NUMBER POLICY NAME VERSION No.

EFFECTIVE DATE
BSL/HR/WE/002 Dress Code Policy 3.0 01-June-2015

Department / Name Signature

Role
Prepared by HR / ER Lakshminarayanan Viswanathan

Reviewed by HR / ER Lead Jyoti Singh

Reviewed by HR / HRSS Lead Siby Joseph

Reviewed by HR / VP HR Deepak Dobriyal

Reviewed by HR / VP HR (US) John Bahadur

Approved by CPO Subrat Chakravarty

MODIFICATION CHANGE HISTORY

SL. Date Of Change Version Approved By

Release Request No.
No. Description Of Change
No.

1.0 New Document Release 12-Jan-2002 1.0 Kamal M

2.0 Document Modification 1-April-2009 2.0 KS Ananth / Poonam B

3.0 Revamping of complete 01-June-2015 3.0 Subrat Chakravarty

policy and inclusion of
FAQ’s

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INDEX

POLICY…………………………………………………………………………………………. 2-3

GUIDELINES…………………………………………………………………………………… 3-5

FAQs……………………………………………………………………………………………… 6-9

POLICY

1. Objective
At Birlasoft we recruit the best and the brightest talent in the industry and we boast of a large millennial force that we nurture.
Our policies are therefore intimately connected with that of the talent we work with, and we are appreciative of this new
progressive mind set.

2. Purpose
In Birlasoft we strive continuously to make work more comfortable for its associates, in every way. We also believe that we
can expand your horizon further and help you contribute more innovatively, by giving you the comfort to dress smart. We
are not against you being fashionable or wearing dress of your comfort but a workplace being formal, we would like to guide
to be dressed in an acceptable smart-way.

The smart dress code will help you and the Company to display a professional image to customers, potential employees, and
the community of visitors.

As an organization that focuses on quality and professionalism, it is imperative to maintain the highest level of personal
effectiveness and that can in no way be compromised.
We sincerely hope that all of you will exercise this freedom with great responsibility. You will truly see that when you dress
smart, you think smart and work smart.

3. Eligibility

This Policy is applicable to:

• Birlasoft India associates across all levels
• Trainees during their period of training
• Contractual staff working from the premises of Birlasoft or its customers.
• Birlasoft associates from other geographies currently on deputation or on travel to India.
• Customer staff working out of Birlasoft premises on a regular basis.

Policy not applicable to:

• Temporary Visitors to the Birlasoft premises.
• Customers visiting Birlasoft premises.
• Potential recruits visiting Birlasoft premises for discussion/recruitment. It is recommended that we communicate
the dress code details with all potential recruits for them to appreciate our policy.
• Certain specialized category of contractual staff such as Security, Housekeeping & Maintenance Services, where they
will follow the dress code as defined by Admin / Service Contract conditions.

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4. Policy Details

• Associates can wear smart casuals (as defined below) through the week (Monday to Friday)
• Associates who prefer to continue wearing formal attire are free to do so on all days.

4.1 Policy Guidelines

Guidelines for acceptable dressing are given below. This is not an exhaustive list; it is a mere indication of what is
permissible at workplace. You still have to use your judgment about what might be seen as inappropriate at work. When
in doubt, always err on the conservative side. The FAQs section will help address most of your queries with respect to
what is permissible and not.

Ladies:
Acceptable / Recommended Not acceptable
Clothing Business formals: Tops: Spaghetti/Halter/Tube/Tank/Transparent /
Sari, salwar kameez, formal shirts, trousers, Sheer /Off-shoulder tops.
formal skirts/ dresses, formal tops. Skirts/Dresses with short hemlines
Shirts/T-shirts with:
Smart casuals: • Round, V-neck
Single colored full length denim trousers, • Controversial/provocative designs
Jeans, corduroy trousers, chinos. Competitor/Other corporate logos
Collared T-shirts, tops, kurtis. Frayed, ripped and torn trousers
Any kind of shorts/Bermudas/capris/track pants
Caps and hats
Footwear Shoes, sandals, sneakers Hiking boots, floaters, flip-flops, rubber chappals
Personal Ear and nose piercings allowed Visible/Offensive tattoos, unkempt hair, neon
grooming colored hair, visible body piercing other than
what is mentioned as acceptable, facial covers
Gentlemen:
Acceptable / Recommended Not acceptable
Ill-fitting clothes
Clothing Business formals
Shirts/T-shirts with:
Smart casuals: • Round, V-neck
Single colored full length denim trousers, • Controversial/provocative designs
Jeans, corduroy trousers, chinos, Khakis. Competitor/Other corporate logos
Frayed, ripped and torn trousers, Any kind of
Collared T-shirts, Polo Syle T Shirt shorts/Bermudas/capris/track pants Caps and Hats
neatly tucked in.

