How to Structure the Perfect Staff Newsletter
A well-structured staff newsletter is more than just a company update—it’s a tool that can boost engagement, improve internal communication, and strengthen company culture. Whether you’re in HR, internal comms, or just the one who “got nominated,” this guide will walk you through how to structure a staff newsletter that people will actually want to read.
Why a Staff Newsletter Matters
Internal newsletters help:
- Keep teams aligned with company goals and updates
- Recognize employee achievements
- Build a transparent and inclusive work culture
- Promote participation in company events or initiatives
But to do that effectively, it has to be more than a wall of text. It needs structure.
The Ideal Staff Newsletter Structure
Here’s a proven layout that balances information and readability:
1. Catchy Subject Line & Preheader
First impressions matter. Your subject line should create curiosity or offer a clear benefit (“Team Wins & What’s Ahead This Month”). The preheader—the short text that appears after the subject line—should give a quick summary or tease a highlight.
2. Personalized Greeting
Use a friendly and human tone. A simple “Hi [First Name],” or “Hello Team!” sets the right mood. This small touch helps the email feel more conversational and less corporate.
3. Table of Contents (Optional but Useful)
For longer newsletters, a quick table of contents with anchor links can improve usability—especially for mobile readers. It lets employees jump to the content that’s most relevant to them.
4. Top Stories or Highlights (1–3 items)
These should go right at the top—big company announcements, recent wins, or leadership messages. Think of it as the “above the fold” section of a newspaper.
Example topics:
- New hires or promotions
- Revenue milestones
- Strategic updates from leadership
5. Department or Team Updates
Give each department a spotlight moment—but keep it brief. Encourage departments to submit a few lines of highlights, shoutouts, or ongoing projects.
Tip: Use bullet points and bold names to make it skimmable.
6. Employee Spotlights
People love reading about people. A short employee feature with a photo and a few fun facts (or a quote about their work) adds a personal touch.
Bonus: Rotate between teams to keep it inclusive.
7. Upcoming Events & Key Dates
Include internal events, training sessions, birthdays, or deadlines. A small calendar section helps employees plan ahead and stay involved.
8. HR & Benefits Reminders
This is the best place to communicate open enrollment periods, policy changes, or mental health resources. Keep it concise and link out to more detailed documents or portals.
9. Polls, Surveys, or Feedback Requests
Make it interactive. Add a one-click poll, a “quick pulse check,” or a feedback link to make employees feel heard—and to help you improve future issues.
10. Closing Message or Quote
End on a positive note. A message from leadership, an inspiring quote, or a thank-you from the editor adds warmth and wraps things up nicely.
Design Tips for Maximum Engagement
- Keep it mobile-friendly: Use single-column layouts and large fonts
- Use images sparingly but smartly: Headshots, team photos, infographics
- Break up text: Use headings, bullet points, and short paragraphs
- Maintain a consistent style: Branded headers, fonts, and tone of voice
How Often Should You Send It?
The best frequency depends on your company’s size and pace. A monthly newsletter works well for most teams. Weekly works for fast-moving environments—but keep it shorter.
Final Thoughts
A great staff newsletter is equal parts informative and engaging. When structured well, it can become a must-read that strengthens connections and keeps your team aligned.
Start simple, be consistent, and evolve with your team’s feedback.
