Every company goes through changes in how teams work together. Sharing these changes can make or break how well people accept and support them. The right message turns news into a road map that builds trust and keeps everyone moving in the same direction.
These 15 email samples show how to tell your team about changes big and small. From new departments to company-wide restructuring, these messages cover many types of changes you might need to announce. Each email gives you words and ideas you can use right away in your own company.
Organizational Structure Announcement Email Samples
Here are 15 email samples to help you tell your team about changes in your company’s setup.
1. New Department Creation Email
Subject: Exciting News: Creation of Our New Marketing Department
Dear Team,
I hope this email finds you well. I am happy to share some exciting news with you today.
Starting next month, we will be adding a new Marketing Department to our company structure. This change comes as we grow and need to focus more on how we tell our story to customers.
Jane Smith will lead this new team as our Marketing Director. She brings 10 years of experience and lots of great ideas to help us reach more people.
The Marketing Department will handle all our ads, social media, and customer outreach. This will help our Sales team focus on working directly with customers.
We believe this change will make our company stronger and help us grow faster. If you have any questions about how this might affect your role, please talk to your manager.
Thank you for your hard work and support as we take this next step together.
Best regards,
[Signature block: Name, Title, Company name, Contact information, Company logo]
2. Team Merger Announcement Email
Subject: Important Update: Sales and Customer Service Teams Merging
Dear Valued Team Members,
I want to share an important update about our company structure that will take effect next week.
After careful thinking, we have decided to join our Sales and Customer Service teams into one group called “Customer Success.” This change will help us serve our customers better from first contact through long-term support.
Tom Johnson will lead this combined team as our new Customer Success Manager. Tom has worked with both teams before and understands how they can work together.
What this means for you:
– If you work in Sales or Customer Service, your desk location will stay the same for now – You will have a team meeting next Monday at 10 AM to meet everyone – Your day-to-day tasks will mostly stay the same, with some small changes – You might get new training chances to learn skills from the other team
We think this change will make your jobs easier and help our customers feel better taken care of. We will have an open house next Friday at 3 PM where you can ask questions and share your thoughts.
Thank you for your flexibility as we make this change. Your work matters so much to our success.
Sincerely,
[Signature block: Full name, CEO title, Company name and address, Phone number, Email address]
3. New Leadership Appointment Email
Subject: Welcome Our New Chief Operations Officer
Hello Everyone,
I want to share some good news with you today.
Starting July 1, Sarah Chen will join us as our new Chief Operations Officer (COO). Sarah will help us run our daily work better and make sure all teams work well together.
Sarah comes to us from XYZ Company where she led a team of 150 people. She has helped many companies like ours grow and work better. Under her leadership, her last company saw 40% faster product delivery and happier workers.
Sarah will lead these teams: – Operations – Supply Chain – Quality Control – Facilities Management
We picked Sarah because she believes in the same things we do: working together, caring about quality, and treating people with respect. I know she will help us become even better at what we do.
Please join me in welcoming Sarah to our company family when she starts next month. She is excited to meet all of you and learn about your work.
Thanks,
[Signature block: Name, Title, Direct phone number, Email address, Small professional photo]
4. Company Restructuring Email
Subject: Moving Forward: Important Company Restructuring
Dear Team Members,
I need to share some important news about changes to our company structure. These changes will help us work better and grow stronger in the coming years.
Starting next quarter, we will change how our teams are set up. Instead of our current department-based structure, we will move to a project-based model where teams will form around specific customer needs and projects.
Why are we making this change? Our customers are asking for faster work and more focused attention. This new setup will help us respond quickly and work together better across all parts of the company.
Key changes you will see:
– Project leaders will be named for each major customer account – You may work with different people based on the project needs – Your skills will be used on projects that need them most – We will have new software to help teams share work easily
Change can feel scary, but we believe these steps will make your work more fun and help you grow your skills. We will have meetings with each team next week to talk about what this means for you personally.
Your manager will set up time to talk with you about your role in this new structure. No jobs will be lost in this change.
