ChatGPT can be used to save you time in creating internal communications at your organization. For example, to announce a new employee or to explain a new policy. Those memos and announcements can be at the entire organization level or even at your team level.
Here are some examples.
If you’re new to ChatGPT and would like to learn more about how to use it in the workplace, click here.
Example 1: Welcome a new employee
Prompt: We just hired a new Marketing Manager, Jane Smith, who will be starting on February 23rd. Create a welcoming internal memo.
ChatGPT response:
Subject: Welcoming Our New Marketing Manager, Jane Smith
Dear Team,
I am excited to announce that we have selected a new Marketing Manager, Jane Smith, who will be joining our team on Monday, February 23rd.
Jane comes to us with over a decade of experience in the marketing field, having held managerial roles at notable companies in our industry. Her breadth of knowledge, strategic thinking, and dynamic approach to marketing management set her apart during our search process. She is keen to contribute her innovative ideas, well-honed skills, and industry insights to our ongoing projects and future initiatives.
Jane has consistently demonstrated a commitment to fostering collaborative team environments and has a proven track record of delivering successful marketing campaigns. She has a strong belief in data-driven decision-making and is committed to enhancing our marketing efforts with her insightful and creative strategies.
She is excited to meet everyone and begin contributing to our shared objectives and goals. Jane believes that a strong team dynamic and open communication are key elements to achieving success. She is looking forward to building relationships with each one of you and is eager to bring her enthusiasm and commitment to our team.
To help Jane transition smoothly into her new role, please extend a warm welcome and offer any necessary assistance she may need. We are organizing a welcome meeting on her first day to introduce Jane to everyone. This will be a great opportunity for us to learn more about Jane and her vision for our company’s marketing strategy. More details regarding the meeting will follow soon.
Thank you all for your ongoing commitment to creating a supportive and inclusive environment. Our ability to attract such talented professionals like Jane is a testament to the wonderful team we have in place.
Best regards,
[Your Name]
[Your Position]
Example 2: Update a company policy
Prompt: We recently updated our remote work policy. Employees can now work remotely up to two days a week. Create an announcement to inform everyone.
ChatGPT response:
Subject: Exciting Update to Our Remote Work Policy
Dear Team,
We hope this message finds you well. After careful consideration and a thorough review of our operational needs, we are thrilled to announce an update to our remote work policy.
Starting from the beginning of next month, all employees will now be allowed to work remotely up to two days a week. This change is designed to offer greater flexibility and contribute to a better work-life balance for our team, while also ensuring that we maintain our productivity and commitment to our clients and partners.
The selected days for remote work can be determined in conjunction with your direct supervisor to ensure that team collaboration and customer service are not adversely affected. We understand the value of in-person collaboration and believe that this balanced approach will allow us to reap the benefits of both in-office and remote work.
It’s important to note that while working remotely, the expectation is that you will be available during regular business hours and maintain the same level of professionalism, productivity, and communication as you would in the office. Our IT department is ready to provide support to anyone who needs assistance in setting up a remote work environment.
We are excited about this new direction and are confident that it will help foster a more adaptable and resilient work culture. However, as with any new initiative, we will regularly reassess this policy to ensure it is working for everyone and make necessary adjustments as we move forward.
To provide further clarity on this update, we will be hosting a virtual Q&A session next week. You will receive an invitation to this event shortly, where you’ll have an opportunity to ask questions and learn more about this new policy.
Thank you for your flexibility and dedication to our mission as we continue to evolve and adapt to meet our team’s needs. We believe this new policy will enhance our work culture and help us continue to grow and thrive.
Stay safe, and have a great day!
Best regards,
[Your Name]
[Your Position]
Example 3: Plan a team event
Prompt: We are planning a team-building event on June 9th, at the local bowling alley. Create an announcement to encourage employees to participate.
ChatGPT response:
Subject: Let’s Strike Up Some Fun: Team Building Bowling Event on June 9th!
Dear Team,
I am thrilled to announce that we have planned a team-building event that promises to be full of fun, laughter, and a touch of friendly competition. Get ready to lace up your bowling shoes, because we’re heading to our local bowling alley on Thursday, June 9th!
Here are the details:
Date: Thursday, June 9th, 2025
Location: [Local Bowling Alley Name and Address]
Time: From 5 PM to 8 PM
This event is an excellent opportunity to unwind, connect with your colleagues outside of the usual work environment, and, most importantly, show off your bowling skills (or cheer on your team). Whether you’re a seasoned bowler or a complete novice, everyone is invited to participate.
Our goal for this gathering is to enhance our team dynamic, strengthen our bonds, and create memorable experiences together. Plus, it’s a chance to exercise our competitive spirit in a fun, friendly setting. There will also be plenty of food and non-alcoholic drinks provided, and prizes will be awarded to the top bowlers and teams.
Please RSVP by May 26th so we can reserve the necessary lanes and cater enough food for everyone. If you have any dietary restrictions, do let us know when you confirm your attendance.
We encourage everyone to participate and look forward to seeing you all there for what is sure to be a fantastic evening of camaraderie and friendly competition.
Should you have any questions or need more information, please feel free to reach out.
See you at the lanes!
Best,
[Your Name]
[Your Position]
Example 4: Announce a closure
Prompt: Our office will be closed for building maintenance on July 16th. Please create an announcement to inform employees and instruct them to work remotely on that day.
ChatGPT response:
Subject: Important: Office Closure for Building Maintenance on July 16th – Remote Work Instructions
Dear Team,
I hope this message finds you well. We are writing to inform you that our office will be closed on Friday, July 16th, 2025, for necessary building maintenance. The purpose of this closure is to ensure our workspace remains safe and conducive for all employees.
Given this closure, all employees are requested to work remotely on this day. We trust that our recent experience and established procedures for remote work will ensure a smooth transition and productive day, even though we will not physically be in the office.
Please plan accordingly to ensure you have all the necessary materials, files, and equipment needed to work from home effectively on July 16th. We recommend that you download any necessary files from the server and bring home any essential equipment (within company policy) the day before the closure.
Remember that while working remotely, you should remain available during normal business hours and maintain regular communication with your team and supervisors. Should you need technical assistance, our IT department will be available to support any remote work setup needs.
Please speak with your manager if you have any tasks scheduled for that day that require physical presence in the office, and they will help you reschedule or make alternative arrangements.
Your understanding and cooperation are greatly appreciated. We apologize for any inconvenience this may cause and thank you for your flexibility as we work to maintain our office space.
If you have any questions or concerns regarding this notice, please do not hesitate to reach out.
Thank you,
[Your Name]
[Your Position]
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