Footwear Shoes, sandals, sneakers Hiking boots, floaters, flip-flops, rubber chappals
Personal Ear piercings allowed Visible/Offensive tattoos, unkempt hair, neon
grooming colored hair, visible body piercing other than
what is mentioned as acceptable, facial covers

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Tips to dress smart:

4.2 Do’s
• Keep it simple and neat.
• Be stylish but subdued.
• Pay attention to the fit of your clothing: Trouser legs should break just above the shoe. When you wear a jacket, your
sleeves should reach the base of your hand and show slightly. Shirt collars should button comfortably without pinching
or leaving gaps.
• Do not let belt ends hang loose.
• If you have client visits scheduled, project managers may wish to consider a more formal business attire.
• While attending important business / client meetings inside or outside office, always be in formals
• Business casual clothing should make you and the colleagues around you, more comfortable.

4.3 Don’ts

• Dress carelessly – unclean, wrinkled clothes, clothes with holes or frayed areas are to be avoided.
• Indulge in body jewellery or piercings.
• Wear flip-flops. They can look shabby in office.
• Wear clothing that is too revealing or ill-fitting.
• Wearing of head cap inside the premises (except in case of medical / climatic reasons)

4.4 Non-Adherence of policy

It is important that associates display a professional image to customers, potential employees, and a community of visitors. As a
customer centric organization, associates are required to comply with the organization’s dress code and maintain highest level
of personal effectiveness.

Management has the right to review the policy on a continuous basis and reserve the right to amend the policy at its sole
discretion. With freedom comes responsibility, and we request all associates to be in compliance with the dress code and help
the organization implement this associate-friendly policy.

It is the onus of the Manager and Citizen Forum members to monitor and reiterate the policy to the associates.

At Birlasoft office premises: There will be a drop box / collection box kept at the entrance of premises / facility; an associate
who doesn’t adhere to the dress code are requested to mandatorily contribute Rs.50 per day, towards Corporate Social
Responsibility initiative owned by Citizen Forum.

We sincerely hope that we have full support from you in the adherence of this policy.

5. Exception Handling:
The following scenarios will be exempted from the Birlasoft dress code policy. Do reach out to your respective HR SPOC / Leads,
in case of doubt.
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Expectant Mothers:
 Expectant mothers are allowed to wear long loose dresses to work. The exception handling process outlined below
should be followed.

Medical Reasons:
 Exemptions from the dress code policy will be made for medical reasons on a case-to-case basis at the discretion of
the Manager & HR SPOC / Lead. The exception handling process outlined below should be followed.

Ethnic Day/Special occasions celebrated at workplace:

 Exemptions from the dress code policy will be made for special occasions (Ethnic day, celebration of festivals, office
parties and so on) on a case-to-case basis at the discretion of the Manager and HR SPOC / Lead. The exception handling
process outlined below should be followed.

Exception handling process:

 Associates seeking an exemption from the dress code policy under the above stated scenarios considered as
‘exceptions’ will be required to follow the below approval matrix:
 Intimation to supervisor -> Approval from supervisor and HR SPOC / Lead.

6. Guidelines for specific events/activities:

1. Client visits
2. Associates representing Birlasoft in external forums (University/College campuses, client locations, external
trainings, seminars etc.)

In the above mentioned scenarios, it is always better to check with the Manager to see if the existing dress code is
appropriate enough. When in doubt, formal attire is always more respectful.

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FREQUENTLY ASKED QUESTIONS (FAQs)

Attire is one of the many expressions of one’s individuality, and an important factor in establishing Birlasoft’ s image in the
marketplace. Birlasoft expects each employee to use sound judgment with regard to one’s personal appearance.