Thank you for your trust as we grow together. The road ahead looks bright because of your talent and hard work.
Regards,
[Signature block: Full name, Position, Company name with logo, Phone and email contacts, Company social media handles]
5. Department Dissolution Email
Subject: Important Notice: Changes to Our Research Department
Dear Team,
I need to share news about an important change to our company structure.
After much thought, we have decided to close our Research Department and move those tasks to our Product Development team. This change will happen over the next 30 days.
This was not an easy choice, but we believe it will help us work faster and focus our money on the areas that help us grow right now.
What this means:
– Most Research team members will move to the Product Development team – Research projects will be checked to see which ones fit our current goals – Some projects will continue, others will be put on hold – Dr. Miller will help with this change before moving to his new role as Head of Innovation
For those moving teams, you will keep your pay and benefits. Your new managers will meet with you this week to talk about your new roles.
I know change can be hard. We will have an open meeting tomorrow at 2 PM in Conference Room A to answer your questions and hear your thoughts.
Thank you for your understanding as we make this tough but needed change.
With respect,
[Signature block: Name, CEO position, Company name, Contact details, Small company logo, Confidentiality notice]
6. Regional Office Reorganization Email
Subject: Changes to Our Regional Office Structure
Hello Team,
I hope you are doing well. Today I want to tell you about some changes to how we run our regional offices.
Starting next month, we will be grouping our 12 regional offices into 4 larger zones: North, South, East, and West. Each zone will have a Zone Director who will help the offices in that area work together better.
These new Zone Directors will be: – North Zone: Michael Brown – South Zone: Lisa Martinez – East Zone: David Lee – West Zone: Patricia Wilson
Your local office will still be there, and most of your daily work will stay the same. The biggest change will be better sharing of resources between offices in the same zone. This means you might get help from other offices when you need it, and you might sometimes help them too.
We believe these changes will make us stronger as a company and help us serve our customers better across the country.
Your local manager will have a meeting with your team this week to talk about how this might affect your specific office. We have also made a list of common questions and answers that your manager will share with you.
Thank you for all you do for our company and our customers.
Warmly,
[Signature block: Full name, Regional President title, Company name and address, Contact information, LinkedIn profile]
7. Flat Structure Implementation Email
Subject: Moving to a Flatter Company Structure
Dear Team Members,
I want to share an exciting update about our company structure that will take effect next month.
After listening to your feedback and studying what works best for companies like ours, we have decided to move to a flatter structure with fewer layers of management. This means removing some middle management positions and giving teams more power to make their own choices.
The goals of this change are: – Faster decision making – More chances for you to take charge of your work – Better communication between all parts of the company – Less red tape and forms
What will change: – Teams will now have team leads instead of managers – You will report to team leads who will guide rather than direct – You will have more say in how your work gets done – We will have weekly all-hands meetings to keep everyone in the loop
This is a big change for all of us. To help you get used to this new way of working, we will have training sessions next week. These sessions will show you how to work in this new structure and answer your questions.
We believe this change will make our company a better place to work and help us do great things together.
All the best,
[Signature block: Name, Founder & CEO, Company name, Contact information, Company tagline]
8. Post-Merger Integration Email
Subject: Next Steps in Our Company Integration
Dear Team Members,
As you know, our merger with ABC Company was completed last month. Today I want to share the next steps as we bring our two companies together.
We will be rolling out our new combined company structure over the next 60 days. This careful plan will help us join our teams without hurting our customer service or daily work.
Key parts of our integration plan:
Week 1-2: Leadership team meetings and planning Week 3-4: Department meetings to share the new structure Week 5-6: One-on-one meetings with all staff members Week 7-8: New team setup and workspace changes
The new company chart is attached to this email. Please look it over to see where your team fits in the new structure.
Some teams will stay much the same while others will see more changes. Your current manager will reach out to you this week to set up time to talk about what this means for your role.
