6 Free Sample Emails for Communicating New Processes

Change management can be a tough field to work in as it involves a lot of planning and stakeholder relationship management. It’s certainly not easy to convince a group of people to accept change or how to go about implementing a certain initiative. One thing that can easily be improved is the way you communicate updates to your stakeholders. Here, we’ve outlined 6 sample emails to employees about a new process going on in your organization that you can use to get the message across clearly and strongly.

What is a new process email?

Companies of all sizes adapt to changes constantly, but in bigger organizations, it’s more difficult to easily communicate these changes to everyone at once. New process emails help to effectively notify employees about changes that are affecting them. For example, it could be an update that more benefits have been added to the health insurance plan, or that sales teams are now required to conduct key performance indicators (KPI) reporting monthly instead of quarterly. These emails are usually sent by a project manager, a consultant, human resources staff, a team manager, or a C-level executive.

Why is it important to send process emails?

The most obvious reason process emails are important is that they allow a manager to quickly send a notification to a lot of people at once (many organizations even have mailing lists built per team or function). As well, a lot of information floats across our desks and inboxes regularly, and it can be hard to track down important details. Sending notifications of process changes to employees by email is trackable and searchable, so it allows employees to go back and find it later on if they need it. Additionally, employees can reply to the thread, which allows them to respond with questions, provide feedback, or ask for a meeting to discuss the change.

5 tips for sending process emails

• Only mention relevant information. Providing too much information in one email can cause your recipients to miss the main point of the message. Avoid using filler words that don’t contribute to building context and relaying information effectively. Bold or highlight text that is particularly important so that it gets attention right away.
• Outline next steps. Employees like to get status updates when policies affecting them change, but they’ll also want to know if there’s anything they need to do. It’s helpful to also provide the timeline in which the action items need to be completed. Avoid just saying “ASAP” as the interpretation can vary. Due dates are one piece of information that you’ll want to bold or highlight for clarity.
• Include helpful resources. Offer to have one-on-one or breakout meetings to discuss the change face-to-face. If someone is interested in a meeting to chat, ask them to contribute their points to a collaborative meeting agenda so you’re both aligned on the talking points for the call. 
• Mention the benefits. A common challenge with rolling out change is managing the resistance to change. Identifying why the change was made and how it positively impacts the team can help them accept and adapt to the change faster.
• Keep it concise. If you have a ton of content to cover, try breaking it up into multiple emails within the same thread. Or, consider also having a “too long, didn’t read (TLDR)” section at the top of the email message for team members who don’t have time to read the full message but want to get the gist of it quickly.

6 sample emails to employees about a new process

Working in change management is hard enough as it is. We went ahead and took a bit of the grunt work out of the process for you by building 6 sample emails to employees that you can use as inspiration in your next communication plan.

1New tool

2Change in benefits 

3Policy change 

4Sick leave policy 

5Change management 

6Learning and development budget 

Weekly Town Hall Meeting Agenda Template

Fellow’s Weekly Town Hall Meeting Agenda Template provides a well-organized structure that can help executives communicate new procedures and encourage teamwork. Using this template, meeting organizers can ensure that crucial issues are covered in a thorough and well-organized manner while streamlining the agenda.

How to communicate new processes with Fellow

When it comes to communicating important information to your team, sending endless emails can quickly become overwhelming and unproductive. That’s where Fellow comes in!

Rather than sending numerous emails that can get lost in the shuffle, Fellow allows you to host efficient meetings, keeping everyone aligned with the changes happening in your organization and in one place. With collaborative meeting notes and action item tracking, you can ensure that everyone is aware of new processes and important news. Nothing falls through the cracks or gets forgotten.

Users can leverage the AI Meeting Copilot to automatically record, transcribe, and summarize every meeting for an accurate record of every discussion or decision. Say goodbye to the headache of email chaos and embrace streamlined communication with Fellow – your fully integrated AI meeting management platform.

Parting advice

Employing change at a large scale is difficult, and it can be hard to find the right words to convey the idea simply without missing vital information. When you’re in doubt, always direct employees to a place where they can get extra information, such as a one-on-one meeting, an upcoming information session, or an online help center. And hopefully, these templates can help you make sending those emails just a bit easier!