Think of “internal communications” as the heartbeat of your organization. Whether it’s a simple team update, an internal newsletter, or a casual email exchange, it’s what keeps the team in sync, establishes trust, and builds a sense of shared identity. But even when a communication is intended for internal use, it’s smart to ensure you use your organizational branding. Using branding in internal communications is an opportunity to model how to use it for your team. Ignoring it creates inconsistency and sends mixed signals about what your brand truly stands for.
When branding guidelines are followed internally, it reinforces the message that "we are all on the same page" and working towards a unified vision.
You don’t need a graphic designer on every team to ensure internal communications are on-brand. By focusing on a few simple but impactful elements, you can ensure brand consistency across the organization.
- Use the Correct Fonts in Emails and Documents One of the easiest ways to integrate branding guidelines is to ensure everyone uses the approved font in their emails and documents. Create an easy-to-access file that includes the official fonts and clear instructions on how to install and use them. Whether it’s Microsoft Word, Google Docs, or Outlook, ensuring consistency in typography maintains the professional, polished image your brand deserves and reminds others to use the brand elements too.
- Stick to the Color Palette Email signatures, slide presentations, or even team reports should stick to the brand’s color scheme. Provide simple templates with the correct brand colors already in place. If your team uses digital tools like Canva or PowerPoint, create branded templates that everyone can use for presentations, ensuring the brand colors, fonts, and logos are present and consistent.
- Use the Company Logo Appropriately Internal documents, memos, or even digital meeting invites can benefit from the appropriate use of your company logo. Make sure that all teams have access to the right logo files (in all necessary formats: PNG, vector, etc.) and educate them on how to use the logo in various contexts. For instance, is there a version of the logo to use on dark backgrounds? Or when printing documents?
- Tone and Voice Guidelines for Emails and Memos Your brand isn’t just visual. The way your team communicates—the tone, word choice, and overall voice—should also reflect your brand. Whether your brand is formal, friendly, or highly creative, create a guide for tone in internal communications, too. Encourage teams to adopt a unified voice in their emails, memos, and messages, aligning it with the brand’s public voice.
- Email Signatures as Brand Ambassadors Every email that goes out should be treated as an opportunity to communicate your brand—even internally. Standardized email signatures with the appropriate font, color scheme, and logo provide consistency across departments. An on-brand email signature also boosts professionalism and ensures that even small details contribute to the overall image of the company.
- Templates for Internal Presentations and Reports You can empower non-designers by creating pre-made templates for internal reports, presentations, and updates. These templates should follow brand guidelines to the letter, using the correct fonts, colors, and logos, but also be flexible enough for everyday use. This makes it easier for everyone to stay on brand without needing graphic design expertise, and discourages using non-branded materials because doing so is “easier.”
Even with the right tools in place, it’s essential to actively promote the use of branding guidelines in internal communications. Here are some strategies:
- Training and Onboarding: Ensure brand guideline training is part of the onboarding process for new hires. Provide resources, such as a brand guideline handbook, and explain the importance of these elements for every role, regardless of department.
- Easy Access to Resources: Store all brand-related materials—logos, color codes, fonts, templates—in a shared folder or brand asset library where everyone on the team—including consultants or temporary staff— can access them.
- Create Internal “Brand Ambassadors:” Identify "brand ambassadors" across departments who can help ensure that their teams are sticking to the guidelines. These ambassadors can act as points of contact when questions arise about the correct use of branding materials.
- Feedback and Updates: Branding is an evolving process. Gather feedback from your team regularly to understand their pain points, and update the guidelines and resources accordingly.
When the entire team internalizes and adheres to the brand guidelines, both internally and externally, you create a sense of cohesion and pride. It builds an environment where employees feel more connected to the organization’s mission and are more likely to act as brand advocates—even when they aren’t directly customer-facing.
More than that, maintaining consistent branding across all forms of communication—both inside and outside the company—establishes trust and reliability, making the company appear well-organized and professional at every level.
By focusing not just on how your brand looks to the world but also on how it is reflected internally, you create a stronger, more unified organization that lives and breathes its values every day.
Branding doesn’t stop at the door of your marketing department. It should be part of your organization’s culture, reflected in every piece of communication—both external and internal. By ensuring that branding guidelines are integrated into internal communications, you’re reinforcing your brand’s core values and creating a seamless, professional image across every touchpoint.
Encourage adoption through education, provide easy-to-use tools and resources, and watch as your internal branding flourishes, creating a stronger, more cohesive organization from the inside out.
