Communicating in the workplace has changed over the last few years, and especially since the rise in offices tackling work-from-home and hybrid. What used to be a simple conversation now requires teams to calibrate their efforts across multiple mediums including email, internal messaging systems, intranets, and so much more.
But chief among these mediums– and one that has stood the test of time–is email. Becoming good at knowing how to write an email to your employees is an essential skill in the modern workplace.
So exactly how do you write a professional email to employees that truly stands out?
In this article, we aim to address exactly that. By the end of this blog you should know:
- Why writing emails for employees is important
- How to write an email to staff members that stand out
- How to write emails for employees who work remotely
- Easy-to-use ‘how to write email to team members examples’
- The most common types of emails employers send to employees and examples of how to use them
Ready to dive in?
Is learning how to write an email to your employees important?
Picture this: Your company just made a major change to a policy that has the potential to impact every member of the team. You throw a message together about the changes and hit send.
If you get no response from the team, you have absolutely no idea whether or not they’ve actually received the message. And if no action is taken, you might end up with a very upset group of people once those policy changes come into play.
This is not a unique scenario. It happens all the time. In fact, a survey from SlickTest found that nearly 60.8% of respondents ignore work emails. When you don’t pay attention to how to write effective emails to your employees, you’re not giving your employees a reason to take your messages seriously.
Sure, you can say that you’ve done your due diligence and sent an email, but when it comes to maintaining a healthy company culture, you want to take every opportunity to make sure the message gets through.
When employees are more informed, they feel more engaged with the workplace.
The way you write your emails plays a big role in the reception of those messages.
So how do you write a professional email to employees that really grabs their attention? We break it down below while including ‘how to write email to team members examples’ that you can easily copy-paste and instantly use.
Step-by-step: How to write an email to your employees
Sure you could start from scratch. But, we thought we’d save you some valuable time with these tried and true steps to crank out the perfect employee email.
How to write an email to your employees, with examples:
1. Create a subject line that will entice the reader
Depending on the job function, your employees could be receiving many types of emails–HR, benefits, training notifications, etc. You want to make sure that the person reading your email notices it among all the other emails in their inbox and opens it.
Here’s how to write an email to staff members that stands out:
First, use a subject line that is clear and attention-grabbing. For example, you could start by stating the purpose of the email up front, such as “Announcing our new company-wide training program” or “Introducing our new benefits package.” This will help ensure that your employees don’t gloss over your email in their crowded inboxes.
There are a few other tried and true tips for crafting the best email subject lines that will grab your employees’ attention. For example, you could try including a number in your subject line (e.g., “10 new training modules coming your way!”), or using language that evokes an emotional response (“Get ready to boost your career with our new training program!”).
Once you’ve crafted a subject line that will grab your employees’ attention, you’re ready to start writing the body of your email.
2. Lead with the most important information
Your employees are busy people – they likely have dozens of emails in their inboxes, and they’re constantly being bombarded with new information. That means that you need to make sure your employee email contains the most important details right at the top so that it stands out from all of the other messages competing for your employees’ attention.
Here’s another tip on how to write an email to employees that stands out:
Start by highlighting the most important details of your program or benefits package, such as new deadlines and required forms. You may also want to include any key messages you want your employees to take away from reading your email, such as how this change will help them in their careers or improve their quality of life.
Once you’ve laid out the most important points, feel free to go into more detail in subsequent sections of your email. Just remember that clarity and concision are key – your employees will be reading many other emails from various departments and teams, so you want to make sure that yours doesn’t get lost or overlooked among all the others.
3. Maintain transparency, positivity, and consistency in your communication with others
As the manager or leader of your team, it’s important that you maintain a consistent and positive tone in all of your communication with your employees. This will help build trust and confidence in you as their manager, and it will also help ensure that your team is motivated to carry out all of the changes related to the new program or benefits package.
Some key tips for maintaining transparency, positivity, and consistency in your employee emails include:
- Being clear about the purpose of the email and any related changes or updates. This means explaining why these changes are being made, as well as what impact they will have on your employees’ daily lives.
- Providing regular updates and reminders about any upcoming deadlines or changes. This will help keep your employees informed and engaged, and it can also make the transition process easier for everyone involved.
- Listening to feedback from your employees, and incorporating their suggestions into future communication plans. This will show them you value their input, and that they’re an essential part of the program or benefits package rollout.
4. Make your emails reflect your brand and organizational culture
One of the most effective ways to motivate your employees is through consistent and positive communication. This means that you should try to infuse your emails with employer branding, as well as its mission, values, and priorities.
Here’s how to write an email to staff members that stands out by leveraging company culture:
Start by incorporating specific keywords into your email subject lines or content that reflect the culture and tone of your company.
