Few topics are as awkward – or as universally avoided – as workplace restroom etiquette and cleanliness. Given the number of people who have horror stories about bathroom behavior at work, though, it’s clearly an issue. Although it might seem reasonable to expect that adults could manage to keep the company toilets and bathrooms clean, there may be times when you feel that certain problems must be addressed. Sending a memo can help avoid the embarrassment of discussing the issue in person, and help improve the bathroom cleanliness, but it must be written sensitively and in a solution-focused manner.

Is a Memo Even Necessary?

Before you start composing a missive railing about keeping the toilets in the office clean, take a deep breath. If the problem is a one-time thing – perhaps an employee was ill, or the janitorial staff was shorthanded for a day or two – it’s better to just let it go and avoid creating an issue. If the problem is ongoing, a memo might be in order. Remember that you are addressing adults who most likely do not need specific instructions about how to use the bathroom. Instead, focus the memo on specific cleanliness issues and reminding employees to do their part to keep the shared space clean and sanitary.

Be Sensitive

When writing your memo, be sensitive, and avoid calling out specific employees for their bathroom habits. Chances are that everyone already knows Bill from accounting takes the newspaper into a stall every morning, but there’s no need to mention it. Keep in mind that you could have employees with chronic illnesses or other conditions that affect their bathroom habits, and naming names in a memo could not only cause embarrassment, but potentially lead to discrimination charges. Describe the problem in the most general terms only; for example, you might say, “The cleaning staff has mentioned that the third-floor restrooms have required more cleaning than usual recently. Please remember to properly dispose of all waste, and notify the custodial staff if there are any immediate issues.”

Address Overall Office Cleanliness

Another way to address the issue of toilet cleanliness is a memo reiterating the need for everyone to do their part in keeping the entire office clean. Office refrigerators, for example, are notorious for being a breeding ground for "science projects." Draft a memo that addresses overall issues in the office related to cleanliness, including the restrooms, and ask employees to pitch in and help keep everything clean. Reiterate that you aren’t expecting your team to be janitors, but to make sure they properly dispose of their own trash, clean up spills and avoid creating unpleasant odors.

Consider Signage

Instead of sending a memo, consider using signage in the bathroom to remind employees to keep the space clean. Use positive language that encourages employees to consider their colleagues and maintain a spirit of teamwork when it comes to keeping the space clean. Also, provide tools that employees can use to keep the space clean, including adequate paper towels and air freshener spray.