Jessica Fender for American Recruiters– by Jessica Fender

Jessica Fender is an HR specialist with a long history of consulting, both with organizations and job seekers.


Despite instant messaging and remote management platforms being popular communication channels, email is still a dominant choice for many HR professionals. According to HubSpot, over 4 billion people use emails daily, with 20% of businesses personalizing emails based on gender, race, and ethnicity among others. More and more email marketers and HR professionals are turning toward personalization as a means to boost email engagement.

Writing HR emails can make for a more productive, teamwork-oriented workplace if the process is handled correctly. Your employees are not against receiving HR emails as long as they are actionable and relevant to their jobs. Let’s talk about how you can use HR emails to establish effective communication with your staff in 2022.

American Recruiters Human Capital Management SolutionsThe Role of HR Emails in Establishing Effective Communication

The role of any good HR department is to facilitate their staff’s continued professional development and promote a healthy business culture. The easiest way to do that is by establishing an HR email newsletter system that will address trending news, bottlenecks, and pain points. Likewise, HR emails can be personalized per staff member to help each member of your team develop in the best way possible.

As a whole, HR emails can establish great etiquette in a company regardless of the scale or niche in which it operates. Here are some of the benefits HR emails can introduce to a company’s communications pipeline:

  • Less spam and more meaningful in-house emails
  • Improved staff collaboration and sense of belonging
  • Higher staff retention and lower turnover rates
  • Better professional development standards for employees
  • A lower margin for error in ongoing projects
  • Higher end-product quality and client satisfaction

Tips to Write HR Emails More Effectively

1. Consider your Staff’s Busy Schedule – Rely on KISS Methodology

As an HR professional, you might be inclined to write extensive emails which will outline various facets of your company in detail. However, your staff will often be preoccupied with various activities and projects to pay attention to them. This will often result in your emails either not being opened or simply clicked on for the sake of engagement. Implementing KISS, or “Keep It Simple Stupid” will help amend that. Here’s what you can do to improve your HR emails’ engagement and communication as a whole:

  • Write a clear, short subject line, followed by a concise opening line explaining your email’s role
  • Keep your emails short and limited to 2-4 paragraphs to keep things focused
  • Use actionable verbiage and calls to action to direct your readers’ attention effectively
  • Rely on bolds, italics, text colors, and other elements to annunciate keywords and phrases

You can go a step further and include multimedia in your HR emails to further break up your writing. This will make your emails visually pleasing but harder on your staff’s bandwidth so consider that. Use KISS and you shouldn’t have issues with promoting more effective communication in your company moving forward.

2. Diversify your HR Email Content Types

HR emails can come in a variety of content types just like any other email campaign effort. Instead of limiting your HR emails to monthly newsletters, diversify your efforts. There are plenty of useful and engaging content types which you can explore for your staff’s benefit, including:

  • Announcing new hires and promotions
  • Promoting high-performing teams or individuals
  • Running polls on upcoming seminars or teambuilding
  • Sending personalized professional development emails
  • Providing employees with monthly/quarterly/yearly reports
  • Sending emails with the latest blog posts or articles on your website

Diversifying your approach to HR emails will ensure that your staff is never tired of engaging them. This will also encourage staff to communicate more effectively with one another based on the writing and formatting standards you set. A good way to take advantage of mixed email content is to rely on an HR email calendar and plan. Doing so will give you enough time to outline upcoming content and write it properly without ad hoc improvisation.

3. Never Send HR Emails Without Spellchecking and Formatting Them

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Sending poorly written emails that lack any form of formatting sets a bad precedent for your in-house communication. The HR department should set a standard for others to follow when it comes to email correspondence as they are inherently professional writers.

Once you’ve included all the information you wanted to, you can reach out to a writing service to help you fix any lingering writing mistakes. Getting in touch with thesis writers for hire will let you focus on a new writing assignment instead of spending time rewriting or formatting already-written emails. Read your emails aloud before sending them to check how legible and informative they are before moving on to the next item on your agenda. If you can’t discern what the HR email says, neither will your colleagues – keep your vocabulary and writing style on a standard for your company.

4. Ask for Second Opinions and Advice from your Staff

As your HR email efforts bear fruit, you will want to learn more about what exactly makes them tick. The best way to find out is to ask your recipients directly. You can run an internal email poll or a survey for your staff to express their thoughts on the latest HR email content. This is easily done via Google Workplace or a plethora of online survey form platforms which you can modify as you see fit. Keep the number of questions to a minimum to increase engagement and save your staff’s time.

Ask them about the frequency of HR emails, their legibility, actionability, as well as relevance. Make sure to leave a blank space for feedback and suggestions to allow everyone some freedom to openly express their opinion on HR emails. Once you’ve collected enough data, act on it. Don’t conduct internal surveys just to give people an impression that they’re being heard – show them their voices matter and improve your HR emails.

Embracing Effective HR Email Communication (Conclusion)

Your employees don’t hate workplace emails – they just don’t want to see tone-deaf, corporate HR emails which are written just to tick a box. This is also why so many HR emails are scorned by employees and opened just so another corporate box is ticked off.

Take the time to review your employee roster, their job positions, and how you can help them do their jobs better. Offer some advice, learning resources, or even coaching to your staff members. Treat them as colleagues and equals and extend a helping hand – your engagement rate and communication will effectively soar as a result.

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