How do you write an email to update your team?

2 Use a clear subject line

Your subject line is the first thing your team will see when they receive your email, so make it count. Use a clear and specific subject line that summarizes the main point of your email and indicates its urgency or importance. For example, instead of writing "Project update", you could write "Project update: deadline extended by one week". This way, your team will know what to expect from your email and how to prioritize it.

3 Start with a greeting and an overview

Even if you are writing to your team, you should still start your email with a polite and friendly greeting, such as "Hi team" or "Hello everyone". This will set a positive tone and show your respect and appreciation for your team. Then, you should provide a brief overview of what your email is about and why you are writing it. For example, you could say "I am writing to update you on the status of our project and the next steps we need to take".

4 Organize your main points

After your introduction, you should organize your main points in a logical and easy-to-follow way. You can use headings, bullet points, numbers, or paragraphs to separate your points and make them more readable. You should also use clear and concise language, avoid jargon and acronyms, and provide relevant details and examples. For example, if you are updating your team on a problem, you should explain what the problem is, how it affects the project, what you have done to solve it, and what you need from them.

5 End with a call to action and a closing

The last part of your email should include a call to action and a closing. A call to action is a clear and specific request or instruction that you want your team to follow after reading your email. For example, you could ask them to reply with their feedback, confirm their availability, or complete a task by a certain date. A closing is a polite and professional way to end your email and express your gratitude or appreciation for your team. For example, you could say "Thank you for your hard work and cooperation" or "I look forward to hearing from you soon". You should also sign off with your name and title.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?