For instance, if you work for a tech startup that prioritizes innovation and growth, your emails may focus on these concepts or use language that reflects this culture. You may also want to include images in your emails that reinforce the values of your startup, such as quotes from employees praising the new program or benefits package.
5. Check that they’re well-written and free of errors
Last, remember to check all of your employee emails for errors before you send them. This will help ensure that they’re free of typos or other mistakes, and it will also show your employees that you value clarity in your communication with them.
Here’s how to write an email to employees that stands out through clarity and concision:
Start by running a quick proofreading pass over the email after you have written it using a tool like Grammarly. You may also want to have a colleague or team member review your email before you send it out, as they can help catch any additional errors that you might have missed. Finally, be sure to follow any official style guidelines for your organization when writing your employee emails, so that they’re consistent with the rest of your communications.
13 examples of emails for employees
Having a clear and effective communication strategy with your employees is essential for any manager or leader. These templates and email examples can help you get started crafting your own employee emails today.
How to write an email to your employees examples:
Emails about policy changes
As companies grow and change, policies need to do the same. If your company has recently undergone some major changes, such as a new benefits package or organizational restructuring, it’s important to communicate these changes to your employees in an effective and timely manner. One way to do this is by sending out emails about the policy changes that have been implemented.
In your email about policy changes, you should clearly state what changes have been made, why they were necessary, and how they will affect your employees’ daily lives.
It may also be helpful to include some additional information about related changes that are yet to come, such as upcoming deadlines or target launch dates.
Additionally, it’s important to provide regular updates about the policy changes as they unfold, so that your employees always feel informed and engaged.
Here’s a great example to start with:
Emails about employee benefits
During your time as a manager or leader, you will likely need to communicate details about employee benefits to your team on multiple occasions. One way to do this is by sending out emails about the benefits that are available, such as healthcare coverage or paid vacation time.
It’s important to start off by clearly outlining what benefits are currently available to your employees and how they can access them. You should also be sure to include any relevant deadlines or eligibility requirements, as well as any additional information that your employees may need to know in order to make the most of the available benefits. It’s also helpful to send an employee benefits survey to get feedback from the people who will actually be using the benefits.
To help you get started, here is a template for an email about employee benefits:
Emails to thank a specific employee
There are times when you may want to specifically thank an employee for their hard work and dedication to your organization. In these situations, it can be helpful to send a short email thanking them for their contributions and expressing your gratitude.
Here’s how to write an email to team members thanking them for their achievements:
You should start with a brief introduction that highlights the employee’s achievements or progress towards meeting company goals. From there, you should provide specific examples of their work that demonstrate the value they bring to your organization. You should also be sure to include any words of encouragement or praise that you may have for the employee, as well as a note about how much their continued efforts are appreciated.
To help you get started, here is a template:
Emails to thank an entire team
When team goals are met, it’s important to thank the entire team for their hard work and dedication. One effective way to do this is by sending out a group email thanking everyone on your team for their contributions.
Here’s how to write an email to team members in order to show company-wide appreciation:
You can start by highlighting some of the specific accomplishments or milestones that your team has achieved. You should then include any words of praise or appreciation you may have, and express your gratitude to everyone on your team for their hard work and commitment.
Email to introduce training requirements
If you’re launching a new training program within your organization, one effective way to introduce it to your employees is by sending out an email detailing the specifics of the program and outlining how it can benefit them.
Here’s how to write an email to team members about new training requirements:
Let’s say you’re introducing a phishing awareness training program. It’s important to start off by describing the main goals of the program and any key benefits that your employees will gain from participating. You should also provide a brief overview of how the program will be implemented, and any important deadlines or requirements that your team needs to meet.
Finally, you should close by thanking everyone for their interest in the new training program, and encouraging them to reach out with any questions or concerns.
Email to give feedback to an individual
If you’d like to provide feedback to an individual employee on their performance, one effective way to do this is by sending them an email detailing your thoughts and suggestions. In general, employee feedback is an important part of creating a healthy workplace culture.
When giving feedback to an individual employee, describe their specific strengths and areas for improvement. You should then provide concrete examples of how the employee can work on these issues moving forward, and offer any additional guidance or resources that may be helpful.
Close by reiterating your support and appreciation, and encourage the employee to reach out if they have any questions or concerns.
Emails to give feedback to an entire team
If you would like to provide feedback to an entire team on their performance, one effective way to do this is by sending them an email outlining your thoughts and suggestions.
When drafting an email to give feedback to an entire team, highlight the team’s strengths and areas for improvement. You should then provide concrete examples of how the team can work on these issues moving forward, and offer any additional guidance or resources that may be helpful. You can use employee feedback examples for some inspiration.
