Yuka Kato
Creating the perfect newsletter starts with understanding your audience, writing descriptive subject lines, personalizing your marketing emails, and more.
If you are a business owner aiming to foster a tight-knit team or create an engaging work environment, understanding the art of curating compelling newsletters is crucial.
This article will discuss 33 tips and ideas for creating a stellar internal company newsletter. These tips and ideas are sure to transform your communication game.
Ready to elevate your internal communication? Let’s dive in and craft newsletters that truly shine!
Tips for creating an internal company newsletter
Creating an effective internal company newsletter requires more than just assembling information—it demands a strategic approach to communication. To help you navigate this process, here are some invaluable tips:
Understand your audience
Effective communication begins with knowing who you’re speaking to. Your internal company newsletter is no exception.
Understand your employees’ preferences, interests, and communication habits to tailor your content for maximum engagement.
Start with a great design
Just as books are judged by their cover designs, your employees will assess your newsletter based on its design.
Leveraging intentional design can elevate your newsletter’s impact right from the first glance above the fold.
Set headlines apart through size, font choice, and color to facilitate easy scanning.
Incorporate images that capture attention and reinforce each story—utilize charts for conveying information and photographs for adding a human touch to your content.
Access to a robust newsletter template with shapes, color palettes, lines, and structures that define content blocks, establish the tone of your newsletter, ensure cohesive branding, and aid readers in visually digesting your information.
Write descriptive subject lines
A compelling subject line boosts open rates and sets the tone for what’s inside. Your employees will often read your emails, primarily driven by the desire to stay informed about office news and because of the sender’s familiarity.
However, if your goal is to ensure swift engagement, a compelling subject line that piques curiosity and conveys the essence of your newsletter’s content is the secret weapon that makes them open your email immediately.
Personalize the newsletter
Personalization fosters a sense of connection, making recipients more likely to engage with your Newsletter. However, it goes beyond just knowing your employee’s age, gender, and job description.
If you genuinely want to get into your employees’ minds and deliver newsletters that resonate with them, you must find ways to know about their hobbies, passions, personal lives, habits, food choices, and tools they use and incorporate content that aligns with these data.
Implementing these tips helps make your newsletter more engaging and relatable.
Also, when addressing your team, remember to address them by name and consider segmenting them for targeted content delivery.
Using the merge tags feature in Mailsuite, you can seamlessly personalize company newsletters, allowing recipients to see their names and feel valued.
Keep your employee newsletter short and simple
In the age of information overload, brevity is key. Nobody likes to read twenty-minute company updates. The shorter your internal newsletters for employees are, the more likely they will read it all the way through.
Some organizations believe that emails that take more than two minutes to read won’t be read all the way through.
Furthermore, according to statistics on mobile email usage, 85% of consumers access emails on their phones.
Hence, it is best to keep your newsletter concise, focusing on essential updates and highlights. This makes your newsletter easy to navigate so the team can jump right into the information they want.
Use a distinctive tone & style
Inject personality into your Newsletter’s tone and style. Match your writing to your company’s culture and values. Whether it’s formal or informal, authenticity and relatability resonate with your readers.
Link to valuable and relevant content
While coming up with ideas for your newsletter, choose your articles carefully. If employees click on your teaser content only to be disappointed by the complete piece, they are considerably less likely to read and reply to your next newsletter.
Provide value by including links to relevant content. Your emails should constantly have up-to-date information, whether it’s about business developments, industry news, or upcoming events.
Consider using it to unveil masked knowledge as well. For employees to fully comprehend the significance of their contributions, it is essential to highlight the collaboration between various departments.
Use visual elements in internal communications
Visuals enhance engagement. Incorporate images, infographics, and even memes to break up text and make your internal newsletter more visually appealing.
A well-balanced blend of content types keeps readers interested.
