Sharing important or critical news with your colleagues is something that you have to do in the workplace and often times, email is the preferred mode of communication for this scenario.
Learning how to write an email informing your colleagues about important news is a useful skills that can greatly benefit your career and in this blog post we will learn how to write that email with the help of some best practices, tips to remember and a sample that you can readily use. So let us get started.
Tips to Remember
Understand that you are sending this email to your colleague, so craft your tone and language accordingly and keep it polite.
Express a clear and concise message that has a very natural flow without really taking too many diversions and pivots in your messaging.
Use professional and standard email formatting so that the focus is on the message and not the style of the email.
Do not forget to proofread to ensure that there are no mistakes which might lead to confusion and might end up with communication redundancy.
Best Practices
Draft a clear subject line that communicates the core message of the email so that the ones who are relevant to the message open it and take action accordingly as opposed to a generic one.
Greet your recipients politely so that there is no antagonism attached to the message. Polite emails are read with a bit more empathy and compassions than neutral toned ones.
Add context to the messaging to the extent that it is necessary. You need to maintain a balance in sharing details that add context but at the same time does not overwhelm your recipient.
It is a good practice to end your email with a clear CTA, so that the process moves forward. For example, an information email might have a CTA that emphasizes on acknowledgement.
Sample Email Template for Sharing Critical News With Colleagues
Subject: Important update regarding [Subject Matter]
Hello {Recipient’s Name},
Hope you are doing well. I am writing this email to inform you about a development regarding [Subject Matter].
The most important aspects of this development are:
[Brief on Aspect 1]
[Brief on Aspect 2]
[Brief on Aspect 3]
I have also attached a comprehensive statement by the [Issuing Body] for further reading. If you have any questions regarding the announcement feel free to reach out to me or [POC’s Name, Email and Phone Number].
I understand that the importance of this update and as an organization, we are ready to help and assist you in [State Possible Changes to Functioning].
Please acknowledge your understanding and receipt of this email by filling out this form: [Link]
Thanks for understanding.
Regards,
[Your Name]
[Your Position]
Conclusion
Writing a professional email to share important news with colleagues is a common occurrence in modern workspaces and with the help of the information, best practices and the sample shared in this article, you can write better performing emails.
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