The FAQs below aim to provide answers to queries you may have around the new dress code policy. We have attempted to
be as exhaustive as possible; however, if your questions are yet unanswered, we encourage you to:
 Get in touch with HR SPOC’s

1. Why is there a change to the Birlasoft dress code policy?

Birlasoft boasts of a large millennial force that we nurture. Our policies are therefore intimately connected with that of the
talent we work with, and we are appreciative of this new progressive mind set. This new dress code has been implemented
due to certain requests and feedback from the millennial associate community.

With the ‘Dress Smart’ campaign, we aim to create an environment of confidence and comfort. We hope to engage you in
a better and more meaningful work environment by relaxing the dress code.

2. Why is our policy different from other services company?

Birlasoft is constantly striving to adapt itself to the needs of its associates. Being a millennial-friendly organization, we
listen to our associates and try to change with the times, and give them the comfort to feel motivated and work better.

3. What is the effective date for this policy?

The policy is effective from 1st June 2015.

4. Who is covered under this policy?

The new Birlasoft dress code policy is applicable to all active Birlasoft India associates across all levels (including trainees
and any contract staff, except those contracted by the Admin team) who are working out of Birlasoft India premises. This
policy also extends to Birlasoft associates from other geographies currently deputed or transferred to India locations. This
policy is not applicable for visitors and customers.

5. I work out of a client location. Will the Birlasoft dress code policy be applicable to me too?
The Birlasoft dress code policy is applicable to all associates working out of a Birlasoft premise and/or customer locations
in India, unless the client policy mandates a different dress code.

6. I work from a client location and am visiting the Birlasoft office for bill submission. Should I be in adherence to
the Birlasoft dress code?
Yes. Please refer to the dress code applicable for associates working out of customer locations.

7. I have dropped in to office to complete my visa/immigration related work with the HRSS / Travel team. Should I be in
Birlasoft dress code?
Yes. You will be required to adhere to the Birlasoft India dress code policy.

8. I am attending a training program at office today and travelling from a different Birlasoft location. Should I adhere
to our official dress code?
Yes. You will be required to adhere to the Birlasoft India dress code policy.

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9. I have just relocated from onsite to offshore two days back and am unaware of the dress code followed here. What
should I do?
As an employee of Birlasoft India, you will be governed by all Birlasoft India policies, terms and conditions. Every possible
attempt will be made to orient you on the applicable policies in India ahead of your relocation.

10. I am currently working out of the client location. I am required to work out of the Birlasoft office to attend training.
Should I still adhere to Birlasoft dress code?
Yes. You will be required to adhere to the Birlasoft India dress code policy.

11. Can I still wear formals between Monday and Friday?

Yes, you have the freedom to wear formals through the week if you so desire.

12. Can I wear capris/ Bermuda shorts to work?

No. Please refer to the table which details what is permissible and not.

13. Is sleeveless clothing for women permissible?

Yes, sleeveless clothing is permissible for women. Please refer to the table which details what is permissible and not.

14. Are round neck T-shirts permissible for men?

No. Please refer to the table which details what is permissible and not.

15. Are round neck T-shirts permissible for women associates?

No. Round neck tops are Ok, but not t-shirts. Please refer to the table which details what is permissible and not.

16. Can I wear corduroy trousers to office? Are these permissible in our dress code?
Yes, corduroy trousers are allowed. Please refer to the table which details what is permissible and not.

17. Aren’t dhotis, kurtas and capris (three-fourth pants) part of our dress code?
No. Please refer to the table which details what is permissible and not.

18. I am an expectant mother. Can I wear loose fitting clothes?

Yes. Loose fitting clothing is permissible for expectant mothers. Please refer to the ‘Exception Handling’ section of this
document for further details.

19. Are floaters now allowed at work?

No. Please refer to the table which details what is permissible and not.

20. Are sandals part of Birlasoft dress code for men?

No. Please refer to the table which details on what is permissible and not.

21. I have a tattoo that runs through the length of my arm and I do not want to remove it. What should I do?
Visible tattoos are discouraged and where present, it should not be offensive to others. In case
they are offensive, they should be appropriately covered.

