How to create an internal company announcement: everything you need to know

7 of May, 2025

Knowing how to make an internal company announcement well-crafted can make a difference in how employees perceive their work and environment. For this reason, it is increasingly important for organizations to have a good internal communication software.

Still don’t know how to make an internal company announcement? Keep reading to discover how an effective internal communication system can help your entity. Take note!

What is an internal company announcement?

An internal announcement is an official message that is sent to the staff within an organization. Its main purpose is to inform about news, changes, policies, events, or any other relevant information that has an impact on all members.

The internal announcements can be of different types:

Informative
Change
Motivational
Crisis

These can be sent through various channels, such as emails, intranet platforms or internal communication software. Knowing how to make an internal company announcement of these types is of great importance.

Its importance lies in its ability to keep all staff aligned and committed to the organization’s vision and objectives. An effective internal communication system ensures that the information arrives clearly and quickly at all levels of the organization.

What structure should the internal company announcement have?

Are you thinking about how to make an internal company announcement? One of the first aspects to consider is the structure of it.

The structure of an internal announcement is crucial to ensure that the information is presented in a clear and concise way. Some of the essential elements to include are:

Subject: a clear and direct title that summarizes the content of the announcement. This helps to capture the recipient’s attention from the beginning.
Greeting: a friendly greeting that sets a positive tone. This can be as simple as “Dear employees” or “Dear team”.
Introduction: a brief introduction that explains the purpose of the announcement. This is where the context is set.
Body of the message: the content development must be organized and easy to read. To do so, the use of short paragraphs and bullet points may be necessary to break down the information.
Conclusion: at the end, include a summary or call to action that indicates what is expected of the workers after reading the announcement.
Signature: in which the name and position of the person issuing it appears, which adds a touch of formality and credibility.

To understand this structure, here is an example on how to make a simple internal announcement in a company.

Example of announcement structure:

Subject: Update on the restructuring project

Greeting: Dear employees,

Introduction: In this announcement, we want to share the latest developments in our restructuring project.

Body of the message:

The first phases have been completed.
The next steps will include…

Conclusion: We appreciate your support and commitment during this process.

Signature: Sincerely,
[Name]
[Position]

Keys to writing an internal announcement for your employees

Don’t know how to make an internal company announcement? When drafting it, it is vital to consider certain aspects that ensure that the message is effective and well received:

Clarity: use clear and direct language, should avoid technical jargon that may confuse employees.
Brevity: make the announcement brief, as workers are busy and a concise message is easier to digest.
Appropriate tone: adapt the tone to the content of the message to be transmitted. An announcement about good news may be more informal than one dealing with a difficult change.
Employee focus: consider how the information will affect the staff. Whenever possible, include how they will benefit or how they are expected to respond.
Review: before sending the announcement through the internal communication system, the content should be reviewed to correct grammatical or format errors. A well-presented message reflects professionalism and gives confidence in the entity.

Tips for making an effective internal announcement

Now that you know the structure and keys on how to make an internal announcement in a company, here are some practical tips to ensure it is truly effective:

Use internal communication software

Implementing internal communication software, like Sesame HR can facilitate the distribution of them, ensuring that all members receive the information promptly. These platforms allow you to send messages, conduct follow-ups, and receive feedback simply.

Be transparent

When considering how to make an internal company announcement, transparency should be kept in mind, as it generates trust. If there are difficult changes to communicate, it is best to be honest about the situation and how it will be handled.

Involve leaders and ask for feedback

Including the leaders of different departments in the drafting process or in the signing of the announcement can increase its relevance and acceptance among the staff.

To do so, employees can be encouraged to share their opinions about the announcement. This not only improves future communication, but also shows that their opinions are valued.

Use multimedia tools

With internal communication software, you can complement the announcement with images, graphics, or videos that reinforce the message. This can make the information more attractive and memorable.

Establish an announcement schedule

Maintaining an internal announcement calendar can help workers get used to receiving information at specific times, which in turn can improve reception and commitment.

Monitor impact

After sending it, you will need to evaluate its effectiveness. This can include quick surveys or follow-up meetings to see if the message was understood and taken into account.

Knowing how to make an internal company announcement is not just a communication exercise, but an opportunity to connect with workers and build a solid organizational culture. The use of a suitable internal communication system, like an internal communication software, can optimize this process and ensure that each message arrives effectively.

If you want to apply all these tips on how to make an internal company announcement, you can try the Sesame HR software for free for 14 days.

HR professional with experience in building strong 𝐜𝐨𝐥𝐥𝐚𝐛𝐨𝐫𝐚𝐭𝐢𝐯𝐞 𝐜𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐢𝐞𝐬 among HR leaders. As the founder of the 𝐇𝐑 𝐂𝐥𝐮𝐛 and 𝐇𝐑 𝐂𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐲, I leverage my 15+ years of experience to enhance the professional landscape for HR leaders.

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tiagosantos

HR Content Specialist