We know this is a time of change and maybe some worry. Please know that both companies bring great strengths, and together we will be even better. We picked this merger because our skills and services fit together well.
Thank you for your patience and hard work during this time of change.
Kind regards,
[Signature block: Full name, Integration Team Lead title, Both company logos, Contact information, Links to merger resources]
9. New Remote Work Structure Email
Subject: Our New Remote-First Company Structure
Hi Team,
I hope this email finds you well. Today I want to share our plans for a new company structure that puts remote work first.
After seeing how well remote work has gone for us, we have decided to make it a lasting part of how we work. This means changing how our teams are set up and how we get work done.
Our new structure will include:
– Most roles will be fully remote with no need to come to an office – Team leads will focus on results rather than hours worked – We will have clear work hours when everyone should be available online – Small in-person team meetings will happen once a quarter – Our offices will become meeting spaces rather than daily workplaces
To make this work, we are giving each team member $500 to make their home office better. We are also setting up new online tools to help us work together better from far away.
This change will roll out over the next 90 days. Your manager will talk with you about what this means for your specific role.
We believe this structure will give you more freedom while still letting us work well as a team. We also think it will help us hire great people no matter where they live.
Thank you for showing us that remote work can be so good. Your success made this change possible.
Stay well,
[Signature block: Name, CEO title, Contact information, Small headshot photo, Company social media links]
10. New Division Creation Email
Subject: Announcing Our New International Division
Dear Colleagues,
I am thrilled to share news about an exciting growth step for our company.
Today, we are creating a new International Division that will focus on our business outside the United States. This new division will help us better serve our growing number of global customers and find new markets for our products.
Mark Zhang will lead this new division as Vice President of International Operations. Mark has been with our company for 8 years and has great experience in global business.
The International Division will include: – Sales teams in Europe, Asia, and South America – A new global marketing team – International shipping and logistics – Local customer support teams
For most of you, your daily work will not change. If your role is moving to the new division, you will get a separate email today with more details.
We will hold a company-wide meeting next Tuesday at 9 AM to talk more about this exciting step and answer your questions. A calendar invite will be sent soon.
This is a big step toward our goal of becoming a truly global company. Thank you for all you do to make our growth possible.
Best wishes,
[Signature block: Full name, President & CEO, Company logo and address, Phone and email, Company website]
11. Department Renaming Email
Subject: Human Resources Department Now “People & Culture”
Dear Team,
I want to let you know about a small but meaningful change to our company structure.
Starting today, our Human Resources department will be known as the “People & Culture” department. While this might seem like just a name change, it shows a shift in how we think about this important team.
The People & Culture team will still handle hiring, benefits, and other HR tasks. But they will now also focus more on: – Building a workplace where everyone feels they belong – Creating learning and growth chances for all staff – Making sure our company values show in everything we do – Finding ways to make work more fun and meaningful
The team will still be led by Sophia Garcia, who has some great ideas for how to make our company an even better place to work.
You will start to see this new name on forms, the website, and in company messages. When you need help with HR issues, you can now reach out to the People & Culture team.
We believe this change better shows what this team does and what we value as a company: our people and the culture we build together.
Thank you,
[Signature block: Name, CEO position, Company logo and tagline, Contact information, Small professional photo]
12. Role Clarification Email
Subject: Clarifying Team Roles and Reporting Lines
Hi Everyone,
I hope your week is going well. I am writing to clear up some questions about who does what in our growing team.
As we have added new people and projects, some roles have become less clear. Today I want to share a more detailed team structure that shows who handles what and who reports to whom.
Your main tasks and who you report to:
Design Team: – UI/UX designers report to Maya Chen – Graphic designers report to Alex Johnson – Maya and Alex both report to the Creative Director
Development Team: – Front-end developers report to Raj Patel – Back-end developers report to Sam Kim – Raj and Sam both report to the CTO
Marketing Team: – Content writers report to Emma Lewis – Social media staff report to Jamal Washington – Emma and Jamal both report to the CMO
You can find a full chart with all roles on our company drive [link]. This should help you know who to go to with questions or ideas.
