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The best subject lines for internal communications

John Rost

Email remains the backbone of internal communications, and there’s no sign of that changing anytime soon. But one critical element often gets overlooked: the subject line. While many internal communicators focus on crafting the perfect message, building recipient lists, or curating content, the subject line is the first – and sometimes only – thing your employees will see. A well-crafted subject line can make the difference between an email that gets opened immediately and one that disappears into a crowded inbox.

In fact, subject lines can drive engagement, action, and ultimately the success of your internal communications strategy. For this article, the Workshop team pulled our customers’ highest-performing subject lines and analyzed why they worked.

What’s in this article:

Why are internal comms subject lines so important?

In a fast-paced work environment, employees are bombarded with emails every day – meeting invites, policy updates, deadline reminders, and team newsletters. A clear and engaging subject line cuts through the clutter and helps your message stand out. If it doesn’t catch their attention, even the most critical or time-sensitive announcements might go unread.

On the flip side, vague or overused subject lines like “Important Update” or “Action Required” can cause confusion or fatigue, leading to missed deadlines and lower engagement. Spending just a little extra time crafting thoughtful subject lines can dramatically improve email open rates – and the overall effectiveness of your entire internal communications strategy.

At Workshop, we’ve worked with top internal communications professionals and gathered insights on what makes a great subject line. In this guide, we’ll share proven strategies for writing subject lines that grab attention and encourage action. From company-wide announcements to project updates, these tips will help ensure your emails are opened, read, and acted upon.

We’ll cover universal best practices for writing subject lines and then show you how to apply those tips to specific types of internal emails – from company-wide announcements to deadline reminders. Whether you’re writing to the entire organization or a small team, these tips will help you boost engagement and get your message across.

9 tried-and-true tips for writing internal email subject lines

1. Be clear and specific 

Employees are busy, and their inboxes are often chaotic. A clear subject line lets the recipient know exactly what the email is about, helping them decide if it needs immediate attention. A clear subject line improves readability and avoids unnecessary confusion. Every employee immediately knows exactly what’s inside and WIFM (what’s in it for me?). 

Internal email subject line optimization 

“Important Update,” → “Q3 Sales Strategy Meeting Details.” 

About building trust
Clarity also builds trust in your comms, reducing the chances of emails being dismissed as unimportant. The flip side of that trust is that you have to pay it off inside the email. Always focus on delivering the main message prominently in a way that matches the subject line you chose. A good rule of thumb is to stick to one main message per email. 

2. Keep it short!

Long subject lines can get cut off—especially on mobile devices. Shorter subject lines (ideally under 40 characters) are more readable, respectful of your employees’ time, and easier to prioritize.

Internal email subject line optimization 

“Upcoming All-Company Meeting to Discuss Q4 Plans,” → “Q4 All-Company Meeting – Details Inside.”

3. Front-load key information

Place the most critical details at the beginning of the subject line so that even if it gets shortened, the essential part is still visible. This ensures employees know what the email is about and encourages timely action.

Internal email subject line optimization 

“Schedule for Next Week’s Product Launch,” → “Product Launch Schedule: See Next Week’s Timeline.”

4. Create urgency (but only when it’s really urgent!)

Urgency can drive action, especially when deadlines are approaching or quick responses are required. However, overusing urgency can desensitize employees. Use urgent subject lines sparingly and only when truly necessary.

Internal email subject line optimization 

“Don’t Forget to Register for Training → “Last Day to Register for Training!”
“Benefits Submission Reminder” → “Submit Your Benefits Update by Friday”

5. Use personalization

In How to Win Friends and Influence People, author Dale Carnegie famously said, “A person’s name is to that person, the sweetest, most important sound in any language.” 

Personalization in subject lines uses instant attention to make your emails feel more relevant to the recipient and boost open rates. Add a team name, department, or location relevant to the group you’re addressing to create custom connection. Even if personalization isn’t possible, addressing something specific roles can still make the email feel relevant.

Internal email subject line optimization 

“Q4 Strategy Meeting Invitation.” → “Marketing Team: Join the Q4 Strategy Meeting”
“Company Benefits Update” → “Update: John’s Health Insurance Is Changing”

6. Don’t be vague, and don’t be formal

Formal or vague language makes emails less approachable… and more likely to be ignored. If your brand voice allows for it, use direct conversational language that speaks to your audience in a relatable way. The goal is to make your email seem useful and easy to read, not just another corporate memo.