Close by reiterating your support for the team’s efforts, and encouraging everyone to stay focused and motivated as they continue to work towards their goals.
Emails to ask for feedback from your team
We all know that we can always improve and grow in our work, and one of the best ways to do this is by getting feedback from our colleagues and managers.
It’s important to start off by outlining why you want this feedback and what specific areas you hope to focus on. You should then describe the type of information or input that would be most helpful, and ask if anyone has any questions or concerns that they would like to discuss further.
You should thank your team for their time and effort, and encourage them to reach out if they have any additional feedback or suggestions.
Emails about company and personnel changes
It’s important to keep your team in the loop about any changes happening at your company or within your team, such as new personnel or organizational changes. One effective way to do this is by sending change management communications outlining the details of these changes and the reasons behind them.
With these emails, it’s important to start off by describing what these changes are and why they’re happening. You should then provide details about any impacts these changes may have on your team, and explain how everyone can stay updated on future developments.
At the end, you should thank your team for their patience and understanding, and reassure them that you’re committed to working with them through this transition period.
Emails about health and safety
As a responsible employer, it’s important to keep your team informed about any health and safety issues that may impact their work. This could include anything from new safety regulations or equipment updates to general wellness tips and information about employee benefits. It’s best to send out an employee safety survey to get a better understanding of what needs to be addressed.
Start off by clearly outlining what the issue is, how it may impact your team, and what you’re doing to address it. You should then provide any relevant background or context so that everyone has a complete understanding of the situation.
Don’t forget to thank your team for their involvement and cooperation, and encourage them to reach out if they have any questions or concerns. If possible, you may also want to provide some additional resources or information about what they can do on their own to promote personal health and safety at work.
Emails about holiday observance
As the holiday season approaches, it’s important to let your team know about any upcoming closures or special observances that may impact their work. This could include anything from early dismissal on specific days to extended vacation policies around major holidays like Christmas and New Year’s.
You can start off by clearly outlining the changes that will be taking place. You should then provide any relevant background or context, and explain how this may impact your team’s day-to-day operations.
Once again, you should thank your team for their flexibility and understanding as you navigate this busy time of year. If possible, you may also want to provide some additional resources or information about what your team can do to prepare for the upcoming holidays.
Emails about diversity and inclusion
Have you ever wondered how to promote diversity and inclusion in the workplace? It’s an important thing to get right with your team, and you can get off to the right start with a few well executed emails.
When writing about diversity and inclusion at work, start by clearly stating your commitment to fostering an inclusive environment. You should then provide any relevant background or context about the issue, as well as any steps that you plan to take moving forward.
As always, thank your team for their input and support, and encourage them to reach out if they have any questions or concerns. If possible, you may also want to provide some additional resources or information about diversity and inclusion in the workplace.
Emails about company wellness programs
If your company has recently implemented new wellness programs or initiatives, it’s important to let your team know about the changes that are taking place. This could include things like offering free health screenings, implementing employee incentives for healthy habits, or providing opportunities for stress relief. As with many other examples on this list, it’s always best to ask your employees what they would lie through an employee wellness survey. Doing this will give you the best chance of creating something that will actually be used.
You can start by clearly stating what these changes entail and why they’re important to the team. You should then provide some context or background about the importance of workplace wellness, as well as any steps that your team can take to get involved.
Thank your team for their ongoing support and encourage them to reach out if they have any questions or concerns about these programs. If possible, you may also want to provide some additional resources or information about workplace wellness in general.
Write better emails for employees with ContactMonkey
We hope this post provided you with a helpful crash course on how to write an email to employees that really stands out. If you’re interested in exploring more professionally crafted email samples for various employee messaging scenarios, we have additional resources available.
How to write email to team members examples:
- Sample HR Emails to Employees
- Sample Product Launch Email to Employees
- Dress Code Reminder Emails to Employees
- Company Anniversary Emails to Employees
- Congratulations on Promotion Emails to Staff
- Sample Emails Asking Employees to Take a Survey
- How to Write Appreciation Emails to Your Team (15 examples)
Write better emails for employees with ContactMonkey
There’s a need for better internal communications. Did you know that nearly three-quarters of employees have the feeling they’re missing out on company news because the company’s internal communications are done poorly? That includes poorly structured and written emails. Whether it’s a new employee announcement email, or a termination announcement, there is a need for change.
Whether you’re writing an email to your team about new company initiatives or making sure that everyone is up-to-date on the latest project updates, ContactMonkey can help you to write more effective emails. Our easy-to-use email templates make it simple to create professional and well-written messages in just a few clicks.
With ContactMonkey’s features like email tracking, open and response rates, you can easily get the information that you need to make your emails more effective.
So why wait? Sign up for a free trial today and start writing better emails for your employees!