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How to Write Emails to Employees: For Startups & SMBs

Write Employee Email

Emails to employees are a very crucial communication tool, and what you say in those emails is just as important. This mode of communication with employees is mostly consistent with instructions and attachments. It is important that your emails convey the message with clarity.

Here is how you can write effective emails to your employees:


Be specific When writing to your employee it is important to be specific. Don’t beat around the bush. Your employee has very little time to spare just like you do. Get to the point as soon as you can.

Maintain clarity When you email your employee, be clear about what you want your employee to do. Be descriptive about the things that may be complicated. Attach documents with bullet points, pictures, etc. wherever needed. Don’t be vague because how the job is done is based on the instructions you give out.

Singularity If you have a set of things to email on the same topic or an allegory of a host of topics, send it in one email. Create a PDF or Word document if you need to. This will decrease clutter for you and your employees. It will be easier to keep records of assignments handed out via email and maintain continuity.

Stay professional Remember, it is a business email to your employee. Keep personal matters out of the email. You will have a plethora of other opportunities to socialize. Hence, a professional tone should always be maintained in the email.

Avoid tardiness Do not send an email too late to an employee. Maintain a considerable interval between the time of sending the email to the time of the deadline of the assignment. Give your employee a fair amount of time. Avoid sending late emails with narrow deadlines.

Be polite Add a little warmth and politeness to your emails. This will motivate your employee to work better. Amend a simple “Have a nice day!” or a kind greeting in the end. There’s no reason why even a professional email shouldn’t be polite. Employee management involves treating each other with kindness, even in an email.

Internal communication is the key to smooth functioning employee management. Therefore, it must be handled with professionalism, honesty, and kindness.

Did you know you could drastically reduce the number of emails sent to employees by using sumHR? Why don’t you try it out? Just sign up for the 30-day offer (NO credit card required).

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SumHR is a flexible and configurable end-to-end HR Software/HRMS which help HR teams automate the HR Processes, and improve the employee's HR experience.

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