Internal email subject line optimization 

 “Policy Update” → “New Travel Reimbursement Policy Starting Nov 1”

7. Make them curious

A little mystery goes a long way in piquing employees’ interest – especially when paired with relevant content. Subject lines that hint at valuable information inside, without revealing everything upfront, entice people to open the email. Just make sure the email delivers on what the subject line promises – otherwise, you risk frustrating your audience (trust, trust, trust).

Internal email subject line optimization 

“Employee Benefits Update,” → “What You Need to Know About Your New Benefits Package.”
“Employee Holiday Party” → “🎄Save the Date: Dec. 16🎄”

8. Emojify your subject lines (emoji)

Emojis add a bit of fun and catch many employees’ eyes in a crowded inbox. For internal email subject lines, using emojis can humanize your comms and make them stand out without overwhelming the message. Workshop’s built-in generative AI subject line tools can actually emojify your text for you based on email content 😉)  But be cautious with emoji use – they should complement the subject and tone of the message, not replace key information. Stick to one or two emojis, and make sure they align with your company culture and the seriousness of the email content.

Internal email subject line optimization 

“Team Event Friday” → “Team Outing on Friday 🎉”
“Coming Soon: New Benefits” → “It’s Coming: Your Exciting New Perk 👀”

9. Create consistency

Establishing a recognizable format for recurring emails sets expectations, builds anticipation, and can increase engagement over time. These are often separated from the changing content by comma (,), a colon (:), a pipe (|), or an emoji. When employees recognize a subject line series, they’re more likely to open the email, knowing the content is consistent and useful. This can be most effective for newsletters, training series, or regular updates, helping to build momentum and routine for your internal communication efforts.

Internal email subject line optimization 

“Company Newsletter” → “This Week in Company News: Oct 1 Edition”
“Quarterly Performance Review” → “Quarterly Performance Review, Part 2”

See how Workshop AI can help you write great subject lines for internal comms based on the context of your messages: 

Employee email subject line examples that work (for every type of email)

Subject lines for company announcements

  • Be clear and specific: Capture attention by clearly stating the focus of the announcement, such as company growth, product launches, or structural changes. Ensure that employees can instantly understand what’s being shared.
  • Incorporate excitement: Using enthusiastic language or creating urgency can drive engagement, but keep it balanced so as not to overwhelm your audience.
  • Embrace a conversational tone: Avoid overly formal language. Instead, let the announcement feel important but still approachable and celebratory.

Examples

“New Office Opening: Here’s What You Need to Know 🎉”
“Exciting Company Update: Our Latest Milestone”
“Company-Wide Changes: Here’s What’s Coming Next”

Subject lines for employee newsletters

  • Create a recognizable series: Use a consistent format for newsletter subject lines, like “This Week in Company News,” to build familiarity and trust over time.
  • Highlight key content: Use intriguing snippets or upcoming events to generate curiosity and encourage employees to open the newsletter.
  • Keep it short and engaging: Make sure the subject line is concise but still gives a preview of what’s inside.

“This Week in Company News: October Edition”
“Your Monthly Update: Events, Wins, and What’s Ahead”
“Team Highlights & Updates: September Recap”

Subject lines for policy or process updates

  • Lead with the update: Start with the most critical information so employees immediately know what the email is about. This is particularly important for compliance or required actions.
  • Create urgency (where appropriate): Use urgency only when necessary to preserve trust, especially for significant updates.
  • Stay clear and practical: Keep the tone straightforward, showing employees that the process is manageable and easy to follow.

“New Travel Policy Effective Nov 1: Key Changes Inside”
“Remote Work Guidelines Updated: Here’s What’s New”
“Expense Reimbursement Process Change: All the Details”

Subject lines for event invitations

  • Build excitement: Use engaging language, and don’t hesitate to use emojis for fun or positive events. Make the invitation feel exciting!
  • Include time and date: Help employees plan by incorporating the key details in the subject line. Adding a call-to-action like “RSVP today” can also improve response rates.
  • Avoid generic lines: (Like “Event Invitation”) Make the event sound like a must-attend by focusing on its content or purpose.

