Internal emails, like any other means of communication in the organization, hold equal importance as they facilitate interaction amongst the other employees. Whether you are a team member or a manager speaking to a different department, make sure to write professional and effective emails. tThis website will inform you on the practices of effective internal email writing and highlight the mistakes one should never make.

Objective of the Article

By reading this article, my goal is to assist you understand the processes of effective internal email communication. Following all provided guidelines within this article will enhance the relations within your organization because you will work and communicate in a more professional manner.

Key Learnings from the Article

1. Internal Email Don’ts

When composing an internal email, paying attention to the following aspects will have a positive influence on how your email is perceived:

i. Subject Line

Your subject line is one of the most important parts of the email. It plays a crucial role and should be relevant to the content of the email, thus should always be direct. In the case of speaking to your recipients about a product launch, instead of writing “New Product,” write “Summer 2021 Collection Launch.” This guarantees your recipients are fully aware what the content of the email entails.

ii. Message- Brief and Straight to the Point

The body of your email should be straightforward and brief. Cut out any unnecessary specifics and focus only on the main message. Always check for grammatical issues and consider employing spelling resources to assist you in catching mistakes.

iii. Check & Proofread Thoroughly

You should always check and proofread internal emails before sending them. This is critical in ensuring that there is no ambiguity or inaccurate information in your correspondence.

iv. Avoid Using Contradicting Terminology

When writing internal emails, it is good practice to adopt a positive attitude. Do not use terms that can give rise to negative impressions. Pay attention to your tone, even when addressing concerns or issues.

v. Follow Company Regulations

Each organization has its policies regarding emails. These policies may contain rules about phrasing, timing, and format. Make sure to follow these policies in order to ensure professionalism and coherence in your company.

2. Internal Email Procedures to Avoid

In addition to the dos, there are also some don’ts that should be avoided while preparing internal emails:

i. Abbreviated Emails Are Not Encouraged

An email that is written in all capital letters comes off as the sender is extremely angry or shouting. This goes beyond being rude and can lead to severe consequences.

ii. “Reply” and “Reply to All” Should Be Used Carefully

When responding to messages, be careful on which option is highlighted “Reply” or “Reply to All”. Use “Reply to All” when the person responding highly needs to hear the input from everyone, while use “Reply” when the feedback is directed solely to the sender. Most people misuse “Reply to All” and it is one of the most annoying things to other people’s inboxes and their lives.

iii. Avoid Purpose Less Emails

Sending out purpose-less emails is not only unprofessional, but a waste of useful time for the recipient. Make sure there is always a reasonable purpose attached to every email being forwarded.

iv. Try Not To Write in an Angry/Happy Mood

It is never a good idea to write emails while very happy or angry. Remember that being overly emotional can severely impact your judgment which might result in poorly written emails or messages. If you are feeling too strongly about something, take some time to calm down before responding.

v. Don’t Use Abbreviations

An internal email does not need for you to write UR (your) or FYI (for your information) as a shorthand. These may be permissible in less formal dialogue but they are clearly not suited for a work place environment.

vi. Don’t Use Company Email for Personal Purposes

Using your official company email for personal matters is unprofessional and can cause miscommunication. Always keep personal and professional emails separate.

3. Internal Email Case Studies

Two Internal Email Case Studies

Case Study 1: Integration of New Items in a Meeting Agenda

It should always be ensured that there is clear communication when there are changes to a meeting agenda. Consider how you might write an internal email to the team updating them on the changes.

Subject: Additions to Monday’s Meeting Agenda

Dear Team,

I would like to inform you of the following additions to the agenda for our meeting on Monday:

• New software installation
• Changes to protocol
• Email monitoring policy

Let me know if you have any further additions by the end of tomorrow.

Best,

[Your Name]

In this email:

The email subject is precise, so the recipients know what to expect.

The email body is direct and succinct.

The use of bullet points improves clarity.

At the closure is a collaborative request intended for team members.

Case Study 2: Gather Materials for Staff Meeting Preparation

While gathering materials needed for a meeting from the audience, the email needs to be direct and to-the-point.

Subject: Materials for Staff Meeting

Hi,

Please find the materials listed below and bring them along to the staff meeting in the conference room:

Your project calendar.

A one-page progress report to be submitted.

A set of goals planned for the next month.

Any progress report messages to clients sent in the previous month that you would like to share.

Regards,

Vamika

Here, this email can be improved in a few ways:

The subject line can be more descriptive and also require action to be taken (eg. “Materials Required for Upcoming Staff Meeting”).

Professionalism means, for example, using proper salutations such as “Hello Team.”

The list of required materials can be organized into bullet points so it is easier to follow.

Signatures should also contain a proper closing. “Best Regards” would have been better than “Goodbye.”

Important Highlights of the Article

Have A Clear And Specific Subject: Update the subject line to reflect the content of your email.

Use Bullet Points: This increases the likelihood of important information being read and improves readability.

Proper Salutation: Formal internal emails require the proper salutation.

Call to Action: A closing statement or paragraph of an email should include something that encourages users to follow through with the stated actions.

Follow Company Rules: Always follow the company’s set standards regarding emails for formality and branding purposes.

Conclusion

Writing any internal emails in any organization calls for certain levels of complexities. By adhering to the tips outlined above, such as dos and don’ts, ensure your communications are cordial. Whether it’s an agenda update or a materials request, your email will be more effective if it is straightforward.