Internal communication is a critical part of any organization. A well-designed staff newsletter keeps your team informed, engaged, and connected — but poorly designed emails can be ignored, deleted, or forgotten.

Here are key email design tips to help you create staff newsletters that capture attention and encourage interaction.

1. Keep It Clear and Concise

Your staff is busy, so clarity and brevity are essential. Make your newsletter easy to scan so employees can quickly find the information that matters to them.

Tips:

• Use headings and subheadings to organize content.
• Include short paragraphs and bullet points for readability.
• Highlight key takeaways at the top for quick scanning.

2. Use a Consistent Layout

A consistent layout builds familiarity and makes your newsletters easier to navigate. Staff should know what to expect from each issue.

Best practices:

• Stick to a single-column layout for easier scrolling.
• Use recurring sections, such as “Team Updates,” “Upcoming Events,” or “Employee Spotlight.”
• Keep your branding consistent with colors, fonts, and logo placement.

3. Include Visuals Strategically

Images, icons, and graphics can make newsletters more engaging — but they should support content, not overwhelm it.

Tips:

• Use photos of your team, events, or projects to add a personal touch.
• Incorporate icons for quick visual cues (e.g., calendar icon for events).
• Optimize images for fast loading on all devices.

4. Make Key Actions Clear

Staff newsletters often include actionable items, such as signing up for training, submitting reports, or attending events. Make these actions clear and easy to follow.

Best practices:

• Use buttons or clearly styled links for calls-to-action (CTAs).
• Keep CTA text concise and action-oriented: “RSVP Now,” “Submit Report,” or “Join the Workshop.”
• Limit the number of CTAs to avoid overwhelming readers.

5. Optimize for Mobile

Many employees check email on phones or tablets, so mobile-friendly design is crucial.

Tips:

• Use single-column layouts for easier scrolling.
• Ensure buttons and links are large enough to tap easily.
• Keep subject lines and preheaders short and informative.

6. Maintain a Friendly, Engaging Tone

A staff newsletter is both informative and a way to build company culture. Use a tone that is approachable, friendly, and in line with your organization’s voice.

Tips:

• Include team highlights, employee recognition, or success stories.
• Balance important updates with light, engaging content.
• Encourage feedback or contributions from staff to boost engagement.

7. Test Before Sending

Even internal emails benefit from testing. Make sure everything looks right and works as expected.

Check:

• How the newsletter renders on different devices and email clients.
• Links and buttons are clickable and accurate.
• Images load quickly without slowing down the email.

Final Thoughts

Staff newsletters are more than just an internal memo — they’re a way to foster communication, engagement, and culture within your organization. By keeping your design clear, consistent, mobile-friendly, and visually engaging, you can ensure that your newsletter is read and appreciated by your team.

At Email Blaster, we make it simple to design and send professional staff newsletters with intuitive layouts, custom branding, and actionable analytics. Good internal communication starts with thoughtful email design — and that’s exactly what your team deserves.