Make the Most of Internal Communication

When you make the decision to start an internal email communication campaign for your company there are some email guidelines to think about before you click the send button.


• Subject Lines - The subject line should pertain to the email and be compelling enough to encourage the reader to open it. The subject line should not be too long, in all caps, or contain any exclamation marks or $ signs.

• From Lines – From lines should clearly identify where the email is coming from. It can be from a group ie: XYZ News - news@xyzcompany.com or an individual ie: John Smith - jsmith@xyzcompany.com. Remember that all undeliverable messages due to full mailboxes and out of office replies will go to the email address provided.

• Creative – The layout of your message should flow easily. Images should be clickable. Consider a brief synopsis of each article or story with a “read more” link that would direct readers to landing pages. This allows tracking by page clicks the articles that are most important to your employees.

• Opt-Out Method – While a business to business or business to consumer communication requires an email address or another Internet-based response mechanism, such as an opt-out link, to clearly be provided in order to allow a recipient to request that you do not send any future email messages to that address. This is not required in an internal communication. Consider instead a confirmation to your employees how important they are such as: At XYZ Company, we want every team member to receive the latest information about our company. Therefore, we do not provide an option to unsubscribe.

• Sending Frequency – You should be consistent in the frequency in which you send your emails. You should determine a schedule and stick to it, whether it is once a day, once a week, or once a month. The more consistent you are in your mailings, the more familiar your team will become with receiving them.