4 Types of Internal Email Templates

By Indeed Editorial Team

Published July 21, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Companies often create email templates that staff members can use to communicate with their colleagues and managers. These templates allow you to construct a clear and concise message that you can send more quickly compared to if you were to create an email from scratch. Learning how to create an internal email template can help you enhance the communication between employees at your organization. In this article, we discuss what an internal email template is, explore four different types, explain how you can create one and provide examples of internal email templates to use as a guide.

Related: Business Emails (With Templates and Examples)

What is an internal email template?

An internal email template is an outline that you can use to craft a quick message to coworkers, managers or anyone else you need to communicate with within your organization. It's common for a company to have several types of templates that employees can use depending on the intention of their communication. Usually, templates have one design that contains headings and placeholders that allow you to fill in various types of content. The primary purpose of these templates is to help you craft emails efficiently.

Related: Top Job Email Templates to Use (And How To Create One)

Why a company should have internal email templates

Here are some benefits a company may gain from using internal email templates:

  • Staff engagement: Employees may feel more compelled to engage with coworkers if they can use a template that's readily available for them to send.

  • Flexibility: Typically, files that are smaller and less compact are easier to download, so you can create a template that's easy for staff to download on a larger number of devices, like a mobile device or a desktop computer, by making a template that allows for brief information.

  • Quicker communication: Having an internal email template allows for quicker communication, since individuals can choose the template based on their messaging needs and then fill in relevant information.

Related: How To Write Email Follow-Ups (With Template and Example)

Types of email templates

Here are four different types of email templates that a company may use:

Newsletter email template

A newsletter email template helps internal communication teams share information with staff about about company updates, employee recognition, policy changes or upcoming events. In the template, you may have a specific spot for each topic. For example, you may begin your email with content about employee recognition, then follow with policy changes and finish the letter with information about an upcoming employee training.

Related: Tips for Designing a Newsletter

Alert email template

IT professionals or security personnel often use an alert email template to communicate urgent information to employees. It's important that this email template conveys information that's easy for staff to understand since these messages often contain sensitive information. Typically, these emails only contain information relevant to the alert to keep staff focused on important information. Here are some reasons why a company may use an alert email template:

  • Safety alert

  • IT problems

  • Security issue

Company event email template

Staff may provide details about a company event, like a training or conference while using this template. It helps members of a company to receive information about the event's time, date, purpose and location. In your template, leave space to provide a brief description of the event and what employees can bring along to complete the event successfully.

Internal change email template

This email template allows management to update staff on internal changes. They may use this template to talk about organizational changes, like a company merger or management transfer, updates on regulations and safety plan information. Typically, internal change email templates contain a title, a brief summary of changes and a call to action for staff regarding the change.

How to make an internal email template

You may format the information in your letter differently, depending on the purpose of the message. Use these steps to guide you as you create an internal email template:

1. Include a relevant subject line

The subject line of your template should include brief information about the message. It's useful to have a template for each internal email subject line. Try to include key information about the message in the subject line, like the name of a project or the date of an event. Here are some examples of email subject line templates:

  • [Company's name] Management Change

  • Company Wide Training on [date] at [time]

  • [Company's name] [Month] Newsletter

2. Add a greeting

To open your email, insert a professional greeting. You may include each employee's name, or you can include a statement like, "To whom it may concern" or "Dear [job title]." Some emailing systems allow you to personalize an email greeting to each employee.

3. Include information about the email's purpose

After the greeting, include one to three sentences stating the purpose of the email. You may provide context about the email or give details about why the information in the email is important. Here are some examples of how you can format this section of the template:

  • I am reaching out to you today regarding a change in [department]. We believe that this change can help [reason] and [reason]. This change will take effect on [date].

  • We are excited to invite you to a [type of training] conference on [date] at [time]. This conference will take place at [location]. The purpose of this training is to [description of training's purpose].

  • I am reaching out to alert you of [description of alert]. This information is important because of [reason].

4. Create a call to action

If your email contains important information, you may include a call to action that requests employees to complete a task, like responding to the email or filling out a survey. Creating a call to action helps you to determine if each employee received the email. Here are some examples of a call to action in an email template:

  • Please respond to this email by [date] so that I can ensure you received this email.

  • Please let HR know that you received this email by [date] and [time].

  • Upon reviewing this email, please fill out the attached survey by [date].

5. Include additional details

Add any additional details that staff may need regarding the purpose of the email. Try to include specific details so that staff have a better idea of how the information in the email affects them. Here are some examples of topics you may include in this section:

  • Materials staff can bring to an event

  • Details about how a management shift may impact a department

  • How policy changes affect staff

6. Add a closing

To finish your email template, add a closing that thanks the reader for their time and gives your name and job title. You may also include a sentence that invites staff to reach out to you with questions or for further information regarding the content of the email. Here are some examples of how you can format your closing:

  • Thank you for your time in reviewing this email. Please reach out to me with further questions about the content of this message.

  • If you have questions regarding [information], please contact me. Thank you for your time in reviewing this email.

  • Contact me with further questions or for more information about [topic]. Thank you for your time.

Internal email template examples

Here are some templates for various types of internal emails:

Newsletter email template

Here is an internal email template for an employee newsletter:

Subject: [Company's name] Newsletter for [Date]

Dear [Staff member's name],

In this email, we provide information about HR updates, highlight employee performance and give details about upcoming company events for the month of [date].

To begin, we would like to offer employee recognition for this month to [Employee name] for [recognition details]. [Employee name] offers valuable [skill] and [skill] that help them achieve success in their position.

Recently, we have made changes regarding [topic]. The changes involve [description of change] and will take effect on [date].

Finally, we would like to include information about an upcoming event regarding [topic]. This event's purpose is to [description of purpose] and will take place on [date] at [time of event].

Please reach out to me with any questions regarding the content of this email. Thank you for your time and we hope that you have a wonderful month.

[Full name]
[Job title]

Alert email template

Here is an internal email template for an alert email:

Subject: [Company's name] Workplace Safety Concern Regarding [Topic]

Dear [Staff member's name],

I am reaching out to you to alert you of [topic]. It's important to take note of this alert so that you can [reason].

So that I can ensure you received this email in a timely manner, please respond by [date].

This alert may impact your department because of [reason]. If you have any questions regarding this alert or if you need assistance, please respond to this email. Thank you for your time.

[Full name]
[Job title]

Company event email template

Here is an internal email template to announce a company event:

Subject: [Company's name] Event on [Date] at [Location]

Dear [Staff member's name],

We would like to invite you to attend [Name of event]. The event will take place on [date] at [time]. The event is at [Location]. The purpose of this event is to [brief description of event's purpose].

Please respond to this email by [date] so that I can reserve a spot for you at the event.

It's important to note that this event event is [mandatory/not mandatory] for employees to attend. If you plan on attending, please bring [description of materials].

If you have questions or would like further information about the event, please contact me. Thank you for your time.

Best regards,
[Full name]
[Job title]

Internal change email template

Here is a template for an internal change email:

Subject: [Company's name] Update Regarding [Topic]

Dear [Staff member's name],

I am reaching out to you today to update you on a recent change in [description of change]. The purpose of this change is to [brief description of purpose]. This change will take effect on [date].

Upon reviewing this email, please respond within by [date] so that I can ensure you received this email in a timely manner.

We feel that this change will impact your department positively because of [reason] and [reason].

Thank you for reviewing this email, and please reach out to me with questions regarding this change.

[Full name]
[Job title]

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