and when to collect it, what ID to bring, which areas and hours it opens, and who to tell if it is lost.

Subject: Your [building name] access pass is ready

Building opening hours change

Tells people who use a site that its opening or staffed hours are changing, for a holiday period or for good: the new hours, from and until when, out-of-hours access and who to call.

Subject: [site name] opening hours from [effective date]

Restricted area access approved

Confirms a colleague or contractor may now enter a restricted area such as a lab, server room or secure store: which area, from and until when, entry conditions, escort rules and who approved it.

Subject: Your access to [restricted area] is approved

Visitor host confirmation

Confirms to the colleague hosting a visitor that the visit is registered and sets out what reception needs from them on the day: meeting the visitor, escorting them and signing them out.

Subject: [visitor name] is registered for [visit date]

Visitor registration confirmation

Confirms to an external visitor that their visit is registered: date, time, address, who will meet them, where to arrive, what ID to bring, parking and who to call about access needs.

Subject: Your visit to [company name] on [visit date]

Desk move notice

Tells colleagues their desk or team area is moving within the workplace: the new location, the move date, what to pack and by when, what the movers and IT handle, and where to see the seating plan.

Subject: Your new desk from [move date]

Equipment allocation confirmation

Records equipment issued to an existing colleague, such as a replacement, upgrade or ergonomic request: what it is, its asset tag, how it reaches them and a request to confirm receipt.

Subject: Equipment allocated to you: [equipment name]

Facilities request acknowledgement

Confirms an internal facilities or administrative request has been logged: its reference, what was asked, who is handling it, the priority, when to expect a reply and anything still needed.

Subject: We’ve logged your request [request reference]

Hot-desk booking reminder

Reminds someone of a desk they booked for an office day: where it is, how and by when to check in, and how to cancel so a colleague can use it if plans change.

Subject: Your desk on [booking date]: [desk name]

Loan equipment return reminder

Reminds a colleague that equipment borrowed from the workplace pool, such as a loan laptop, AV kit or test device, is due back: what, by when, where to return it and how to ask for longer.

Subject: Please return [equipment name] by [return by]

Lost property found

Tells a colleague or visitor that an item handed in at the workplace may be theirs: what it is, where and when it was found, where to collect it, how ownership is checked and how long it is held.

Subject: We may have found your [item description]

Mailroom parcel waiting

Tells a colleague that post or a parcel has arrived for them on site: who it is from, where and when to collect it, what to bring and what happens to items left uncollected.

Subject: A parcel is waiting for you at [collection point]

Meeting room change

Tells a meeting’s organiser and attendees that the time is unchanged but the room has moved: the new room, how to find it, why it changed and any difference in equipment or capacity.

Subject: [meeting topic] has moved to [new room]

Office relocation briefing for staff

Tells colleagues the workplace is moving to a new building: the move date, the new address and how to get there, the last day at the old site, packing, passes, parking and where to ask questions.

Subject: We’re moving to [new site name] on [move date]

Parking space allocation

Confirms a parking space or permit for a colleague: the space and car park, the dates it is valid, the registered vehicle, how to display the permit, the rules and how to give the space back.

Subject: Your parking space from [valid from]

Lab equipment service booking request

Asks an equipment supplier to book an engineer’s visit to a lab instrument: model, serial and contract, the service needed, proposed dates, site access and the decontamination declaration.

Subject: Service visit request: [instrument name]

Business travel booking change

Tells a traveller that a booked business trip has changed, at their request or because a carrier or hotel changed or cancelled: what changed, why, any cost impact and anything they must do.

Subject: Change to your [destination] trip

Business travel booking confirmation

Sent by the travel desk once a business trip is booked: each journey and stay, the booking reference, the cost centre charged, what the traveller still arranges and who to call while away.

Subject: Your trip to [destination] is booked

Travel policy reminder

Reminds colleagues of the essentials of the business travel policy before a busy travel period: where to book, what needs approval, class and expense rules, and duty-of-care steps while away.

Subject: Before you book: our [policy name] essentials

Travel request on hold

Tells a traveller that nothing is booked yet because details or approval are missing or the trip is outside policy: what is needed, by when and how to add it in the booking tool rather than by email.

Subject: Before we book your trip to [destination]

Building service disruption

Tells people on site about an unplanned, non-emergency failure of heating, water, lifts or power: what is affected, what to do for now, where things stand and when the next update comes.

Subject: [affected service] disruption at [site name]

Contractor site access requirements

Tells a contractor or supplier, before they work on site, what facilities needs first (method statements, insurance, permits, induction) and by when, plus sign-in, working hours, restricted areas and the site contact.

Subject: Site requirements for your work at [site name]

Facility maintenance notice

Gives people working on site notice of planned building works: what is being done, where and when, which areas, lifts or routes are affected, who the contractors are and who to ask.

Subject: Planned works at [site name]: [works start]

Call for fire wardens and first aiders

Asks colleagues to volunteer as fire wardens or first aiders on a site: what the role involves, the training, the time it takes, how manager agreement works and how to put your name forward.

Subject: Could you be a fire warden or first aider?

Safety drill debrief

Shares how a fire or evacuation drill went with everyone on site: the headline result, what worked, what will change, and anything people need to do before the next one.

Subject: What we learned from the [drill type]

Safety drill notice

Gives people on site notice of a fire, evacuation or shelter drill: the date and time window, the assembly point, what to do when the alarm sounds and who to contact if they need help evacuating.

Subject: Planned [drill type]: [drill date]

Utilities shutdown notice

Warns people on site that power, water, gas or heating will be switched off: when, which floors and services are affected, what to shut down or move beforehand and whether the building stays open.

Subject: [utility type] off at [site name] on [shutdown date]

Workplace incident report acknowledgement

Confirms an accident, near-miss or health and safety report was received, with its reference, reviewer, next steps and support, and keeps injury details out of email.

Subject: We’ve received your incident report [report reference]

Workstation assessment request

Asks a colleague to complete a workstation or display screen self-assessment for their office or home set-up by a date, and explains how reported problems lead to a follow-up or equipment.

Subject: Your workstation assessment, due [complete by]

Laboratory safety reminder

Reminds lab users of a specific safety topic: the points the lab safety team sets, training that falls due, an upcoming inspection and how to report a spill, exposure or near miss.

Subject: Lab safety reminder: [safety topic]