22. I am on leave today and I’m at office only to get a few documents attested. Should I come in to office in the Birlasoft

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 dress code?
Yes. You will be required to adhere to the Birlasoft India dress code policy.

23. Today is my birthday. Can I be exempt from the Birlasoft dress code policy?
No. You will be required to adhere to the Birlasoft India dress code policy. Happy birthday to you!

24. I attended/ need to attend a special occasion today and hence have come dressed accordingly to work. Is it permissible?
While in the Birlasoft premises, you will be required to adhere to the Birlasoft India dress code policy. Please refer to the
table which details what is permissible and not.

25. I have come to work directly from my native place/ travelling to my native place after office and hence could not adhere
to Birlasoft dress code policy. Can I be exempt?
No. You will be required to adhere to the Birlasoft India dress code policy. Please refer to the table which details what is
permissible and not.

26. Today is my last day at work and I have come to submit my ID and access card and complete my final clearances. Can
I be exempt of the dress code?
No. While in Birlasoft premises, you will be required to adhere to the Birlasoft India dress code policy. Please refer to the
table which details what is permissible and not.

27. An untrimmed beard is a part of my religious tradition. I cannot shave/trim my beard. What do I do?
Birlasoft’s dress code policy emphasizes on looking neat, professional, and presentable to customers, clients, and co-
workers at all times while on the job. While we respect the religious sentiments of our associates, untrimmed beards
are permitted as long as the associate looks neat and tidy.

Hair should be neat and tidy at all times; long hair should be tied back. Beards should be short and neatly trimmed, unless
this reflects the individual’s religion where, then, it should be tidy. Please refer to the table which details what is permissible
and not.

We are committed to creating an environment of confidence and comfort. The policy ensures that it is fair and non-
discriminating.

28. I am committed to a religious pilgrimage that requires me to observe certain rules and regulations with respect to my
clothing for a few weeks. I am prohibited from shaving or wearing footwear during these weeks. What do I do?
Birlasoft’s dress code policy emphasizes on looking neat, professional, and presentable to customers, clients, and co-
workers at all times while on the job. While we respect the religious sentiments of our associates, you are required to
wear footwear at all times. Please refer to the table which details what is permissible and not. The policy guarantees to
be fair and non-discriminating.

29. As a part of my religious tradition, I am required to have facial cover. Is this permissible?
Associates who wear facial covers for religious reasons are expected to remove them during office hours to ensure that
the associate is identifiable. We are committed to creating an environment of confidence and comfort. The policy
guarantees to be fair and non-discriminating.

30. My footwear got ruined in the rains yesterday – hence could not wear shoes. Could you exempt me from the policy for
a day?
No. You will be required to adhere to the Birlasoft India dress code policy.

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31. I have hurt my foot and hence have been advised by the doctor to wear open slippers for the next 10 days. What do I do?
You can follow the doctor’s instruction. Prior approval from your manager or the respective PCG/BU manager is
mandatory. Please refer to ‘Exception Handling’ in the ‘Guidelines’ section for further details.

32. We have an upcoming client visit in the next week. Can we still come dressed in business casuals or are we required to
wear only formal clothing during client visits?
Unless otherwise stated by your manager, you may follow the regular Birlasoft India dress code policy.

33. My project team is celebrating ethnic wear today. Is this part of Birlasoft dress code?
Prior approval is mandatory. Please refer to the ‘Guidelines’ section for specific events/activities section and for further
details.

34. What happens if I do not follow the dress code policy?

It is Professional to maintain decorum; managers will be responsible to ensure their respective team adhere to the dress
code policy.

Also, there will be a drop box kept at the entrance of premises / facility; an associate who doesn’t adhere to the dress
code are requested to mandatorily contribute Rs. 50 towards Corporate Social Responsibility initiative owned by
Citizens Forum.

The new dress code is introduced so that we create an environment of confidence and comfort. It is important that associates
display a professional image to customers, potential employees, and community visitors. As a customer-centric organization,
associates are required to adhere to the new dress code and maintain highest levels of personal effectiveness.

We sincerely hope that this policy will help you look smart, think smart and therefore, work smart.

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