A lot of internal emails we come across lack the fundamentals of clarity, consistency and a mobile-friendly approach -- and that’s a problem. But we get it -- you’re busy and Outlook was never designed to send internal emails for the breadth of information you need to communicate. Unfortunately after you read this, those excuses aren’t going to cut it anymore. 😉
Using standardized email templates will not only help your message be understood but also make sending internal emails easier.
We’ll be going over the five core email templates every internal communicator like should have in your comms tool box to help you communicate in a clear, impactful and efficient way.
Our criteria for these five templates:
- Must compete for attention with all other messages employees receive.
- Communicate the intent, relevance, and urgency of each message.
- Maintain a cohesive design (feel like they originated from the same sender).
- Work across a range of mobile devices employees are using.
By replacing brand colors and logo in these templates with your own branding, you'll see how easily these can work for your organization.
The Employee Newsletter Template
Internal email newsletters cover the broadest content and are the most flexible type of emails. This makes newsletters especially powerful and there is all the more reason to nail down the format, so every time you send a new communication out to employees, they can easily consume the information in the message.
Purpose: Newsletters are the roundup of news and inner happenings at your organization. Generally, this information is not immediate news that employees must act on right away. This email template is meant to inform, entertain, and recap.
Types of emails this template is good for: Company-wide news, news from specific departments, employee stories, event recaps, awards and contests, interviews, articles, etc.
For more great newsletter content ideas, visit our post on the most engaging content blocks for your internal newsletter.
Why we’re excited about it: Depending on how employees access your stories, you can include as much or as little of the actual written content in this design as you want. The feature image and story grab attention and the organized blocks keep eyes moving down the page.
Key elements: Feature image, main story, image and call to action for each article.
To see our latest employee newsletter templates, click here.
The Internal Email Alert Template
Alerts are one-off messages sent to communicate a single piece of pertinent information quickly. Because these messages are of high importance they need to be as clear and easy to digest. This heavily relies on a clean template, with little to distract the reader from the central message of the email. You can use this template to create specific branded messages for departmental updates from IT and HR.
Purpose: This email communicates important information in the clearest way possible.
Types of emails this template is good for: Safety alerts, codes, IT issues, one-off messages with an immediate action required.
Why we’re excited about it: This format is clean, straight to the point, and communicates an important message quickly. With the help of bold color, whitespace, a headline, and consistent iconography, it’s the kind of email that demands a sense of urgency.
Key elements: Consistent icons, bold color, concise headline.
The Organizational Change Update Template
Organizational announcements communicate information that is important enough to be separated from your newsletter but is not critical enough for an alert. This template borrows ideas from other alert emails: focusing on a single message, with a title and header that provides clarity.
Purpose: This email template is well suited for complex and important topics that your organization communicates, and messages that need to come from the organization rather than an individual.
Types of emails this template is good for: Organizational changes (i.e. mergers, acquisitions), policy updates, and crisis communications.
Why we’re excited about it: This template provides a vessel for more complex, non-immediate messages (whether positive or negative) that need to be communicated in a way that doesn’t compete with any other headlines or information.
Key elements: Informative title, concise summary, and call-to-action.
The Leadership Announcement Email Template
The leadership announcement template is similar in many respects to the organizational update template. This template however, is tailored for updates coming from a specific individual in your organization.
Purpose: This format borrows elements from the organizational update, differentiating itself by attaching a face and name to the content and omitting the call-to-action.
Types of emails this template is good for: Leadership updates, big wins, mission and vision statements, and key messages from specific individuals.
Why we’re excited about it: This template leverages the advantages of getting personal and humanizing your leaders by adding elements that make it feel like a one-to-one letter.
Key elements: Photo of the individual the update is from (executive, leader, ceo, manager, stakeholder), blockquote from the message, name of individual, and signature.
The Company Event Email Template
Event invitations need to be both exciting and informative -- our template accomplishes both.
Purpose: To generate excitement and communicate details of an upcoming event happening at your organization.
Types of emails this template is good for: Event invitations, save the date notices, and reminders to RSVP.
Why we’re excited about it: It uses elements from external emails and works to get the message across in an aesthetically pleasing way that also stands out from other corporate messages.
Key elements: Calendar icon with month and date, brief description of event, specific details, RSVP/add to calendar button, stand-out feature image.
How to get these templates
By joining our half-hour webinar on designing really good email templates you'll get access to the free downloadable HTML versions of these templates for you to use in Outlook.
We'll also show you some creative design techniques that work for internal email, tactics for creating effective internal emails, how to use a mobile-first approach to ensure employees can access your comms, and show you how to create consistency across the various emails you need to send.
Join the webinar by clicking the big yellow register button below!