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How to Write Great Emails for Employee Retention?

Posted by Insightlink on 09/02/22

Employee retention is one of the biggest challenges that businesses find themselves struggling with. Indeed, there could be quite a few employees leaving your company for a variety of reasons.

One of the tools you can use to try to make them stay is email marketing. By crafting the right emails and sending them to your employees, you could improve their satisfaction with their jobs and reduce your employee turnover rates. Hence, here’s how to write great emails for employee retention.
email communications
#1 Know Your Employees
First and foremost, you need to know your employees – in other words, you need to know your target audience. Only when you know what kind of people your employees are can you start writing emails that will make them want to stay with your company. You need to understand their perspective and address their worries and concerns.
Moreover, you should also know how they communicate, what things they care about (both work-related and personal), and what kind of emails they expect from you. You then need to be able to use all that knowledge to write emails they will love to read. Besides, by understanding what kinds of people work for you, you can easier segment your audience and personalize your emails.
#2 Categorize Your Emails
In addition to personalizing your emails with personal information, you will also need to categorize your emails to cater to the tastes of each employee separately. The most common types of emails your employees will be interested in are:
  • Company News – These are different good news about the expansion of your business or mergers as well as any renovation plans. You can also write emails about the accolades your company received and how your employees contributed to this success.
  • Employee Recognition – Such emails are meant to recognize the achievements of your employees. You can highlight the goals they surpassed and thank those who worked long hours during important projects. Likewise, you can also celebrate marriages, parenthood, retirement, birthdays, and so on.
  • Opportunities – Emails about opportunities are exactly what they sound like. They are meant to inform your employees about different opportunities for them. For example, benefit updates that employees will enjoy. You can also talk about new projects employees can lead and various professional development opportunities available to them. Training for upgrading qualifications and information on upcoming events where your employees can network also fall into this category.
  • Feedback Initiatives – A particularly important type of email is that of feedback initiatives. These are regular (e.g. monthly) emails that ask employees for feedback (either general or specific to a project or situation). Then, once you have used the feedback to make the necessary changes in your company, you can send a follow-up email explaining how the feedback was used and thanking your employees.
#3 Create Email Templates
If you want to make email marketing for employee retention truly easy, then you should definitely create templates for your emails. Using emails will streamline the process of creating your emails and let you have more time for other tasks.
You can create templates for specific types of emails and then fill them out when necessary (e.g. upcoming event announcements). You can even automate some types of emails so that you don’t accidentally forget to send them (e.g. birthdays).
#4 Speak Their Language
As explained earlier, you need to truly know and understand your employees to be able to write emails that they will be interested in reading. One of these aspects of understanding is speaking the language your employees speak.
Essentially, this means that you are using a somewhat casual tone (but not exactly the one they would use with their friends) and including words and phrases they use at work. If you don’t know how to do this, you can hire a professional writer from the writing services reviews site Best Essays Education to create your emails for you.
#5 Ask Interesting Questions
Instead of always being the one saying things, try to make the employees more involved in the reading process. This is why you need to be asking interesting questions in your emails – both actual questions and rhetorical ones.
For instance, you can ask a question that will lead up to the topic you will be covering in the email. You could start an email with something like, “Do you want to upgrade your skills in X topic? Then check out these free lectures from the guests we invited!”
#6 Focus on Engagement
Speaking of asking questions, you should also be focusing on employee engagement when it comes to interacting with your emails. Some of the questions you ask could be an incentive for employees to reply to your emails and engage in a conversation with you.
If you are using links, then you will likely want to see many employees clicking on those links. Similarly, if you are offering specific opportunities (e.g. workshops), you will want many employees to enroll in and attend them. Try to use a variety of strategies to get your employees more engaged.
#7 Deliver Real Value
Just like in email marketing aimed at your customers, email marketing for employees should have emails that deliver real value to the audience. To put it simply, every email you send needs to be valuable or useful in some way.
Obviously, different emails will offer different kinds of value, and different employees will value different things. Someone may want to hear praise for their work while someone else will be interested in professional courses or seminars to upgrade their skills. Identify what each employee values and deliver that to them.
#8 Let Professionals Handle Your Emails
In case all else fails and you keep struggling with employee retention, then you might simply need to let professionals handle your emails. Sometimes you simply can’t know what kind of emails will or won’t work.
You can hire experienced writers from the custom writing reviews site Trust My Paper. They will help you create an effective email marketing strategy for retaining employees and will then write your emails for you.
#9 Send Emails at the Right Time
The quality of your emails and the value they deliver to your employees are not the only things that matter. You should also think about how many emails you send, how often you send them, and when you send them.
Analyze when your emails perform the best and then design your schedule in a way that will amplify the power of your emails. You can also ask your employees when they would like to receive emails from you.
#10 Measure Multiple Metrics
Last but not least, when tracking the performance of your emails, don’t forget to measure multiple metrics. Rather than focusing on one thing, try to keep an eye on and improve multiple metrics.
Start with the basic metrics like open and bounce rates. In addition to those, track conversion and response rates. If you are collecting feedback with a survey, track metrics specifically for the survey as well.
To summarize, writing emails that will make your employees stay with you for a long time is both possible and necessary. Use the tips in this article to help you improve your own emails and start retaining more employees with their help.
Author Bio:
Lillie Jenkins is a creative copywriter and content writer. She has worked as a copywriter since graduating school, so her writing skills are well-honed. She writes publications in such fields as marketing, business, education, and personal life. More than writing Lillie loves to travel and read professional literature.



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