What Is Dress Code Policy? Design With This Guide

Formal Mondays don't call for a burlap sack.

Whether your employees wear a specific necklace every day, are drawn to a particular color scheme, or have a signature hairstyle, each has their individualities. But what they need to have is a dress code policy. 

While this is acceptable outside the workplace, many offices set guidelines or standards centered around what employees can and cannot wear. This is called a dress code policy.

Mostly, businesses use policy management software to create, review, modify, and publish corporate policies to ensure a common benchmark of discipline and contribute to workplace standards.  But, how many people actually follow it? 

For instance, some industries, like the legal and medical industries, have already established a dress code. If a company has employees who often meet with clients or customers, it may ask that they dress more professionally and neatly to make a good impression. Additionally, engineering or manufacturing industries may ask that employees wear protective clothing or safety gear.

Typically, what an organization sets within its dress code policy will align with its company culture. As an HR professional, as you create the policy, it’s important to keep in mind that it should align with employee goals and culture while also factoring in discrimination claims and laws associated with employee rights. 

Types of dress code policies

There are four main types of dress code policies that a company can decide to implement.

• Business formal: The highest level of professional attire, which typically includes tailored suits and ties for men and a pantsuit or skirt paired with a dressy blouse for women. Employees within this dress code are expected to keep up a high standard of appearance.
• Business smart attire: One step down from business formal, this policy is still conservative and traditional. Men usually wear suits and ties with more fun patterns or colors, while women can also wear more fun colors, patterns, and jewelry with skirts, dresses, and suits. 
• Business casual dress code: This policy still has a professional level, but men can wear button-ups with khakis or dressier pants. For women, this can mean skirts, slacks, or khakis paired with a jacket, sweater, or cardigan. 
• Casual is the most lax option, but employees should still look presentable, neat, and appropriate for work. Men can wear casual pants or jeans with a polo or crewneck sweater, and women can also wear jeans with more casual sweaters and shirts. 

In addition, your company’s dress code may include instances where it’s acceptable to wear something different to work, like if it offers casual Fridays, casual summer attire, or even a spirit week, where each day employees wear something completely outside the normal dress code policy—like pajama day.

Elements of a dress code policy

When writing a dress code policy for your company, there are certain elements it should include.

Start things off with a brief introduction to the document, explaining what the organization expects regarding how employees should present themselves and why it’s important. The policy should then specify that the policy applies to all employees so there’s no confusion about who needs to follow this policy and who is exempt.

Once these details are in place, provide a section that outlines the general policy guidelines. This will include rules regarding what clothing is deemed appropriate and further information surrounding jewelry, hairstyles, tattoos, and hygiene. It can also include what attire isn’t acceptable, like clothing worn while working out or doing outdoor activities or clothing with rips, tears, or holes. Then, state what kind of disciplinary actions will follow if an employee wears clothing that falls outside the dress code policy. 

Wrap up the policy stating that if employees have any issues or concerns regarding the dress code, seek out the human resource department.

Dress code policy example template

If you’re creating a dress code policy from the ground up, here’s an example of what it may say.

The [Company A] dress code policy should help employees present themselves professionally to customers, clients, and colleagues. Our appearance reflects ourselves, and Company A. The goal of this policy is to maintain a professional appearance while not offending individuals we may encounter.

The Company A dress code policy applies to [positions listed here].

Company A Dress Code Policy:

• Employees are expected to dress in [casual, business casual, business professional, or business formal] attire unless the day’s tasks and responsibilities require otherwise or they are told otherwise by a manager or supervisor.

• Employees must present themselves in a clean and professional manner. Clothing should be within the guidelines and be free of holes, tears, or rips.

• Inappropriate clothing with offensive language will result in a penalty.
• Clothing should not be too revealing.

Violations:

Managers and supervisors will inform employees in a timely manner should they violate the above dress code. Employees must immediately correct the issue, including leaving work to change clothing.

Employees who repeatedly violate the employee dress code policy may be subject to significant repercussions, including termination.

Common examples of a dress code policy

Considering every nook and cranny of employee grooming choices will help you design a fool-proof dress code policy. However, you must also bear in mind that sometimes, this policy can lead to potential employee conflicts, as employees can argue about their dressing choices. 

Make sure that the memo includes everything that you want your employees to follow when they come to work. Be it day-to-day wear, type of dress, or grooming choices, don't leave any stone unturned when framing the policy. 