“Join Us for the All-Hands Meeting: October 5 at 2 PM”
“You’re Invited: Company Town Hall on Oct 12 📅”
“Sign Up Now: Employee Wellness Workshop This Friday”

Subject lines for meeting invitations

  • Be specific about the topic: Let employees know exactly what the meeting is about and who needs to attend.
  • Highlight preparation needs: If employees need to prepare, include that in the subject so they know what’s expected.
  • Use a casual but direct tone: Meeting invites should feel collaborative, not like a routine obligation.

“Q3 Strategy Meeting: Agenda and Prep Materials Inside”
“Leadership Team Meeting – Oct 7, 10 AM: Confirm Your Attendance”
“Marketing Team Weekly Sync: Don’t Miss This Week’s Agenda”

Subject lines for deadline reminders

  • Lead with the deadline: Make the time-sensitive nature of the email clear upfront to increase the sense of urgency.
  • Keep it concise: Subject lines should be short and direct, so employees immediately know what’s expected of them.
  • Include a CTA (call-to-action): Encourage action where relevant, but avoid overuse.

“Final Day to Submit Your Timesheets – Act Now!”
“Reminder: Training Registration Closes Tomorrow”
“Benefits Enrollment Deadline: Submit by Friday at 5 PM”

Subject lines for team-specific updates

  • Personalize where possible: Address the specific team directly in the subject line so they know the email is relevant to them (and use smart audience segmentation to make it possible).
  • Be concise and informative: Let employees know exactly what’s inside (like “Q4 Goals” or “System Maintenance”) to be sure it doesn’t get overlooked.
  • Match the tone to team culture: Use a conversational tone to make the email feel more relatable to the team.

“Sales Team: Q4 Performance Goals & New Strategy”
“Engineering: System Downtime for Maintenance on Oct 12”
“HR Team: New Hiring Procedures Effective Immediately”

Subject lines for employee engagement surveys and feedback requests

  • Create curiosity: Let employees know their feedback is valued and will have an impact.
  • Be action-oriented: Keep it simple and use clear calls to action to encourage participation.
  • Use a conversational tone: Avoid making the request feel formal – employees should feel invited to contribute.

“We Value Your Input: Take the Employee Satisfaction Survey”
“Your Feedback Matters: Share Your Thoughts on Our New Intranet”
“Tell Us How We’re Doing: Quick 5-Minute Survey Inside”

Subject lines for employee recognition

  • Make it celebratory: Use an upbeat and positive tone in your subject lines to make employees feel appreciated.
  • Personalize where possible: Use merge tags to mention specific teams or individuals. It helps employees feel seen!
  • Keep it concise: Subject lines should be clear and focused, standing out in the inbox.

“Congrats to the Sales Team: Q3 Performance Exceeded Expectations!”
“Celebrating Our Top Performers: Here’s This Month’s Recognition”
“Welcome Our Newest Employees: Meet the Team!”

Subject lines for crisis communications

  • Lead with urgency and clarity: Make it clear from the subject line that this is a serious and urgent communication, but keep the tone calm to avoid panic.
  • Get straight to the point: The subject line should focus on the essential details to reduce confusion.
  • Avoid emojis or light language: Crisis communications need to be taken seriously, so the subject line should reflect the gravity of the situation.

“Urgent: Immediate Company Action Required in Response to [Crisis]”
“Important Update on Company Operations During [Event]”
“Crisis Response Plan: What You Need to Know Now”

Subject lines for leadership changes

  • Be clear and transparent: Mention the leader’s name and role to avoid any confusion about what’s changing.
  • Strike a balance: Use a tone that reflects both professionalism and excitement. Leadership changes are significant, but you don’t want to seem too formal or distant.
  • Consider follow-up: If more details are needed, mention that further information will follow.

“Introducing Our New CEO: Meet [New Leader’s Name] on Oct 7”
“Leadership Transition Announcement: A Message from the Board”
“Big Leadership News: Changes in the Executive Team”

Try a tool that writes subject lines for you!

With Workshop, the number-one email and SMS platform for internal comms, you get AI help implementing all this advice into your subject lines! Our customers can

  • Generate ideas with AI: Have emails automatically scanned, and subject lines and preview text suggested that match the tone and content of the email.
  • Modify with AI: Tweak subject lines and email preview text with AI. It can improve tone, fix grammar, or simply enhance clarity. Workshop’s AI makes it easy to deliver polished, professional communications every time.
  • Cross-post with ease: Our AI tool can also help write text to cross-post across multiple internal communications channels.

Schedule a time with a Workshopper to see better subject lines using AI in action!

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