Eight tips for superior internal email subject lines
*This post is part one of a two-part series on email subject lines. The next post will outline tips specific to different types of email such as those for policy or process updates, event invitations, crisis communications, and more.
Email is often a critical part of most communication plans. While the majority of a communicator’s time might be spent writing the email’s body copy, remember that the subject line is the first—and sometimes only—thing your audience will see. A strategic subject line can determine whether an email is opened, which can help reach your internal communications goals.
Use these eight subject line tips from Workshop to help cut through the noise in your internal audience’s inbox.
Be clear and specific
A clear subject line tells the recipient exactly what it’s about—try to focus on one main message per email—which improves readability and avoids unnecessary confusion. This underlines “what’s in it for me?”Example:
Instead of “Important Update,” use “Q3 Sales Strategy Meeting Details.”Keep it short
Write email subject lines under 40 characters, making them more readable, respectful of your employees’ time, and easier to prioritize.Example:
Instead of “Upcoming All-Company Meeting to Discuss Q4 Plans,” use “Q4 All-Company Meeting – Details Inside.”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, ensuring employees know what the email is about and encourages timely action.Example:
Instead of “Schedule for Next Week’s Product Launch,” use “Product Launch Schedule: See Next Week’s Timeline.”Create urgency (but only when it’s really urgent)
Overusing urgency can desensitize employees. Use urgent subject lines sparingly and only when truly necessary.Example:
Instead of “Benefits Submission Reminder”, use “Submit Your Benefits Update by Friday”Use personalization
Add a team name, department, or location relevant to the group you’re addressing to create a custom connection. Even if personalization isn’t possible, addressing something for specific roles can still make the email feel relevant.Example:
Instead of “Q4 Strategy Meeting Invitation.” use “Marketing Team: Join the Q4 Strategy Meeting”Don’t be vague, and don’t be formal (if your brand allows)
If your brand voice allows for it, avoid formal or vague language, which can make emails less approachable and more likely to be ignored.Example:
Instead of “Policy Update” use “New Travel Reimbursement Policy Starting Nov 1”Spark curiosity
Hint at valuable information inside the email, without revealing everything upfront to entice people to open it.Example:
Instead of “Employee Benefits Update,” use “What You Need to Know About Your New Benefits Package.”Create consistency
Establish a recognizable format for recurring emails to set expectations, build anticipation, and increase engagement over time. When employees recognize a subject line series, they’re more likely to open the email, knowing the content is consistent and useful.Example:
Instead of “Company Newsletter” use “This Week in Company News: Oct 1 Edition”
Screen readers and emojis don’t mix
While most users can view emojis, screen readers may not interpret them accurately, so consider using them alongside clear text for context —or don’t use emojis at all—to comply with the federal ADA requirements. Read more on the Communications Blog about the ADA’s new rule on digital accessibility compliance.
If you have questions about email subject strategy, reach out to the University Relations Internal Communications Team on the Twin Cities campus at internalcomms@umn.edu.