To take some examples, these are the kinds of details that need to be present in your dress code rule:

• No ripped or torn clothing: Wearing ripped or torn clothing to work is very "off-putting" to others who make an effort to dress nicely. It might also disturb the stakeholders or clients who will meet this employee, which can negatively affect a business. Setting this standard is the first step in designing a dress code policy. 
• No visible tattoos or piercings except ears: While certain tattoos may seem fine, employees need to keep them under cover. Showing up with a full-arm tattoo or a face tattoo can be bizarrely shocking and paint a negative image of your company in the future. 
• No logos or offensive graphics: As employees sometimes grab anything and put it on, this point urges them to double-check their shirt or T-shirt details and ensure that they are clean and don't violate the guidelines. 
• No lewd accessory (chain or studs): Always maintain a fine-line between permissible accessories and gaudy accessories in your dress code policy. It doesn't matter if a woman or man walks in wearing that; strict action has to be enforced, like requesting them to take it off or sending them home. 
• Company-branded attire on specific days:  While this can be subjective, encouraging proper dress attire on some days can improve connections and bonds between employees. Setting this standard will remind them of the genuineness of their connection and make them feel valued. 
• Grooming or hygiene standards: You need to set minimum grooming and hygiene standards for the sake of collective comfort. If an employee wobbles untidily, it might cause a problem for others and even spread an unhygienic odor in the workplace. This includes points like maintaining decent hairstyles, managing facial hair maintenance, and maintaining overall hygiene. 
• Seasonal or theme-based attire: This is another fun HR activity or part of the dress code policy that evokes a sense of fun among the employees. Sure, you need to inform employees about what to wear in every season, but sometimes, leaving the choice to them or initiating dress competitions might ward off some exhaustion or stress. 
• Hair decency: Including "hair choices" in the dress code policy is a good way to teach your employees the value of discipline. Not only does it help employees put themselves together, but it also makes others appreciate your employees' dressing choices. Having a slick and neat hairstyle sets a standard and polishes the image of your workplace. 
• No patchy clothes: Showing up with patchy outfits is not an appropriate etiquette in a workplace. Even though it doesn't violate any of the former standards, it is still jarring and risky. Adding this to your dress code policy informs the employee of the seriousness of proper grooming. 

Is having a dress code policy legal?

So, what are you allowed to include in your dress code policy? Every state has its own rules regarding employee rights and workplace discrimination. However, there are universal rules that every employer needs to follow regarding their dress code policy.

Legally, an employer can set guidelines for what employees can wear, as long as a dress code policy doesn’t impose heavier requirements on an employee because of their gender, race, religion, or cultural background. However, any dress code policy that violates an employee's rights under the Equal Employment Opportunity Act (EEOC) could fall under illegal activity.

The law surrounding workplace discrimination changes daily. Don’t wait until something becomes illegal to address it. It’s better to take a proactive and inclusive approach to your workplace policies.

How to keep discrimination out of your dress code policy

The key to identifying and ridding your dress code policy of discrimination is to understand how unconscious bias impacts recruiting, hiring, and retention. Simply put, unconscious biases are inherited or learned stereotypes about others that we form without realizing. Not confronting your own unconscious biases can affect other people.

So, how can we as HR professionals confront our unconscious biases and fix our dress code policy? It starts with three tips.

1. Keep your dress code policy gender-neutral

By law, your company is allowed to dictate different dress code policies for men and women, as long as your dress code does not place a heavier burden on any one gender. Setting the law aside, there are other important reasons to keep your dress template according to organizational rules and guidelines. 

Discrimination based on gender and gender identity

You may have an employee who has a gender identity outside of male or female. Employees who identify as transgender, gender–nonconforming, nonbinary, or gender-fluid may feel targeted or burdened by dress code policies made based on gender.

Plus, there’s a legal implication to ignoring the impact of your dress code on your employee’s gender identity. There are currently 21 states that prohibit discrimination based on gender identity.

If your dress code policy infringes on an employee’s right to express their gender identity freely, you could find yourself in hot water.

Discrimination based on religious practices

Your dress code policy may also be inadvertently using gendered language to discriminate against an employee’s religious beliefs. To comply with their religious practices, some women prefer to cover themselves by wearing pants, leggings under their skirts, hair coverings, and more.

A policy that enforces that women cannot wear pants or coverings for their hair could violate an employee’s religious beliefs. Alternatively, requiring female employees to wear makeup or heels could also conflict with how that employee is choosing to practice their faith.

Employers should ensure that their dress code policies are compliant with state and federal law and allow room for freedom of expression. Reducing the amount of gendered language in their dress code policies will help their employees provide a safe and respectful workplace.

2. Leave rules about grooming out of your dress code policy

Many dress code policies have a section covering grooming practices. These policies can range from how long an employee’s hair is allowed to be to what color they’re allowed to dye it.  Many companies don’t realize these grooming policies can discriminate against women of color and religious minorities.

Discrimination against women of color

There have been countless stories in the news about black women being forced to alter or cut their natural hair due to outdated grooming policies at their place of work. These protective styles worn by black women are often necessary to maintain the health of their hair. It’s become such a problem that some states are passing laws against hair discrimination to combat the problem.

Requiring black women to pay for and maintain complicated hairstyles to alter their natural hair may fall under laws against placing a heavier burden on an employee based on something they cannot control.

Discrimination based on religion

Another reason you shouldn’t dictate grooming policies in your dress code policy is that it may discriminate against employees based on their religion. There are many faiths where followers are not allowed to cut their hair, or they may be required to cover their hair. This includes policies that dictate how men should keep their facial hair, or stating whether hair coverings or hats are allowed could unfairly target these individuals.

