An internal newsletter is a chance to build morale and add value for employees, so you'll want to get it right. But what does this involve? Our five top five tips for writing an employee newsletter include:\r\n\r\n\tPlan your newsletter so that you\u2019re clear about what you want to say.\r\n\tCheck your employer's style guide or style sheet for advice on branding.\r\n\tFind a subject line that will encourage people to open your newsletter.\r\n\tUse a conversational style to make your writing more engaging.\r\n\tThink about the layout to make sure your newsletter is easy to read.\r\n\tUse a call to action (CTA) to encourage staff to act on what they read.\r\n\tProofread your internal newsletter before sending it out!\r\n\r\nFor more information on all the above, read on below.\r\n1. Plan Your Employee Newsletter\r\nBefore you start, think about the purpose of your newsletter:\r\n\r\n\tWhat are you trying to achieve by writing a newsletter? Provide important information? Increase staff morale? Or something else?\r\n\tWill content be about or contributed by staff? If so, what will this be?\r\n\tWhat would your employees want from a newsletter?\r\n\r\nCommon topics for internal newsletters to cover, meanwhile, include:\r\n\r\n\tCompany achievements and new hire announcements\r\n\tPolicy changes and company performance\r\n\tEvent announcements for staff\r\n\tCurrent projects teams are working on\r\n\tEmployee profiles and achievements\r\n\r\nFocus on keeping the newsletter interesting for staff. The aim is to create an employee-focused newsletter that people will want to read.\r\n2. Check Your Style Guide\r\nIf your company uses a style guide or an in-house style sheet, check this before you start creating your newsletter. Where possible, make sure you know the company guidelines on branding, including:\r\n\r\n\tThe brand voice, which may influence things like tone and vocabulary.\r\n\tLogos and visual branding required for the design of your newsletter.\r\n\r\nThere may be room for variation here! A newsletter is usually less corporate in tone than a business report, for example, so you do not need to follow guidelines that are intended for formal writing. But it is important that your newsletter fits in with similar written content produced by your company.\r\n3. Craft a Perfect Subject Line\r\nMany workers feel overwhelmed by their emails. So, if you want people to read your newsletter, you need a strong subject line. This means it should:\r\n\r\n\tBe clear and concise (ideally, no more than ten words).\r\n\tOffer the reader a reason to open it by creating a sense of urgency or highlighting an opportunity (e.g., Five days left to sign up for training!).\r\n\tBe personalized (e.g., by including the recipient's first name or tailoring the content in the subject line to different groups of employees).\r\n\r\nYou can even use A\/B testing to see which subject lines work best.\r\n4. Use a Conversational Tone\r\nAs well as encouraging people to open your newsletter, you'll want to make it engaging and easy to read with a conversational writing style. Key aspects of achieving this friendly but professional tone include:\r\n\r\n\tKeeping your writing clear and concise. This means using everyday language rather than business buzzwords and jargon, as well as sticking to key messages so the overall newsletter isn't too long.\r\n\tUsing personal pronouns (e.g., saying "we" instead of "the company").\r\n\tUsing informal language such as contractions and colloquialisms.\r\n\tWriting like you\u2019re addressing an individual rather than a large group (e.g., starting with a personalized greeting).\r\n\r\nMake sure to write for your readers, too! This means thinking about each topic you cover from the perspective of employees rather than the company. For instance, the following is company-focused:\r\nManagement requires staff with an outstanding annual leave balance to use it by the end of the financial year.\r\nBut we could reframe it to focus on the employee:\r\nFancy a vacation? If you\u2019ve got a lot of annual leave stored up, now is the time to think about how you\u2019d like to use it.\r\nThis time, it feels less like a management directive and more like a friendly reminder, which is likely to be far more engaging for the reader.\r\n5. Employee Newsletter Layout and Readability\r\nThe layout and design of your newsletter is also important. Try to:\r\n\r\n\tUse short paragraphs and avoid massive blocks of text.\r\n\tBreak the newsletter into sections with clear subheadings.\r\n\tUse bullet points and lists to make it easy to skim read.\r\n\tAdd images, infographics and charts to break up the text.\r\n\r\nThese tips will help create a layout that\u2019s easy to read, letting you communicate your message more effectively.\r\n6. Use a Call to Action\r\nIf you need to ask employees to do something, you can include a call to action (otherwise known as a CTA) in your newsletter. What the action is will depend on the situation. In all cases, though, a good CTA should:\r\n\r\n\tHave a clear course of action (e.g., a link to click or a form to complete).\r\n\tGive the reader a reason to act (e.g., by stating a benefit of acting or creating a sense of urgency about responding by stating a deadline).\r\n\tBe impossible to miss! Think about how to format any important CTAs you include in your newsletter so that readers can spot them easily.\r\n\r\nFor example, if we mentioned a staff party in a newsletter, we might include a CTA along the following lines:\r\nAre you signed up for the staff party yet? Make sure to email firstname.lastname@example.org before 5pm Thursday, July 2 to book your space!\r\nHere, we have a simple message, a clear path of action (aided by making the email a link), and key information highlighted to make it hard to miss.\r\n7. Proofread Your Internal Newsletter\r\nAs with any business writing, errors in a newsletter will look unprofessional. And if it leads to a key message being miscommunicated, a typo could even lead to inefficiencies or extra costs. As such, proofreading is essential.\r\nAnd if you'd like any help making sure your internal newsletters are clear, concise and error free, why not submit a sample document for free today and see what our business proofreading services involve?