Embed interactive elements or videos in emails
Add interactivity to your newsletters to encourage engagement. Incorporate polls, surveys, or funny videos to create a dynamic experience that captures your employees’ attention.
Consistent branding
Your newsletter is an extension of your brand. Maintain consistency with company colors, logos, and fonts. A cohesive design reinforces your brand identity and builds trust among your readers.
Have a call-to-action
Guide your readers toward action. Include clear and relevant calls-to-action (CTAs) that prompt recipients to engage further, whether it’s sharing the newsletter, participating in a survey, or exploring new resources.
Add signature
Give your newsletter a personal touch by adding a signature. Whether it’s from the CEO or the internal communications team, a signature adds authenticity and reinforces the human connection.
Provide easy-to-share content
Your company’s internal newsletter can be a quick and easy way to distribute shareable material with your employees.
You may make it even easier for them to distribute your messages by preparing them to fit inside character counts for various social media networks.
Allowing employees to contribute to the development of your brand can help you achieve great success!
Choose the right frequency for the internal company newsletter
Strike a balance between staying informed and overwhelming your team. Decide on a frequency that suits your company’s communication style and the volume of updates.
Internal company newsletter ideas
Following the above tips for creating the best internal company newsletter, injecting creativity into your internal letters can make them both engaging and informative.
Here are some content ideas to consider:
New hire introductions
Introducing your new hire to the entire team using your internal newsletter makes new employees feel welcome.
Share a brief bio, their role, and a fun fact. This fosters a sense of belonging and helps existing team members connect with their new colleagues.
Take a cue by using the internal company newsletter template below to introduce a new hire.
Hello Team,
Please let’s welcome the newest member of our organization:
Max Wayne
Max has been a part of the [name] industry for the past [number] of years and has worked with key brands such as [brand names]. I am pleased to announce that he will be joining us in the capacity of [title] in the [department name] department.
Apart from work, Max enjoys [hobby]. He is also a volunteer at [name of the organization, if applicable] and strongly believes in [cause].
Football fans will be happy to know that Max used to be a quarterback and the captain of his high school team with three championships to his name.
Max says, “Hello, everyone. I’m Max, and I’m thrilled to be a new member of the XYZ family. I am originally from [Location]. I bring with me a passion for and a strong commitment to [company goal or value]. I look forward to contributing my expertise and getting to know all of you!”
Max will be an indispensable addition to the XYZ family. Do drop by and welcome him to the team.
Regards,
[Name]
Director, XYZ Operations
[Signature]
Share company achievements
Celebrate wins and milestones as a team. Whether it’s hitting a revenue target, launching a successful product, or receiving industry recognition, share the accomplishments that contribute to the company’s success in your Newsletters.
Here is an example you can implement.
Hello Team,
We recently conducted a survey among our clients to check whether they are happy with their team’s productivity after switching to hybrid work mode.
Here is the result we got:
- 70% stated that their team’s productivity increased after switching to the hybrid mode.
- Some of our clients were okay with their team working from home for as long as needed to ensure safety.
- 60% of our clients have no objection to the team remaining in hybrid mode even after the quarantine restrictions are removed.
The survey proved that 70% of our clients are delighted with how XYZ maintains the pristine quality of their team’s work and supports each member after switching to a hybrid work mode.
Event announcements
Boost participation in company events by promoting them through your newsletter.
From office parties and team-building activities to workshops and webinars, a newsletter is an excellent communication tool for informing your team about upcoming events.
The following is a company internal newsletter template announcing an upcoming event.
Hello [name],
Ready to chill and renew your creativity again? So are we, which is why we are hosting our annual company retreat at the beautiful [location] on [date] starting at [time].
We will have a lot of delicious food and cocktails to keep us going between rounds of [activities].
Do you want to join in on the fun? We’ll send you the full itinerary when you respond to this email with a simple “I’m in!”
We can’t wait to hang out with you!
