Change happens all the time in the workplace. Teams need to know about new rules, systems, and ways of doing things. Sharing these changes clearly helps everyone stay on the same page and keeps work running smoothly.
Good process announcement emails make all the difference. They tell your team what’s changing, why it matters, and what they need to do next. This creates less confusion and more action. The right message can turn a big change into a chance for your team to grow stronger.
Process Announcement Email Samples
These two-minute reads will help you write clear, friendly emails about new processes at work.
1. New Approval System Email
Subject: Starting Monday: Our New Document Approval System
Hi Team,
Starting next Monday (June 12), we’re switching to DocFlow for all document approvals.
What’s changing:
- No more paper forms
- Faster reviews (24-hour turnaround)
- Easy tracking of your requests
Why we’re doing this: The old system took too long and papers got lost. DocFlow cuts approval time by 75%.
What you need to do:
- Watch the 5-minute training video here: [Link]
- Set up your DocFlow account by Friday
- Join the Q&A session on Thursday at 2 PM
Need help? Contact the IT helpdesk or reply to this email with questions.
Thanks for your help making this switch smooth!
Best regards,
[Signature block: Name, Title, Department, Phone number, Email address]
2. Remote Work Policy Update
Subject: Updates to Our Remote Work Policy – Action Required
Dear colleagues,
We’ve updated our remote work policy based on your feedback. The new guidelines start on July 1st.
Key changes:
- Remote work now available 3 days per week (up from 2)
- No fixed office days – teams decide together
- New home office stipend: $200 annually
The full policy is attached to this email. Please read it and sign the acknowledgment form by June 25th.
Our goal is to give you more flexibility while keeping our team connected. The policy might change as we learn what works best.
Questions? Join our town hall meeting this Friday at 11 AM or talk to your manager.
Warm regards,
[Signature block: Full name, HR Director title, Company logo, Contact information including direct line and email address]
3. New Safety Protocol Announcement
Subject: IMPORTANT: New Safety Protocols Starting This Week
Team,
Your safety matters most. Starting this Thursday, we’re putting new safety rules in place at all locations.
The main changes:
- Badge scanning now required at all interior doors
- Visitors must be pre-registered 24 hours ahead
- Monthly safety drills (15 minutes each)
- New emergency exits on the west side of the building
Please take 10 minutes to review the full safety guide attached to this email. Everyone needs to complete the safety quiz by Wednesday: [Link to quiz]
Safety training sessions will run daily at 9 AM and 2 PM in Room 305 until Friday. Please attend one session.
These changes will help keep everyone safe. Thank you for doing your part.
Stay safe,
[Signature block: Name, Safety Director, Emergency contact number, Office location, Company name and logo]
4. New Customer Service Approach
Subject: Meet Our New Customer Service Approach
Hello amazing support team!
Get ready for a refresh! Next month, we’re changing how we help our customers. These updates will make your job easier and our customers happier.
What’s new:
- Customer service chatbot handles basic questions
- Two-touch maximum (no more bouncing customers around)
- New support dashboard shows all customer history
- Simplified return process (3 steps instead of 7)
Your next steps:
- Attend training next week (schedule attached)
- Try the new system in test mode by Friday
- Share your thoughts on what works/doesn’t work
This change comes from YOUR suggestions in last quarter’s team survey. Thank you for speaking up! We expect these changes to cut your workload by 30% while improving customer ratings.
Let’s make our customer service the best in the business!
Cheers,
[Signature block: Name, Customer Experience Manager, Team photo, Contact details, Office hours]
5. New Expense Reporting Process
Subject: Simpler Expense Reports Start Next Week
Hi everyone,
Say goodbye to paper receipts! Starting next Monday, all expense reports will use our new ExpenseEasy app.
The good news:
- Just take photos of receipts with your phone
- App automatically sorts expenses by category
- Reimbursements in 3-5 days (instead of 2 weeks)
- Works offline when you’re traveling
How to get ready:
- Download ExpenseEasy from the app store
- Log in with your company email
- Watch the 3-minute tutorial in the app
Any expense reports already started in the old system should be finished by Friday. After that, all new expenses must use ExpenseEasy.
Need help? The finance team will host daily drop-in sessions in the break room from 12-1 PM this week.
Thanks for your patience during this switch!
