Steps to create an internal announcement for employees

9 of May, 2025

The internal communication is as important as it is complex. One of the best ways to carry it out is through internal announcements. Therefore, it is crucial to know how to make an internal announcement.

It is a resource as common as it is simple. Precisely for this reason, we do not always give it the relevance it deserves. It is developed by senior management or the company’s management.

What is an official internal announcement of a company?

An official company announcement is a formal message distributed within the company to transmit highly relevant information. This type of communication can range from announcements of organizational changes or new policies, to the celebration of achievements.

The key for it to be an official company announcement is in its formality and clarity, which differentiates it from other types of more informal communication. These must be clear, concise, and contain relevant information.

The use of an internal communication software can greatly facilitate this process, allowing messages to be sent efficiently to the entire organization.

Characteristics of the official company announcement

The official announcements of a company have several key characteristics:

Clarity: these announcements must be clear and concise, avoiding the use of unnecessary technical jargon.
Formality: they usually follow a formal and professional tone, in line with business communication.
Structure: they usually have a defined and easily recognizable structure.
Objectivity: the official announcements of a company focus on presenting information objectively, without personal opinions.
Precise information: they must contain verifiable data and facts, avoiding speculation.
Specific purpose: the official announcements in the company have a clear objective, like informing about changes, event announcements, or critical situations.
Authority: they usually include the signature or the name of the person responsible for the communication, which gives credibility.
Controlled distribution: they are distributed through official channels and ensure that they reach the correct recipients.
Date and place: include the issue date and, at times, the place where the announcement is issued.
Cohesion with the brand: they reflect the company’s values and corporate image, maintaining consistency in communication.

Functions of an announcement

Inform about changes in the company.
Human Resources announcements.
Information related to work tasks.
Notices related to the workplace.
Health announcements.

There are other similar sources of information that we should not confuse with this. Therefore, let’s see how to make an internal announcement.

How to make an internal announcement in a company

There is no unique or standard format that we can apply. The text will depend on what we are interested in communicating to our workers.

However, any model of internal communication in a company we identify four elements: title, opening, body, and closure. Each corresponds to a different step.

The differential element between an announcement and an internal newsletter is that this announcement only deals with one issue.

This is its hallmark. If we are going to make an announcement, the first thing we need is a topic that deserves it. From there, we start writing.

Step 1: Select the appropriate title

We start with the heading of the internal announcement. First, it is crucial to choose an attractive title.

It should be striking, fostering employee reading. Otherwise, there is a risk that it will be ignored and the communication will not reach its recipient.

In addition to the title, we should include sender, sending date, and recipients of the announcement. Make sure to send it only to interested workers.

Step 2: Opening

In the opening paragraph, we will present the purpose of the announcement. Here we include the fundamental information of the announcement.
It will be a brief part, with few sentences. In the next point, we will provide the pertinent explanations. It is enough to present the key ideas.

Step 3: Body of the announcement

Here we can develop what was exposed in the initial paragraph. We will expand the information with a more profound explanation, but without going into excess.

Logically, we will start with the main information. From there, we can move on to more general (or less relevant) information.

Once again, we insist on the importance of focusing exclusively on the issue that motivates the internal announcement.

This should not prevent us from relating this issue to other aspects related to the operations of the company. As we have already noted, we will do it briefly.

Step 4: Closure

We round off the internal announcement with the conclusions or final considerations. It is always interesting to close the internal announcement positively.

Thus, we make a good impression. We can take the opportunity to revisit any pending issue that has remained open in the text.

Don’t forget to include a final greeting or an “attentively”. The signature of the writer and/or the company seal cannot be missing either.

Step 5: How to send it

Finally, we have to get the internal announcement to its recipients. The most common is to do it by email.

Does this guarantee that the worker will read it? Not always. Therefore, we can look for alternatives such as the employee portal.

The fact of having Human Resources software such as Sesame HR facilitates these internal communication tasks greatly.

Once the announcement is made, just share it through the Employee Portal. The worker will receive a notification on his/her mobile or tablet informing him/her of the new communication.

Tips for a good internal announcement

Undoubtedly, having HR software like Sesame HR is an excellent piece of advice. But there are more strategies you can put into practice.

Now let’s look at the best tricks on how to make an effective internal announcement:

Use the appropriate language. An announcement is still a formal communication, although we can avoid too corporate language.
Structure the message well. Giving priority to the most relevant information.
The opening is the most important. Everyone will read the first paragraph. Treat it as it deserves, including the key information briefly.
End positively. It always leaves a better taste than a negative ending. Better to be optimistic than pessimistic.
Confidentiality. When it comes to sensitive data, it is important to stress confidentiality. Workers must be prepared to handle this information with discretion.

Practical examples of how to make an internal announcement

We leave you our template for internal announcements so you can download it. With it, you can make numerous examples to improve internal communication in the company.

Using a company announcement model will help you always follow the same structure. Your announcements will have a recurring format, something that facilitates their understanding among workers.

Optimize official announcements with artificial intelligence

In the digital age, leveraging technology is crucial to improving efficiency in companies. One of the most advanced internal communication tools is artificial intelligence, like the software from Sesame AI. This feature allows users to draft a company’s official announcement in a matter of seconds, presenting the information clearly and professionally.

With Sesame AI, you can:

Generate drafts instantly, thus saving time and effort.
Ensure that the tone and style are suitable for your audience.
Make quick edits and optimizations that improve readability.

By integrating an internal communication tool like Sesame HR, not only is the drafting process optimized, but it also ensures that the official company announcements are delivered effectively and efficiently.

Making a company’s official announcement does not have to be a complicated process. By following the right steps and using internal communication tools, you can ensure that the message comes across clearly and concisely to all members.

For this, internal communication software like Sesame HR can make a difference. Discover how to make an official announcement in your company with our free 14-day trial!

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