Share policy updates
Ensure everyone is up-to-date on important company policies, from vacation policies to remote work guidelines. Keep your employees informed about changes that affect their work lives via newsletters.
Here is an example:
Hello everyone,
Given the uncertainties around coronavirus periods, here is an update on our policy from now on to ensure we are all on the same page and to keep our team healthy and safe.
While the current health risk is low in our area, it is vital to take precautions.
That said, here are measures we will implement for safety.
- 60% of our workforce will work from home. Their team head will inform those who fall within the number.
- 40% of our team will work in our physical location. To ensure safety, they will be picked up from home using the company vehicle, and each staff that we pick up must have their nose mask on and hand sanitizer on them before they can be allowed into the bus.
- All staff must maintain a safe distance of a minimum of six feet while in the vehicle and office.
We will be tracking the CDC report. Meanwhile, feel free to reach out to your department head or HR if you have questions.
We will get through this. Stay safe!
Name
Position
XYZ Corporation
Employee recognition
Show appreciation for your team’s hard work through your newsletter. Highlight outstanding achievements, promotions, and milestones.
For instance, The “Employee of the Month” can be highlighted in your company newsletter.
An added advantage of such a gesture is that it boosts your team morale and reinforces a culture of appreciation. It also allows people to join in the celebration.
There are a bunch of internal company newsletter examples you can customize and make yours. Start by using the sample below.
Hello team,
We’re super happy to announce [employee name]’s promotion to National Sales and Marketing Manager.
[employee name] joined the company [years with company] ago and has advanced progressively through key positions in the sales and marketing department. He played a key role in our newly acquired digital sales and marketing solution.
[employee name] brings a wealth of experience, and we’re thrilled to announce his new role in the company.
Please join us in congratulating [employee name] on his promotion.
Highlight industry news
Use your Newsletter to keep your team informed about your industry’s latest trends, innovations, competitors, and news. Sharing external insights enhances your employees’ understanding of the competitive landscape.
Here is a quick sample:
Hello Team,
In our quest to keep you updated with the latest happenings in our industry, we’re excited to share the latest trends shaping our sector:
[Trend 1]: [Brief Impact]
- [Link to Relevant Report/Resource 1]
[Trend 2]: [Brief Significance]
- [Link to Relevant Report/Resource 2]
[Trend 3]: [Brief Relevance]
- [Link to Relevant Report/Resource 3]
It would be helpful if you start acquainting yourself with these latest developments to boost your capacity to tackle challenges and seize opportunities as they arise.
Your insights matter to the group. Please share your thoughts to shape our strategies.
Stay tuned for more updates. Together, we thrive!
Best,
[Your Name]
[Your Title]
[Company Name]
Professional development
Empower your team to grow professionally by sharing resources like webinars, workshops, and online courses through your company’s internal newsletter.
Changes in personnel and people moving on
Use your newsletter to acknowledge farewells and transitions with dignity and respect. Highlight the contributions of departing employees and welcome new team members.
Here is a sample:
Subject: Employee Departure Announcement
Dear [department] employees,
Your colleague [employee name] is leaving our company on [date of departure]. [employee name] has been a crucial part of our company’s success over the past [years with company] years. We wish [employee name] well in his future opportunities.
Please send any questions you may have about this departure to [HR contact], as they will be managing [employee name]’s responsibilities until a replacement is found.
Thank you,
[email signature]
New job openings and open positions
Internal recruitment is a good way for employees to grow and develop new skills. It reduces the costs of training new hires. An exciting newsletter idea is to let your employees know when there’s a new job opening.
Some might be interested in the role. Or they might know someone in their network who is a perfect fit for the role and recommend them to you.
Include employee calendars
Use your newsletter to help your team stay organized by including calendars with important dates, deadline reminders, and events for the week, month, or quarter. This fosters effective planning and time management.
Mailsuite has a reminder feature that lets you know when your newsletter hasn’t been opened after a particular time.
