People & Culture

Example communications

Worked examples of everyday workplace communication you can learn from and adapt. They follow the Written Style Guide.

A good internal email

Clear subject, the ask up front, and a deadline.

Subject: Action needed: timesheet approvals by Thu 26 Jun

Hi Priya,

Could you approve the three timesheets in your queue by Thursday 26 June? Payroll closes Friday
morning and I'd like to avoid anyone being paid late.

Let me know if anything looks off and I'll sort it out.

Thanks,
Declan
Operations Support

Subject says exactly what's needed
The ask and deadline are in the first line
Polite and easy to action

A good supervisor update

Covers what's done, what's next and anything in the way.

Hi Caitlin,

Quick update on the end-of-month pack:

• Done: collated the sales and service figures.
• Next: formatting the summary and adding the commentary.
• In the way: still waiting on the Care numbers from Sam — chasing today.

On track for Friday unless the Care numbers slip. I'll flag early if so.

Harpreet

Three-part structure is easy to scan
Names the blocker and the plan
Sets expectations about the deadline

A good customer follow-up

Acknowledges the issue, gives a clear next step and a timeframe.

Subject: Your order NX-10482 — delivery update

Hi Mr Lewis,

Thanks for your patience. Your order was delayed in transit and is now booked for delivery on
Wednesday 25 June, before 5pm. You'll get a text on the morning of delivery.

I'm sorry for the wait. If Wednesday doesn't suit, reply or call me on 03 9012 4432 and I'll
arrange another time.

Kind regards,
Ravi Anand
Customer Support, Nexus Retail

Acknowledges the inconvenience
Gives a specific date and time
Offers an easy way to respond

A good meeting agenda

Sent ahead so people can prepare.

Operations Support — weekly catch-up
Tuesday 24 June, 9:30–10:00am · Meeting room B
Chair: Caitlin Murphy · Minutes: Declan Foley

1. Welcome & apologies (2 min)
2. Actions from last week (5 min)
3. End-of-month reporting — who's doing what (10 min) — Caitlin
4. Stationery ordering review (8 min) — Harpreet
5. Other business (3 min)
6. Next meeting

Time, place and roles are clear
Items show who's leading and how long
People know what to prepare

A good meeting note

A short record of decisions and actions — not a transcript.

Operations Support catch-up — 24 June
Present: Caitlin, Harpreet, Declan. Apologies: Maria.

Decisions:
• End-of-month pack due Friday; Harpreet to lead, Declan to assist.
• Move to the new minutes template from next week.

Actions:
• Chase Care figures — Harpreet — by 25 Jun
• Set up the reporting folder — Declan — by 25 Jun

Captures decisions and actions only
Each action has an owner and due date
Quick to read later

One that could be better

A rushed message — and how a few small changes make it clearer.

As written

Subject: stuff

hey just letting u know the report thing isnt done yet, had heaps on. will try get to it soon.
also did anyone sort the printer?? cheers

What would make it better

Use a clear subject — e.g. "Month-end report: running a day late".
Say which report, why, and the new expected date.
Keep one message to one topic — raise the printer separately (or log a ticket).
Use full words and a professional tone; proofread before sending.

A clearer version

Subject: Month-end report — running a day late

Hi Caitlin,

The month-end report will be a day late — I've had a couple of urgent customer issues this week.
I expect to have it to you by Thursday lunchtime. I'll let you know if that changes.

Separately, the Level 14 printer is jamming — I'll log a Service Desk ticket.

Thanks,
Sam

Need a starting point? Use the templates library, and check the Written Style Guide.