internal email newsletter design

Designing Internal Emails for Employee Engagement

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While email teams typically focus on marketing projects, they may also be called upon to help with internal email communication. That could include everything from employee newsletters to human resources communications and special messages from leaders.

As we shift to a remote work culture, internal emails matter more than ever. Employees are looking to their employers for information, and your emails represent a crucial link between them and the organization. 

How do you make your important information stand out amongst hundreds if not thousands of other emails trying to do the same? Stellar email design tailored to your audience.

Remember, your email has only seconds to make an impression on your audience. Great email design entices your readers and enhances your email content.

Build better internal emails

Before we explore some easy yet effective ways to enhance your email content and boost engagement, it’s important to remember that all email content is unique. 

To produce the best internal emails for employees, adapt the following advice to your internal brand guidelines and the sensibilities of your employees. 

While there’s no magic formula to create highly engaging emails, these design tips are a great starting point for enhancing your email content.

Personalize your emails

If there’s no incentive for employees to open your emails, the email might as well be empty. An enticing subject line gets employees interested in the information contained within.

Use short subject lines

There are a number of reasons for choosing shorter subject lines over lengthier ones:

  • Mobile devices have limited space for subject line previews, so economy is key.
  • Research from Retention Science has found that subject lines between 6-10 words have the highest open rates.
  • Longer subject lines can be over-informative and employees can feel like they got the message without opening the email.

Make it personal

Personalize your emails by featuring your recipient’s name in the subject line and body copy.

Using tools like ContactMonkey, you can insert personalized text anywhere in your email—subject line or body text—including your recipients’ first name, last name, or their display name.

Show, don’t tell

Building visually-appealing internal emails for Outlook or Gmail can seem daunting, but the payoff is more than worth it.

Using a well-designed infographic or short video instead of text can save space and present your message in an appealing manner. Multimedia can communicate complex information where words fall flat.

Email editors—like Email on Acid allow you to customize your emails with code. Their editor will give you real time code changes which saves you time and helps streamline your email production process. If you’re not great at coding, ContactMonkey’s email template builder—make it super easy to add GIFs, videos, and more to your internal emails:

contact monkey email builder
ContactMonkey’s Drag-and-Drop Email Builder

Check your work

There’s no worse feeling than crafting a well-designed email and then experiencing sending errors. Broken images, crazy hyperlinks, and incorrect merge tags are just some of the many issues one can encounter when sending HTML email.

With tools like Email on Acid’s Email Previews, you can ensure your visual emails render well on over 90 clients and devices.

Email on Acid’s Preview feature to see how your emails will appear on various email clients and specific mobile devices:

Send Confidence

Checking your emails before you send them helps you catch text-based errors as well. Email on Acid’s URL Validation tool makes it super easy to catch any link issues before you hit send.

Trust the data

It’s always a good idea to consider what your employees think about your emails; after all, they’re the ones who are reading them!

You can collect data about your employees’ email preferences—both qualitative and quantitative—using your internal communications. 

Subscriber and Engagement Tracking

A tool like Email on Acid lets you gather in-depth information on how your employees engage with your emails. Improve your email layouts with email engagement analytics, heat mapping, and better understand your audience using comprehensive email user breakdowns:

But quantitative tracking only reveals a portion of your true email engagement situation. Give your employees the ability to respond to surveys, leave anonymous feedback and emoji reactions, and RSVP to events with ContactMonkey:

Contact Monkey email design tool

Email tracking helps you pin down your best content and quantify the success of your internal emails to stakeholders. 

Internal email design made easy

Whether you’re building an email for 500 employees or 50,000 employees, you need your content to look and perform its best.

Adhering to these best practices will help your internal email content resonate with your audience and help you create better emails moving forward. Using an email design software can help take the tediousness out of creating content and help ensure you avoid email errors when sending to your employees.

Talk about a win-win.

Even Great Emails Need to Be Tested

It’s true: Even well-designed emails can break from time to time. That’s why email testing is an important part of sending a successful campaign. Email on Acid tests your email code quickly and accurately, allowing you to preview your design across 90+ email clients and devices. Try us free and start delivering email perfection!

Check Out Our Free Trial

Author: Alex Cleary

Alex Cleary is a Content Marketing Specialist at ContactMonkey. He completed a certificate in Technical Communication after achieving a Bachelor's in English, and did freelance writing before turning his sights to content marketing and SEO. When he isn't writing, Alex enjoys playing soccer, watching horror movies, and reading Roland Barthes.

Author: Alex Cleary

Alex Cleary is a Content Marketing Specialist at ContactMonkey. He completed a certificate in Technical Communication after achieving a Bachelor's in English, and did freelance writing before turning his sights to content marketing and SEO. When he isn't writing, Alex enjoys playing soccer, watching horror movies, and reading Roland Barthes.

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