Invite guest editors
Inject fresh perspectives by inviting guest editors to contribute to your newsletter. This can include experts from within the company or industry thought leaders.
Share customer success stories
Sharing case studies or success stories of satisfied customers is an exciting input in a newsletter. It shows your team how your products or services have positively impacted clients, reinforcing the value your company provides.
Share “This Day in History” company-specific news
Share significant milestones or past achievements by your company. For instance, you could talk about the day the company was founded or when a specific long-term employee joined the team. This historical perspective fosters a sense of growth and progress.
Include polls in the internal newsletter
An exciting idea is using your newsletter to gather opinions and insights from your team by including polls. For instance, if your company is looking to open a new office location, you can include a poll in your newsletter to seek their opinion.
This encourages engagement and allows you to make informed decisions based on employee feedback.
Top ten roundup lists
Compile and share lists of the top ten resources, articles, tools, or tips relevant to your industry or company focus through your company newsletter. This curated content saves time and adds value.
Add photos of people in an internal newsletter
Humanize your newsletter by including photos of employees, especially those celebrating birthdays, work anniversaries, or personal achievements.
Include timely posts
Stay current by including time-sensitive information such as deadlines, upcoming events, and news that affects your employees. Keeping them informed about the latest developments enhances engagement and relevance.
Feature interesting podcasts
Podcasts have been quite the buzzword for the last few years. And for a good reason, you can find podcasts about nearly any subject matter you are interested in hearing about.
So go ahead and share some podcasts with your team that you think they would find inspirational, funny, or motivational. You never know what they may learn and bring back to work!
Employee-tainment
When you think of a company newsletter, fun and amusement may not be the first things that come to mind. However, it makes far more sense than most serious subjects.
A joke, a pun, or a game will make your colleagues laugh.
Some organizations have a print employee magazine with a cartoon in it. Consider the digital version. Humor can be tough, but as long as it is done appropriately, it can be the secret to a higher newsletter open rate.
If possible, make it a regular piece in your letters. For example, you could add it at the bottom of your internal newsletter to promote an open and fun work environment.
What are the benefits of an internal company newsletter?
Internal company newsletters serve as a dynamic communication tool that goes beyond mere updates. They foster a sense of community, alignment, and transparency within your organization.
Here are some key advantages:
It helps keep employees informed about company news and updates
In a Gallup poll conducted a few years back, a striking 74% of employees admitted to feeling out of the loop when it came to company information and updates.
This figure took shape before the paradigm-shifting impact of the Covid-19 era, where remote work gained prominence.
Against this backdrop, the significance of an employee newsletter becomes paramount, bridging informational gaps among the workforce.
Irrespective of physical location, an adeptly crafted newsletter assumes the role of a reliable informant, delivering pertinent company insights directly to every employee’s digital doorstep.
Be it celebrating client victories, illuminating monthly milestones and statistics, broadcasting shifts in personnel, unveiling the progress of fundraising initiatives, or encompassing any tidbit classified as “company news,” the Newsletter serves as a conduit.
Enhances employee engagement
Regular communication through newsletters keeps employees informed and engaged.
Sharing company news, achievements, and industry insights keeps them connected and invested in the organization’s journey, making them more likely to stick around and reducing turnover.
Strengthens company culture
Newsletters play a vital role in nurturing and reinforcing your company’s culture. By showcasing employee recognition, values, and shared experiences, you create a sense of belonging and unity regardless of individual department or status.
Improves interdepartmental collaboration
Startling findings from Queens University’s research reveal that 39% of global employees believe that collaboration within their organizations falls short.
Paradoxically, a staggering 75% of employers regard teamwork and collaboration as critically important. This disparity highlights a significant gap that needs to be bridged.
This is where a company newsletter serves. You can address these communication gaps head-on by crafting employee newsletters that serve as informative, educational, and interactive platforms.
Time-saving communication
You may not be aware, but the volume of internal emails surged by 72% in 2020 compared to the preceding year.
