A Tactical Signage Guide for HR and Facility Teams in 2025
Why Office Signage Isn’t Just Decoration
In today’s workplace, signage is more than a visual cue—it’s essential for legal compliance, workplace culture, and keeping everyone safe. If you're managing an office or handling HR responsibilities, inadequate signage creates real problems beyond just confusion; it can put your company at risk for accessibility violations, create safety hazards, and lead to compliance issues.
Issues like bathroom signs mounted at incorrect heights, missing Braille elements, or unclear hand washing instructions aren’t just inspection concerns—they directly affect how comfortable your team members and visitors feel in your space. These details matter more than you might think.
This blog post covers the main types of signs you may need in your office—including ADA requirements, directional signs to help people navigate, and hygiene-related notices. You’ll see clear examples of both common installation mistakes and best practices. We also break down the relevant OSHA and ADA requirements, provide easy-to-follow design tips, and share guidance for creating signage that meets today’s standards and can scale with future needs.
Be sure to factor in your specific facility layout and any local regulations that may impact your signage strategy.
Core Office Signage Categories
1. ADA-Compliant Signage: Accessibility First
Why it matters:
The Americans with Disabilities Act (ADA) requires workplaces to be accessible for everyone—including employees and visitors with visual, mobility, and cognitive impairments. Signage is a major part of that compliance.
Required ADA Sign Features:
- Tactile letters and Braille on permanent room identifiers (e.g., restrooms, meeting rooms)
- High-contrast colors and non-glare finishes
- Easy-to-read fonts (sans-serif, upper case)
- Mounting between 48"–60" from the finished floor to the baseline of tactile characters
- Installed on the latch side of doors with 18" x 18" of clear floor space
Bad Example:
🚫 A printed paper sign that says “Restroom” taped to a door—no Braille, no tactile text, too high to reach.
Good Example:
✅ A permanent sign with tactile letters and Braille, mounted at 54", aligned with ADA requirements, and placed on the latch side of the door.
Bonus Tip: Even gender-neutral or all-gender restroom signage must still follow ADA rules for size, height, and tactile inclusion.
2. Wayfinding and Directional Signage: Navigation Made Easy
Why it matters:
Efficient navigation in the office impacts everything from productivity to emergency preparedness. Poor signage slows down visitors, confuses new hires, and creates bottlenecks during evacuations.
Where Wayfinding Signs Should Go:
- Reception areas with labeled check-in instructions
- Hallways with clear arrows toward restrooms, exits, or elevators
- Stairwells and corridors marked with “EXIT,” “NOT AN EXIT,” and floor-level identifiers
- Emergency maps showing “YOU ARE HERE,” exits, and assembly points
Design Tips:
- Keep fonts consistent (use bold sans-serif fonts like Helvetica or Arial)
- Ensure good color contrast (e.g., white text on dark blue or black)
- Use arrows and pictograms to reinforce direction
- Use photoluminescent or backlit signs for emergency paths where appropriate
Bad Example:
🚫 A handwritten sign on a wall saying “Elevator This Way →” in ballpoint pen.
Good Example:
✅ Wall-mounted directional signage in every hallway using standard symbols and brand-consistent typography.
3. Hygiene & Health Signage: Keeping Shared Spaces Safe
Why it matters:
COVID-19 changed expectations around hygiene visibility. Today’s workforce expects clear, consistent messaging around cleanliness, PPE, and shared space etiquette.
Signage to Include:
- Hand Washing reminders in all restrooms
- “Sanitize Here” markers at high-touch zones and supply stations
- Shared kitchen notices (allergen awareness, food safety, appliance rules)
- Cleaning rotation logs for custodial staff
Design Considerations:
- Multilingual options or visual-only signs to support non-English speakers
- Mount signs at eye level near sinks or doors
- Use waterproof and durable materials for kitchen/restroom areas
Bad Example:
🚫 A faded “Please wash your hands” flyer hanging loosely above a sink, torn and unreadable.
Good Example:
✅ A durable, easy-clean sign featuring step-by-step hand washing instructions with images and multiple languages.
Avoid These Common Signage Mistakes
| Mistake | Why It’s a Problem | Better Practice |
|---|---|---|
| Mounting signs too high or low | Fails ADA rules; inaccessible to wheelchair users | Mount tactile signs between 48"–60" |
| Using low-contrast colors | Difficult to read for visually impaired | Stick to high-contrast combinations (e.g., white on blue) |
| Inconsistent styles | Office looks unprofessional, hard to follow paths | Standardize fonts, icons, and colors |
| Not replacing old signs | Sends the message that safety isn’t a priority | Include signs in your monthly safety inspections |
| Overloaded information | People don’t read walls of text | Use icons, arrows, and brief text where possible |
Implement a Signage Plan That Works
Step 1: Conduct a Signage Audit
- Systematically assess your office environment zone by zone (entry points, corridors, restroom facilities, emergency exit locations)
- Utilize a comprehensive checklist based on current OSHA regulations and ADA compliance standards
- Document areas with insufficient signage, outdated information, or potential points of visitor confusion
Step 2: Standardize & Customize
- Select signage materials that align with your organizational branding while ensuring full compliance with safety regulations
- Implement ADA-compliant signage for all permanent room designations
- Incorporate appropriate Braille elements, directional indicators, and universal pictograms as required for optimal communication
Step 3: Maintain and Educate
- Establish quarterly maintenance protocols for signage inspection and cleaning
- Develop a streamlined process for staff to report damaged or missing signage elements
- Integrate signage compliance training into your new employee onboarding procedures
Find The Right Signs with MaxSafety.com
Need help designing a signage plan that’s professional, compliant, and actually works?
We offer a comprehensive selection of OSHA- and ADA-compliant signage solutions for your workplace needs. Our product line includes professional wayfinding systems, durable hygiene notification displays, and fully-accessible tactile Braille signage designed to meet the highest standards of functionality and compliance.
📞 Contact us at (888) 807–5697 or email customerservice@maxsafety.com for support with office signage solutions.
🛒 Explore Office, Restroom, Directional, and Hygiene Signage Collection
Sources
