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7 Tips to Write HR Emails for More Effective Communication

26 Jul 2021


Tips to Write HR Emails

7 Tips to Write HR Emails for More Effective Communication

Effective communication inside the company is important. Employees, CEOs, executives, and everyone involved need to be mutually connected and develop positive professional relationships with one another. There also needs to be a positive company culture that everyone respects, as well as a motive, to be a part of the company's activities. This is why HR plays such an important role in the company.

HR emails are important for nurturing this effective communication and positive atmosphere. The only problem is, not that many people like reading HR emails. Oftentimes, these emails get ignored or lost somewhere in employees' inboxes. That's why you need to step up your writing game, and this article will help you do it.

Here are 7 effective tips for writing HR emails that enhance effective communication.

1. Write Emails That Matter

The first thing you need to understand is that nobody likes spam mail in their inboxes. When you’re sending your HR emails, make sure that they truly matter to everyone, from in-office employees to those working from home or in a coworking space.

What does this mean?

Don't send emails just because you feel you haven't sent anything in a while, and you don't have a clear goal. Writing just for the sake of it is bad HR practice. So, before you write an email, make sure that it:

- has an important goal or purpose

- carries a message the employees will care about

- is important to the recipients

You don’t want to cause email fatigue with your employees. You want to develop a positive culture around your emails to make the employees more willing to open and read them, knowing that they truly matter.

2. Create Strong Subject Lines

The next element of your email writing strategy is a powerful subject line. It’s the icebreaker you’ll be using to get everyone to open the email.

If your subject line is vague or unclear, chances are people won't bother opening the email. So, your subject line has to:

- address your recipients by job title, position in the company, or an issue they’re experiencing

- clearly define what the email is about

- be inviting

- build excitement around the email

Here are some great examples:

- “Project managers: Summer Team Building Camp is here!”

- “Important Announcement: New Company Policy”

- “Office Christmas Party Invitation”

Specifying what the email is about will improve the email open rate and get the employees more interested in the rest of the email content.

3. Structure Better

The structure of your HR email will also influence those reading it. Chaos, too much text, and huge paragraphs are your number one enemy. Instead, you want to structure your emails to make them more visually appealing.

The tricks and tools you’ll be using are quite simple:

- divide the content of the email by using subheadings

- write short paragraphs, no longer than 2-3 sentences

- break it down with bullet points, lists, and tables

- insert visuals to make it more fun to read

When you structure your email this way, you allow the employees to scan the email, find the information they need, and quickly get to the point. UnemployedProfessors can edit your emails and help you polish your writing if you have any doubts before sending.

Good email structure will ensure the email catches the attention of the recipients, and you get the reaction you wanted.

4. Tell Them What to Do

Once you’ve got their attention, and they’re reading the email, your next job is to get the desired reaction or response from them. You need to include a clear invitation or call-to-action that will tell them exactly what you expect.

Here’s what we have in mind:

- Confirm your attendance!

- Submit your answer by Monday.

- Vote for the new company logo!

Keep the message short and clear. It’s the best way to make it resonate strongly with everyone and leave no room for ambiguity.

The message also needs to be visually emphasized, so use a larger font, strong colors, and other design tricks to make it stand out.

5. Tone Down the Formality

Effective communication is all about speaking the same language and being on the same page. Sometimes, HR emails tend to be too formal or strict that the employees don’t enjoy reading them as much.

Toning down on the level of formality is a good idea to make the emails more appealing to the employees.

This simply means you should try to:

- use everyday language

- avoid complex phrases and formal vocabulary

- avoid passive voice

- use a friendly tone and voice

Make sure you don't cross the line and go from professional to personal. But, keeping your HR emails light and written from a friendly perspective will certainly have a positive impact on the communication.

6. Insert Useful Links

Don’t forget to make your emails practical and easy to follow up on, by inserting useful links the employees can follow. Links will make it easy for the employees to perform the desired action and continue the communication the way you intended.

You can add links to:

- attendance sheets

- surveys

- event invitations

- Google documents

- company website

- application forms

Make sure the employees can perform this action with just a click of a button, and you’ll manage to fulfill the purpose of your email without much trouble.

7. Write Accurately

You want your emails to be professional and effective. You want the employees to see you’ve made a serious effort to write those emails.

This is why they have to be written accurately.

Before sending, always do the following:

- proofread to find mistakes

- use a spell and grammar checker

- read out loud to check readability

Once you finish editing, you can send the email knowing it’ll make the effect you wanted it to make.

Final Thoughts

Writing HR emails is a responsible task. They need to be written carefully to ensure smooth and effective communication across the company.

The 7 tips we’ve presented above will boost the quality of your HR emails, increase their opening rate, and improve the relationships within the company.  Start using them today to maximize the positive effect of your HR emails.

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