Also, on a typical day, it has been found that employees dedicate around 2.6 hours to wading through a barrage of over 120 messages. Surprisingly, this commitment surpasses the past, with a 44% increase in reading time.
The amalgamation of text messages, phone calls, Slack notifications, Zoom conferences, and other communication avenues has resulted in time-consuming information overload.
Sadly, this surge in communication options has correlated with a decrease in engagement. Vital messages often remain unread or unacknowledged amid the cacophony.
However, consolidating important updates in newsletters mitigates the noise, saves employees’ time by reducing the need to search for information across multiple platforms, and increases the likelihood of capturing higher engagement for crucial matters.
Reinforces brand voice
Internal newsletters enhance company branding by acting as a canvas for the company’s distinct voice, style, tone, and visual identity.
Beyond their internal significance, these newsletters also equip employees with valuable talking points that facilitate the company’s and its brand’s external promotion.
Enhances communication with remote teams
The adage “out of sight, out of mind” underscores a common challenge faced by remote teams.
Deskless and hybrid/remote workers often grapple with a sense of exclusion from pivotal conversations and decisions.
Their physical absence from the office environment can potentially deprive them of the everyday details that foster a sense of belonging to a community.
However, communication can be improved using newsletters to provide a crucial connection point that bridges the gap between physical locations and ensures all employees stay in the loop on all matters like birthdays, achievements, new team members, and company ventures, regardless of location and device.
Opportunity for feedback
Internal company newsletters transcend the role of mere communication tools; they serve as a dynamic platform for employees to engage, share ideas, and actively pose queries.
It functions as a catalyst for discussions and establishes a structured framework for addressing crucial subjects relevant to the organization’s growth and progress.
They excel in fostering bi-directional interaction by incorporating mechanisms such as employee surveys, polls, and avenues for submitting anonymous feedback directly to leadership.
These regular communications serve as a prime opportunity for employees to contribute insights on various topics, ranging from trivial matters like office amenities to gauging overall job satisfaction.
FAQs about an internal company newsletter
The following are some of the most frequently asked questions concerning company internal newsletters.
What are the important elements of an internal company newsletter?
Creating an effective internal company newsletter requires a thoughtful approach that encompasses key elements to engage and inform employees. Some essential components include:
- A visually appealing layout or template with graphics and images that enhances readability.
- Descriptive subject lines that entice employees to open and read the newsletter.
- Personalized content with merge tags to make employees feel valued.
- Consistent style and formatting that includes a tone that aligns with your company brand, identity, culture, and values.
- A clear call-to-action to guide employees towards desired outcomes.
What is the open rate for internal company newsletters?
The open rate for internal company newsletters varies based on factors including your industry, company culture, the quality of content, subject lines, and employees’ engagement levels.
On average, open rates for internal emails is 79%. Typically open rates for internal newsletters tend to be higher than external marketing emails.
Nevertheless, regularly tracking and analyzing your open rates is crucial to refining your newsletter strategy and ensuring it effectively reaches and engages your target audience.
With Mailsuite, you can send trackable newsletter emails to up to 200 recipients. Get your Mailsuite extension to start sending engaging internal newsletters.
Is it possible to send a company newsletter through Gmail?
There are two methods for sending internal company newsletters in Gmail: using the built-in mail merge feature or employing a Gmail extension like Mailsuite. Both methods come with their own set of advantages and disadvantages. If you prioritize high personalization, detailed campaign analysis, secure document sharing, and effective list management, sending a newsletter with Mailsuite might be the optimal choice.
Takeaways: Boosting employee engagement and communication through newsletters
The vital role that internal company newsletters play in enhancing communication and engagement within your organization cannot be over-emphasized.
By understanding your audience, crafting compelling content, and employing interactive elements, you can foster a sense of community and shared purpose among your team members.
Take a cue from the internal company newsletter samples shared above.