All the best,
[Signature block: Name, Finance Department, Extension number, Company logo, Email address]
6. New Meeting Schedule Format
Subject: We’re Changing How We Schedule Meetings
Hello team,
Too many meetings eating up your day? We hear you! Starting next week, we’re trying a new meeting approach across all departments.
New meeting rules:
- Meeting-free Mondays and Friday afternoons
- 25 or 50-minute meetings (not 30 or 60) to allow for breaks
- All meetings must have an agenda shared 24 hours before
- “Optional” really means optional – no questions asked
Why the change? Our recent survey showed 76% of you feel you spend too much time in meetings. This new approach should give everyone about 5 hours back each week.
We’ll try this for two months and then ask for your feedback. Please update your recurring meetings to match these new guidelines this week.
Thanks for helping us use our time better!
Sincerely,
[Signature block: Full name, Operations title, Department, Contact information with office location]
7. New Learning Management System
Subject: Your New Training Hub Launches Monday
Hello team members,
Great news! On Monday, we’re switching from TrainTrack to LearnHub for all your training needs.
What you’ll love about LearnHub:
- Mobile-friendly courses you can take anywhere
- Short 5-15 minute learning modules
- Personal dashboard tracking your skills
- Certificates you can share on LinkedIn
Your action items:
- Check your email Monday for your LearnHub login
- Complete the 10-minute orientation course
- Transfer your training history by July 1st (instructions included)
All your required compliance training will move to the new system. Your progress on current courses will transfer automatically.
We picked LearnHub based on your requests for more flexible learning options. We think you’ll find it much easier to use!
Happy learning,
[Signature block: Name, Training & Development Manager, Department logo, Email, Phone number, Office location]
8. New Project Management Tool Rollout
Subject: Switching to TaskMaster: What You Need to Know
Team,
Big news! We’re moving all projects to TaskMaster starting August 1st.
TaskMaster will replace:
- ProjectFlow
- TeamChat
- FileDrop
- MeetingNotes
Benefits you’ll see:
- One place for all project tasks, files, and chats
- Automatic progress reports every Friday
- Custom dashboards for your role
- Better deadline tracking and reminders
Getting ready is easy:
- Finish your current projects in the old system or move them by July 28
- Join a training session (schedule below)
- Set up your profile by July 30
We know switching tools takes time. That’s why we’ve set up daily help sessions in Room 205 from 2-4 PM all through August.
Let’s make this switch as smooth as possible together!
Thanks,
[Signature block: Name, Project Management Office, Team contact information, Support ticket link, Office hours]
9. New Communication Channels Policy
Subject: New Rules for Team Communication
Hi team,
Starting next week, we’re changing how we use our communication tools to help everyone focus better.
New guidelines:
- Email: For formal requests and external communication only
- TeamChat: Quick questions and team updates (9 AM – 5 PM only)
- MeetingSpace: All video calls and virtual meetings
- ProjectHub: All project-related discussions and files
We’re making this change because 65% of you said you feel overloaded with messages across too many platforms.
What to do now:
- Move your important files from other platforms to ProjectHub
- Update your notification settings on all platforms
- Add these guidelines to your email signature for the first month
We’ll test this approach for six weeks and then check in to see how it’s working for everyone.
Looking forward to clearer communication!
Best,
[Signature block: Full name, Internal Communications Manager, Department logo, Contact details including IM handle and email address]
10. New Time Off Request Process
Subject: New Way to Request Time Off – Starting Today
Hello everyone,
Good news! We’ve simplified how you request time off. The new system starts today.
What’s new:
- Request time off through the TimeAway app (not email)
- Automatic approval for requests made 14+ days ahead
- Calendar integration shows team coverage
- Sick time requests now go directly to HR (not your manager)
How to use the new system:
- Download TimeAway from the company app store
- Log in with your employee ID
- Watch the 2-minute tutorial
- Submit any planned time off for the next 3 months
Any requests already sent through the old system will be processed as usual. Please use TimeAway for all new requests starting today.
This new approach should make planning your time off much easier for everyone!
Thank you,
[Signature block: Name, Human Resources team, Company name and logo, Contact information with direct extension]
11. New Performance Review Process
Subject: Our Updated Performance Review Process
Dear colleagues,
We’re changing our performance review process based on your feedback. The new approach starts next quarter.
