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How can you write employee emails that keep your team engaged and motivated?

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Employee emails are a powerful tool to communicate with your team, especially in times of change, uncertainty, or crisis. However, writing effective employee emails can be challenging, as you need to balance clarity, empathy, and action. How can you write employee emails that keep your team engaged and motivated? Here are some tips to help you craft emails that resonate with your audience and inspire them to perform at their best.

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Graham G.

Senior Communications Manager ?? Internal & External Communication Strategies ? Public & Media Relations ? Engagement &…

1 Know your purpose

Before you start writing, ask yourself what is the main goal of your email. Do you want to inform, persuade, request, or praise your team? Depending on your purpose, you will need to adjust your tone, structure, and language. For example, if you want to inform your team about a new policy, you will need to be clear and concise, and explain the benefits and implications of the change. If you want to persuade your team to adopt a new initiative, you will need to be enthusiastic and persuasive, and provide evidence and incentives for the action.

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Graham G.

Senior Communications Manager ?? Internal & External Communication Strategies ? Public & Media Relations ? Engagement & Feedback Initiatives ? Team Leadership ? DE&I Advocacy
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When I write an email to my team, I always think, "What's the point of this?" If it's a policy update, I keep it straight to the point - no waffle, just the facts and what it means for them. If I'm trying to get them excited about a new project, I put on my cheerleader hat - highlighting what's in it for them and why it's cool. Learned from experience, if your email doesn't have a clear goal, it's just going to be another one lost in the inbox black hole.

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2 Know your audience

The next step is to understand who you are writing to. What are their needs, expectations, and concerns? How do they prefer to receive information? How do they relate to you and the organization? Knowing your audience will help you tailor your message and tone to suit their preferences and emotions. For example, if you are writing to a diverse team with different levels of experience and expertise, you will need to use simple and inclusive language, and avoid jargon and acronyms. If you are writing to a team that is facing challenges or stress, you will need to use empathetic and supportive language, and acknowledge their feelings and efforts.

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3 Write a catchy subject line

The subject line is the first thing your team will see when they receive your email. It is also the deciding factor for whether they will open it or not. Therefore, you need to write a catchy subject line that captures their attention and interest, and summarizes the main point of your email. Avoid vague or generic subject lines that do not convey any value or urgency. Instead, use specific and compelling words that appeal to your team's curiosity, emotions, or needs. For example, instead of writing "Update on project X", you could write "How project X will boost your career prospects".

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Graham G.

Senior Communications Manager ?? Internal & External Communication Strategies ? Public & Media Relations ? Engagement & Feedback Initiatives ? Team Leadership ? DE&I Advocacy
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Creating a subject line is like fishing – you need the right bait to catch your reader’s attention. I’ve seen plenty of emails ignored because of bland subject lines. I always aim for something that sparks curiosity or hits a personal note. For instance, instead of a dull “Monthly Team Update”, I’d go for “3 Exciting Changes This Month You Can’t Miss!” It’s about making them feel there’s something in that email just for them. Remember, you’ve got one shot to make them click – make it count!

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4 Use a clear and logical structure

A well-structured email will help your team follow your message and understand your key points. A simple and effective structure consists of three parts: introduction, body, and conclusion. In the introduction, you should greet your team, state the purpose of your email, and provide some context or background information. In the body, you should develop your main points, using headings, bullet points, or numbers to organize your information. In the conclusion, you should summarize your main points, provide a call to action, and thank your team for their attention.

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5 Use a friendly and professional tone

The tone of your email will affect how your team perceives you and your message. You want to sound friendly and professional, without being too formal or casual. A friendly and professional tone will help you build rapport and trust with your team, and convey your respect and appreciation for their work. To achieve this tone, you should use positive and polite words, address your team by their names, use contractions and personal pronouns, and avoid sarcasm and humor that could be misunderstood or offensive.

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Anita Alirah

HR Professional | Talent Management | Strategic Communications | I apply effective communication strategies to enhance teamwork and performance.
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Employees thrive in environments where human relations are taken seriously, using a friendly tone avoids sparking any bad emotions that may affect the delivery of the intended message. Polite word generate positive emotions which will enhance workplace interactions

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Graham G.

Senior Communications Manager ?? Internal & External Communication Strategies ? Public & Media Relations ? Engagement & Feedback Initiatives ? Team Leadership ? DE&I Advocacy
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Crafting the tone of an email is crucial. I aim for a blend of professional yet approachable, using everyday language and personal pronouns. Acknowledging team efforts genuinely, like praising specific achievements, fosters a more connected team environment. Avoid jargon and generic praise for a more personal touch.

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6 Proofread and edit your email

The final step is to proofread and edit your email before you send it. This will help you avoid spelling, grammar, and punctuation errors that could undermine your credibility and professionalism. It will also help you check if your email is clear, concise, and consistent, and if it meets your purpose and audience's needs. You can use tools like Grammarly or Hemingway to help you with this process, or ask a colleague or a friend to review your email and give you feedback.

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Erin Browning, MSM

Marketing and communications leader with senior experience in engineering and technology. I create strategic, integrated programs for technical industries that drive impactful results and foster innovation.
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Before I email a large group in an organization I always have another set of eyes review my email. I typically pick someone I know is good with grammar. I also want them to verify I’m using the right tone. Lastly, if I’m sending an email that’s going to a younger group in the organization (recent grads/new hires, interns, etc., I want someone related to that target audience to review the email. Again, this helps verify I’m using the best communication methods to reach my audience.

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7 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?

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How can you write employee emails that keep your team engaged and motivated?

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3

4

5

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1 Know your purpose

2 Know your audience

3 Write a catchy subject line

4 Use a clear and logical structure

5 Use a friendly and professional tone

6 Proofread and edit your email

7 Here’s what else to consider

Corporate Communications

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How can you write employee emails that keep your team engaged and motivated?

1

2

3

4

5

6

7

1 Know your purpose

2 Know your audience

3 Write a catchy subject line

4 Use a clear and logical structure

5 Use a friendly and professional tone

6 Proofread and edit your email

7 Here’s what else to consider

Corporate Communications

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