3. Keep people with disabilities in mind

A more significantly overlooked factor in creating a dress code policy is whether or not your policy offers reasonable accommodations for people with disabilities. Employees with disabilities, whether temporary or permanent, must be allowed to dress in a way that does not complicate or hinder them at work.

To provide a better understanding, here are a few examples of how an employee might need a more relaxed dress code policy to be comfortable at work.

When creating your dress code policy, ask yourself this question: does my dress code policy offer reasonable accommodations for people with disabilities? If you’re not sure, the answer is probably no, and you need to revisit your dress code policy.

Remember, these dress code policies are not just for the comfort of your employees, they keep you compliant with state and federal law, as well as the American’s with Disabilities Act (ADA).

What's the key to a good dress code policy? Trust.

Trusting your employees to make intelligent decisions about what they wear to work is the key to building an inclusive and thriving work environment. It may be tempting to make rules about what your employees can wear or what hairstyles are and aren’t acceptable, but it’s best to stay on the safe side. Your employees are smart people, capable of making decisions about what is and isn’t appropriate for work. Trust them not to show up in anything that is considered to be inappropriate.

But if your employee shows up in an indecent outfit and doesn't show any remorse, you need to take strict action—not just to put the employee down but to convey the authority of the company and make everyone aware of the consequences. When people decide to go their own way with dress codes, you can step up and take them to task.

What are some common dress code rules?

While I have tried to cover everything, a policy can always contain "points to remember" or "rules" to give more information and improve it's relevance: 

Here are the common dress code rules that complete your policy:

• No casual wear in formal settings: Make it a point that employees avoid casual wear, like pajamas, flip flops, or tank tops, to formal meetings or conferences. Set strict parameters on dressing and also give them a list of clothing to choose from. 
• Dress for the occasion: If you are hosting a seminar or guest event, try to create guidelines for the employees attending that event. Leave it to them to dress however they see fit. 
• Keep it professional: It is the most important disclaimer and highlight of your dress code policy. Instruct employees to have a professional outlook and fairly treat everyone on the office premises. 
• Footwear matters: It might seem a little out of place, but a regular check on footwear is important, too. Employees need to stay professional in their footwear choices. 
• Limit excessive accessories: Allow your employees to choose from a selected list of accessories. Mention the implications of wearing heavy accessories in the policy. 

Dress code policy: Frequently asked questions (FAQs)

1. What is the business casual dress code policy?

A business casual dress code policy states that you can wear casual attire to the office but need to maintain decency and elegance in your demeanor. These policies mean that you don't have to wear strict formal attire to the office, but at the same time, ensure that whatever you are wearing is not lewd or revealing.

2. How strictly do you believe the dress code policy is enforced?

It depends. Organizations follow different dress code protocols and a certain degree of enforcement or leniency of those dress protocols. If the dress code policy says “business formal,” but the employee is wearing attire that isn’t exactly formal but is close to it, some offices permit the alteration. In environments where there are more serious and external interactions and dress code policies are standardized, HR teams are a little more strict.

3. What should be included in a dress code policy?

A dress code policy should consist of garment categories, approved color, style of the garment, day-wise clothing timetable, and other components that give employees a fair idea of how they need to dress on weekdays. It should also contain any additional policies or relaxations regarding dress code policy that allow employees to wear the clothes of their choice.    

4. Why is dress code policy so important?

In general, a dress code is a good way to maintain the status quo among office workers and display a certain workplace standard that sets an image in the market. Following a dress code also benchmarks what is acceptable or not acceptable within the organization and refrains any employee from wearing a lazy outfit or bringing down the disciplinary aura of a workplace.

5. What is the Spirit Airlines dress code policy update?

The Spirit Airlines dress code policy states that passengers would not be allowed onboard if they are without shoes, inadequately clothed, or have tattoos or piercings that pass off as “lewd” or “indecent”. These passengers, under no circumstances, would be allowed to come aboard Spirit Airlines.

6. What is the Walmart dress code policy update?

The Walmart dress code policy allows employees to put up in casual uniforms while maintaining the overall dressing protocols. The first Walmart update came in 2018, when employees could wear more informal clothes while maintaining the iconic look of the Walmart ecosystem.

No wardrobe malfunction. 

If left unchecked, a discriminatory dress code policy can impact your entire company. Sometimes, it can lead to public humiliation and distaste. Having this policy doesn't mean that you want to make the environment hostile; it means setting a common theme that doesn't hurt the employee in any way. But it can salvage your business. 

It also maintains decorum among the workforce and prevents any uninvited situation in which an employee complains just because of another employee's attire. 

Now is the time to examine every part of your corporate policy to ensure you're not unintentionally discriminating against people.

Dress code policy is just one facet of employee benefits. Learn how to woo your employees by absorbing them into a highly caring culture through benefits administration. 

This article was originally published in 2024. It has been updated with the latest information.