Key improvements:
- Quarterly check-ins instead of annual reviews
- Two-way feedback (you review your manager too)
- Focus on growth, not just scores
- Self-assessment first, then manager review
The biggest change: reviews now look forward (development) more than backward (evaluation).
The timeline:
- July 1: Self-assessment open
- July 15: Manager reviews due
- July 20-30: One-on-one discussions
- August 5: Final reports available
Training sessions will run next week to help everyone understand the new forms and expectations. Please sign up here: [Link]
We hope this new approach helps everyone grow and succeed!
Kind regards,
[Signature block: Full name, HR Business Partner, Department, Photo, Email address, Scheduling link]
12. New File Storage System
Subject: Action Required: Moving to CloudDocs Next Week
Hello team,
Next Monday, we’re moving from FileDrive to CloudDocs for all company files and documents.
What’s better about CloudDocs:
- 100GB storage per person (up from 15GB)
- Edit documents together in real-time
- Find files 4x faster with smart search
- Access files offline on any device
What you need to do:
- Move any important files to CloudDocs by Friday (instructions attached)
- Set up the CloudDocs app on your computer and phone
- Join the 30-minute training this Wednesday at 10 AM
FileDrive access ends next Friday at 5 PM. Any files not moved will need IT help to recover.
The switch to CloudDocs will save us about $75,000 yearly while giving you better tools. Thanks for your help making this change!
All the best,
[Signature block: Name, IT Systems Manager, Help desk contact information, Support hours, Company logo]
13. New Client Onboarding Process
Subject: Meet Our New Client Welcome Process
Sales and Account Teams,
We’ve built a better way to welcome new clients! The updated process starts June 1st for all new accounts.
The main updates:
- Welcome kit sent automatically when contracts are signed
- 90-day success plan created with each client
- Weekly check-ins for the first month
- New client portal with all resources in one place
Your role:
- Use the new welcome email templates (in the Sales Hub)
- Schedule kick-off calls using the new booking link
- Record client goals in the CRM during your first call
- Share feedback after your first 5 clients
This new approach comes from studying our most successful client relationships. Early tests show it improves client satisfaction by 37% and speeds up project starts by two weeks!
Let’s make every new client feel valued from day one.
Thanks,
[Signature block: Name, Client Success Director, Team photo, Contact details, Office hours for questions]
14. New Product Development Workflow
Subject: Changes to Our Product Development Process
Product Team,
After six months of testing, we’re rolling out our new product development workflow next week.
The updated process:
- Two-week sprints instead of monthly cycles
- Customer feedback collected at three stages (not just at the end)
- Cross-functional teams stay together through the whole project
- Go/no-go decisions made with clear data benchmarks
This new approach should cut our time-to-market by 40% while making sure we build what customers actually want.
Your next steps:
- Attend your team’s transition meeting (schedule below)
- Complete the workflow training by Friday
- Move your current projects to the new system next Monday
Current projects past milestone 3 will finish in the old system. Everything else moves to the new workflow.
Change can be challenging, but your input shaped this new process. Let’s give it our best effort!
Best regards,
[Signature block: Full name, Product Development Director, Department logo, Contact information including satellite office details]
15. New Employee Recognition Program
Subject: Say Hello to StarRewards: Our New Recognition Program
Hi team,
We’re excited to launch StarRewards, our new way to celebrate great work! The program starts next Monday.
How it works:
- Everyone gets 50 “stars” monthly to give to coworkers
- Stars can be given for any helpful action, big or small
- Stars add up for gift cards, extra time off, and other perks
- Monthly top givers and receivers get special recognition
Getting started:
- Look for your StarRewards login on Monday morning
- Set up your profile and reward preferences
- Start giving stars to thank your amazing coworkers!
This program replaces our old quarterly awards. Studies show that small, frequent recognition boosts happiness at work more than rare big awards.
Let’s build a culture where we all feel seen and valued every day!
Cheers,
[Signature block: Name, Employee Experience Team, Department logo, Email address, Photo]
Wrap-up: Process Announcement Emails
Making changes clear helps teams adapt faster. Use these email samples as starting points, then change them to fit your company voice and the specific process you’re announcing.
The best process emails make changes feel like opportunities, not problems. They explain both what’s changing and why it matters. When people understand the benefits, they’re more likely to get on board quickly.
Remember to send your announcements with enough time for people to prepare. Then follow up to make sure everyone has what they need to succeed.