How to Structure the Perfect Staff Newsletter
Keep your team informed, aligned, and engaged—every single time.
An effective staff newsletter is more than just an internal update—it’s a vital communication tool that keeps everyone connected, motivated, and in-the-know. But how do you make sure your newsletter is actually read and doesn’t get lost in the inbox shuffle?
The answer lies in structure. When done right, a well-structured newsletter can boost morale, strengthen company culture, and improve internal communication.
Here’s how to build the perfect staff newsletter—every time.
1. Start with a Strong Subject Line
Before your team even opens the email, your subject line needs to grab attention. Keep it short, clear, and relevant. For example:
- “What’s New This Week at [Company Name]”
- “Team Wins, Updates, and What’s Ahead”
- “Friday Roundup: Announcements + Birthdays ?”
Avoid vague or overly formal language. Think informative but friendly.
2. Open with a Personal Note
Start with a warm message from leadership or HR. This could be a quick summary of the week, a thank-you note, or a short message of encouragement. This humanizes the newsletter and sets a positive tone.
Example:
“Hi Team,
What a fantastic week it’s been! We’ve seen great momentum on Project Atlas, and we welcomed two new faces to the team. Here’s what else is happening across the company…”
3. Highlight Key Company News
Use bullet points or short paragraphs to deliver updates clearly. Include only what’s relevant to your team, such as:
- Departmental updates
- Policy changes
- Project milestones
- Event reminders
- New hires or role changes
Keep it digestible—no one wants to scroll through a wall of text.
4. Celebrate Wins and Shoutouts
Employee recognition is powerful. Dedicate a section to celebrate:
- Top performers
- Completed projects
- Anniversaries and birthdays
- Positive client feedback
Example:
Shoutout of the Week
A big thank you to Sarah in Customer Success for turning around the feedback loop on our newest client in record time!
5. Include Upcoming Events and Key Dates
Help your team stay ahead by listing what’s coming up:
- Team meetings
- Webinars or training sessions
- Social events
- Deadlines
Pro tip: Use a calendar-style layout or icons for visual clarity.
6. Add a ‘Just for Fun’ Section
Lighten the tone with something fun at the end:
- A team poll or trivia question
- Funny quote or meme of the week
- Book or podcast recommendation
- Pet photos or baby pics from staff
This little touch adds personality and keeps people looking forward to the next issue.
7. Keep the Format Clean and Mobile-Friendly
Many employees read emails on their phones, so your newsletter should be:
- Easy to scan (use headings, subheadings, and bullet points)
- Visually spaced out (avoid long blocks of text)
- Optimized for mobile devices
Bonus tip: Use consistent branding and layout from week to week—it helps establish trust and recognition.
Final Tip: Ask for Feedback
Every few editions, invite your team to give feedback on the newsletter. Ask:
- What sections they love
- What could be improved
- What they want more or less of
It shows you’re listening—and helps you improve over time.
Conclusion: A Well-Structured Newsletter Builds a Stronger Team
When your internal newsletter is clear, consistent, and engaging, it becomes a powerful tool for alignment and connection. With the right structure, you can inform your team without overwhelming them—and even brighten their day.
Ready to improve your internal communications?
Start building your best staff newsletter yet with Email Blaster’s user-friendly templates and analytics tools. Try it today!
