Please note that your subscription plan determines the specific set of features available to you, which may result in differences between what you see and the images presented in the article listed below. For further details on the features included in your plan, please contact your OfficeSpace Admin.
OfficeSpace has put together a list of general email templates for your company’s use. The templates cover emails that are frequently sent to different departments and employees following a new move. Check out the templates below for email notifications for your:
Feel free to copy and paste them into your own system. To learn how to create your own email templates, check out the
Creating Email Notifications article.
Facilities Department
Please note that employee $FIRST_NAME$ (ID: $EMPLOYEE_ID$) will be moving on
$MOVE_DATE$.
This employee will be moving from: $FROM_LOCATION$ on the $FROM_FLOOR$
This employee will be moving to: $TO_LOCATION$ on the $TO_FLOOR$
If there are assets associated with this move they will be listed below:
$ASSETS$
Comments regarding the move:
$COMMENTS$
Please ensure the following are provided prior to the move:
[ ] Packing crates / boxes
[ ] Labels
[ ] Move chart and floor plan
[ ] Garbage bin
[ ] Cart or dolly
[ ] Create new room label
Thank you,
Facilities Group
Occupant
Dear $FIRST_NAME$,
We have completed preparations for your new office: $TO_LOCATION$ on the
$TO_FLOOR$
You can click on
https://xxxxxxxx.officespacesoftware.88com/vd/vd.jsp?sid=$TO_LOCATION_ID$ to see
your new office in Visual Directory.
Please reply to this email once you are in your new office.
Please let us know if you have any questions or concerns.
Thanks,
Facilities Department
IT
Please note that employee $FIRST_NAME$ (ID: $EMPLOYEE_ID$ will be moving on
$MOVE_DATE$.
This employee will be moving from:
$FROM_LOCATION$
This employee will be moving to:
$TO_LOCATION$
$FIRST_NAME$ is a $TITLE$ and is part of the $DEPARTMENT$ department.
If there are assets associated with this move they will be listed below.
$ASSETS$
Please ensure that the following are ready before the move:
[ ] Power
[ ] Network connection
[ ] Phone connection
Thank you,
Facilities Department
Mail Room
Please update the mail room records for the following move
$FIRST_NAME$ is moving on $MOVE_DATE$ at $MOVE_TIME$
Employee is moving from: $FROM_LOCATION$ - $FROM_FLOOR$
Employee is moving to: $TO_LOCATION$ - $TO_FLOOR$
Once the move is complete the employee Visual Directory and list directory will be
updated: https://xxxxxx.officespacesoftware.com/vd/vd.jsp?sid=$TO_LOCATION_ID$
Thank you,
Facility Manager
Cleaning Department
Please note that $FIRST_NAME$ is moving on $MOVE_DATE$ at $MOVE_TIME$
Please ensure that the new location $TO_LOCATION$ - $TO_FLOOR$ is cleaned
before the move time, and that the old location $FROM_LOCATION$ -
$FROM_FLOOR$ is cleaned afterwards.
New Location Checklist:
[ ] Vacuum
[ ] Clean windows
[ ] Wipe desk and all surface areas
[ ] Remove garbage and recycling
Old Location Checklist:
[ ] Vacuum
[ ] Clean windows
[ ] Wipe desk and all surface areas
[ ] Remove garbage and recycling
Thank you,
Facilities Manager
Human Resources
Please be advised that $FIRST_NAME$ will be moving on to : $TO_LOCATION$ on the
$TO_FLOOR$ on the following date: $MOVE_DATE$
Please adjust any required HR records.
Please let us know if you have any questions or concerns.
Thank you,
Facilities Department
New Employee
Welcome to "The Company", we are thrilled to have you join our team. A few housekeeping items to help you get settled in during your first few days.
Your desk # is $TO_LOCATION$ on the $TO_FLOOR$ floor.
You can click this link to see where you sit in Visual Directory: http://demo.officespacesoftware.com/vd/vd.jsp?sid=$TO_LOCATION_ID$
Visual Directory is our employee experience tool where you can:
find a colleague
find a resource (printers, safety equipment, building info and more)
book a desk
find and book a meeting room [IF client is using this]
submit a service request [IF client is using this]
submit a move request [IF client is using this]
You can download the Visual Directory mobile apps here:
iOS App here:
https://itunes.apple.com/ca/app/officespace-app/id1446665105 Android App here:
https://play.google.com/store/apps/details?id=com.officespacesoftware.ossmobile&hl=en_CA&gl=US There is also a link to it on our company intranet here: xxxxxxxxxxxx so feel free to bookmark it.
If you have any questions about Visual Directory or Facilities/Workplace in general feel free to reach out to us, we'd be happy to help.
Welcome once again, and we look forward to working with you.
Thank you,
Workplace/Facilities Department