We will be having team meetings this week to talk about how we can work better together with this clear structure. Your team lead will send you a meeting invite soon.
Thank you for your patience as we keep growing and changing. Clear roles will help us all do our best work.
Best,
[Signature block: Name, COO title, Company logo, Contact details, Working hours, Link to book a meeting]
13. Task Force Creation Email
Subject: New COVID Safety Task Force
Dear Team Members,
As we plan our return to the office, your health and safety are our top priority. To make sure we get this right, we are forming a COVID Safety Task Force.
This cross-department team will plan and manage our safe return to work. They will look at health rules, office setup, testing plans, and more.
The Task Force will include: – Medical Lead: Dr. James Wilson (Company Doctor) – Operations Lead: Aisha Johnson (Facilities Manager) – HR Lead: Robert Garcia (HR Director) – Department Leads: One person from each department
If you want to join as your department lead, please talk to your manager by Friday.
The Task Force will meet weekly and share updates with everyone through a new section on our company website. You can send questions or ideas to safety@ourcompany.com.
This team will stay in place until we are all back in the office safely. Their first report will be ready next week.
Thank you for your trust as we take this careful step back toward our office life.
Stay safe,
[Signature block: Full name, CEO, Company name and address, Contact information, Company logo with “Safety First” tagline]
14. Team Realignment Email
Subject: Sales Team Realignment for Better Customer Focus
Dear Sales Team,
I want to share some changes to how our sales team will be set up starting next month.
After looking at our customer data and your feedback, we are changing from a region-based sales model to an industry-based one. This means you will now focus on customers in specific industries rather than specific locations.
Our new sales teams will be: – Healthcare: Led by Rachel Greene – Education: Led by Marcus Johnson – Manufacturing: Led by Linda Chen – Technology: Led by Carlos Rodriguez – Small Business: Led by Taylor Smith
Why this change? Our data shows that customers in the same industry often have similar needs, no matter where they are located. This new structure will help you become real experts in your customers’ businesses.
What happens next: – This week: You will learn which team you will join – Next week: Meet your new team and start training – Week 3: Transition your current customers to the right teams – Week 4: Full switch to the new structure
We believe this change will help you serve customers better and meet your sales goals more easily. It might take some time to get used to, but we think you will like working this way.
Your current manager will meet with you this week to talk about your place in this new structure.
Thank you for your hard work and for helping make this change go smoothly.
All the best,
[Signature block: Name, VP of Sales, Company name, Direct phone number, Email address, Link to calendar for booking meetings]
15. New Agile Team Structure Email
Subject: Moving to Agile Teams Across the Company
Dear Team,
I am happy to share an exciting update about how we will work together going forward.
Starting next month, we will switch to an Agile team structure across all departments. This means working in small, cross-functional teams that can move quickly and solve problems together.
Each Agile team will include people with different skills working together on specific goals. These teams will plan their work in two-week “sprints” and meet daily to stay on track.
What this means for you: – You will be part of a team with 5-7 people from different backgrounds – Your team will have the freedom to decide how to reach its goals – You will have daily stand-up meetings (15 minutes max) – Every two weeks, your team will plan what to work on next – You will give and get feedback much more often
To help with this change, we have hired Agile coaches who will train all teams over the next month. Your first training session will be next week.
This new way of working has been very successful in our pilot program, with teams reporting they get more done and enjoy their work more. We believe it will help us all do our best work.
Let me know if you have any questions about this change.
Thanks,
[Signature block: Name, Chief Transformation Officer, Company name and logo, Contact information, Link to more Agile resources]
Wrap-up: Structure Announcement Emails
As you can see, how you tell people about company changes matters a lot. These emails show different ways to share news about your company’s structure in ways that help people understand and feel good about what’s happening next.
The key things to include are what’s changing, why it’s changing, how it affects people, and what happens next. When you write with care and think about how people will feel, your team will trust you more and help make the change work well.