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How to write the perfect staff email newsletter

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Writing the perfect staff email newsletter involves several key elements: relevance, engagement, clarity, and a professional tone. Here’s a step-by-step guide to help you create an effective and engaging staff newsletter:

1. Define the Purpose and Goals

  • Identify Objectives: Determine what you want to achieve with the newsletter (e.g., sharing company news, updates, recognizing achievements).
  • Audience Understanding: Know your audience’s interests, preferences, and what information they find valuable.

2. Plan Your Content

  • News and Updates: Include relevant company news, project updates, and important announcements.
  • Employee Recognition: Highlight achievements, anniversaries, and milestones.
  • Upcoming Events: Inform about meetings, events, and important dates.
  • Educational Content: Share articles, tips, or resources for professional development.
  • Fun and Engagement: Include light-hearted content like trivia, polls, or employee spotlights.

3. Craft a Compelling Subject Line

  • Be Clear and Concise: Ensure it reflects the content of the newsletter.
  • Engage and Intrigue: Use a friendly and engaging tone to entice employees to open the email.

4. Write Engaging and Clear Content

  • Opening Paragraph: Start with a warm greeting and a brief overview of the newsletter’s content.
  • Use Sections and Headers: Organize content into clear sections with descriptive headers.
  • Keep It Concise: Write in a concise manner to respect employees’ time.
  • Professional Yet Friendly Tone: Maintain professionalism while being approachable and engaging.

5. Design for Readability

  • Clean Layout: Use a simple and clean design with plenty of white space.
  • Readable Fonts: Use easy-to-read fonts and appropriate font sizes.
  • Images and Visuals: Include relevant images, graphics, or icons to break up text and add visual interest.
  • Responsive Design: Ensure the newsletter is mobile-friendly and displays well on all devices.

6. Include Clear Calls to Action (CTAs)

  • Actionable Links: Provide clear CTAs for any actions you want employees to take (e.g., register for an event, or complete a survey).
  • Visible and Distinct: Make sure CTAs are easily noticeable and clickable.

7. Personalize and Customize

  • Address Recipients by Name: Personalize greetings when possible.
  • Segment Content: Tailor content for different departments or groups if applicable.

8. Proofread and Test

  • Check for Errors: Proofread for grammatical and spelling errors.
  • Review Links: Ensure all links work correctly and direct to the right pages.
  • Test on Multiple Devices: Preview the newsletter on different devices and email clients to ensure it looks good everywhere.

9. Schedule and Send

  • Timing: Choose an optimal time to send the newsletter when employees are most likely to read it.
  • Consistent Schedule: Send newsletters on a regular schedule (e.g., weekly, bi-weekly, monthly).

10. Gather Feedback and Improve

  • Solicit Feedback: Ask employees for feedback on the newsletter’s content and format.
  • Analyze Metrics: Track open rates, click-through rates, and other engagement metrics to understand what works best.
  • Iterate: Use feedback and data to continuously improve future newsletters.

Example of a Staff Email Newsletter

Subject: June Newsletter: Exciting Updates and Celebrations!


Hi [Employee Name],

Welcome to the June edition of our company newsletter! Here’s what we have in store for you this month:


Company News

Exciting Project Launch
We are thrilled to announce the launch of our new project, [Project Name]. This initiative aims to [brief project description]. Kudos to everyone involved for their hard work and dedication!

Employee Recognition

Celebrating Achievements

  • Jane Doe: Congratulations to Jane for completing 5 years with us! Your dedication is truly appreciated.
  • John Smith: John has been recognized for his exceptional performance in [specific task/project].

Upcoming Events

Mark Your Calendars

  • Team Meeting: Join us for the monthly team meeting on June 15th at 10 AM.
  • Summer Picnic: Don’t miss our annual summer picnic on June 25th at [location]. RSVP [here].

Professional Development

Learning Corner
Check out these resources to enhance your skills:

  • [Article/Resource Link]
  • [Article/Resource Link]

Fun Corner

Employee Spotlight
This month, we are featuring [Employee Name]. Learn more about [Employee Name]’s role and fun facts [here].


Thank you for reading!

Have any suggestions or feedback? Let us know [here].

Best regards,
[Your Name]
[Your Position]
[Company Name]


By following these steps, you can create a staff email newsletter that is informative, engaging, and well-received by your employees.

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