Internal Communications Examples for Small, Fast-growing Business
- Elizabeth Gabel
- Apr 21, 2016
- 5 min read
Examples Overview: Building a Reliable Comms Chain
These samples highlight how I built a streamlined internal communications system for Hanley Coatings & Supply, a fast-growing, family-owned business that previously had no formal structure in place.
I created a reliable comms chain that allowed leadership to shift focus back to sales, HR, and operations—while I focused on keeping employees clearly informed and aligned with clear messaging/layouts to capture attention in a hyper-busy office and warehouse. I also expanded their use of internal channels for messaging, introducing consistent messaging templates across email, Slack, text, printed memos, etc., and tailored all comms to best fit audience and scenario.
Example 1: Product Launch | Sales/Marketing Dept. Email
Other format: Printed fliers, PDF
Subject Line: Now Shipping: Sirgus CITY 22 Dryer
Dear Hanley Sales and Marketing Teams,
Sirgus CITY 2 Compact Turbine Dryer Launch
We’re excited to announce that the Sirgus CITY 22 compact turbine dryer is now available for order! This new product brings added versatility to our pavement prep lineup and has already generated strong interest.
Quick Product Info
Lightweight and powerful: It's only 60 kg (132 lbs), it delivers high airflow performance with the same turbine strength as the larger S35
Built for urban jobs: Ideal for city streets, parking lots, and intersections where space is tight
Quicker turnaround: Gets surfaces dry and ready for application faster; cuts prep time on every job
Easy to use: Compact design allows for quick setup, transport, and storage; weight can be managed by two-person teams
Training and Demo Dates: NEXT WEEK
Mark your calendars. Product training, demonstrations in the front parking lot paint zone, and customer-facing materials will begin next week.
Please direct questions to the product team or check the internal folder labeled “CITY 22 Launch Kit.”
Thanks for helping bring another great paving product to market.
Best,
Donna H.
President
Hanley Coatings & Supply
Example 2: Holiday Schedule Notice | Company Email
Other formats: Printed Memo/Flyer, PDF One-Pager, SMS Reminder
Subject Line: Holiday Event & Closure Schedule
Dear Hanley Team,
Please review the following dates and details for our upcoming holiday events, office closures, and year-end activities:
Date | Event | Time | Location / Notes |
Friday, Dec. 15 | Year-End BBQ & Employee Awards | 12:00 PM – 3:00 PM | Warehouse parking lot (heated tent and lunch) |
Monday, Dec. 18 | Holiday Gift Exchange | During break times | Bring a wrapped gift ($20 limit) |
Monday, Dec. 25 | Christmas Day – Office Closed | All day | Paid company holiday |
Tuesday, Dec. 26 | Observed Holiday – Office Closed | All day | Paid company holiday |
Monday, Jan. 1 | New Year’s Day – Office Closed | All day | Paid company holiday |
If you have questions or scheduling concerns, please contact your manager or HR.
Thank you for a great year—we look forward to closing it out together.
If you have any questions about scheduling or participation, please reach out to your supervisor or contact HR directly.
Thank you for your continued hard work, and we look forward to closing out the year together.
Enjoy your holidays!
Samantha Klein
Human Resources
Hanley Coatings & Supply
Example 3: Holiday Schedule SMS Text
Format: SMS Text Hanley Coatings Holiday Update:
Year-End BBQ & Awards – Fri. 12/15 @ 12PM (warehouse lot)
Gift Exchange – Mon. 12/18 ($20 limit, optional)
Office Closed: 12/25, 12/26, 1/1
Check your email for full details
—HR
Example 4: Product Recall Notification
Formats: Company-wide email
To: Sales, Customer Support, Shipping, Distribution
From: Quality Assurance / Jordan Hanley
Subject: URGENT: Product Recall – Traffic Paint Lot 8897-Q
Dear Team,
Product Recall Announcement
Please be advised that we are issuing an immediate recall on the following product:
Product: Hanley FastDry Traffic Paint
Lot Number: 8897-Q
Reason: Incorrect pigment formulation affecting long-term visibility on concrete surfaces
Files for Reference: Recall_8897Q_TeamTools
Actions Required
Sales & Support Teams:
Do not sell or ship any remaining inventory from Lot 8897-Q
Contact affected customers (see attached list) and offer:
– A full product replacement or
– 10% discount on their next order
Shipping/Warehouse Teams:
Remove all inventory marked Lot 8897-Q from active stock
Place in designated HOLD zone for QA pickup
All materials, talking points, and replacement forms are in this internal folder: Recall_8897Q_TeamTools
If you have any questions, please contact the QA team or your direct supervisor. We value our customer relationships—if further remediation may be appropriate in a specific case, please inform your manager directly.
Thank you for handling this with urgency and care.
Best regards,
Jordan Hanley
Director of Operations & Product Quality
Hanley Coatings & Supply
Example 5: Product Recall Slack Message
Channel: #sales-support-updates
Sender: Jordan Hanley
RECALL NOTICE – FastDry Paint Lot 8897-Q
QA has flagged a pigment issue. Please stop all shipments/sales of this lot.
Sales/Support: Contact affected customers (offer replacement or 10% off).
Warehouse: Move product to HOLD zone—label & notify QA.
Details + scripts → Recall_8897Q_TeamTools
Questions? DM me or check with your manager.
Example 6: SMS Text Message Alert
URGENT: Recall in effect—Lot 8897-Q (FastDry Paint).
Stop all shipments/sales. Check email + folder for instructions.
– Jordan Hanley, Ops
Example 7: Company Event Announcement
Subject: You're Invited: Hanley River Outing – Save the Date
Dear Hanley Team,
We’re pleased to invite you to a special outing on the Chicago River and Lake Michigan Boat Tour to celebrate the end of another successful quarter—and to thank you for the outstanding work you’ve done this year.
We had so much fun doing this last year and have had many requests to host this event again. So, here we go! This is a great opportunity to unwind, hang out with team, and take in some of the best views Chicago has to offer.
Please mark your calendars and note the following:
Event Details
Date: Friday, July 12
Time: Boarding at 3:30 PM, Cruise from 4–6 PM
Location: Chicago Riverwalk – Dock 4 (Downtown)
Parking: Group transportation (a bus) and parking info will be shared the week prior
Notes: Private charter with light food & beverages provided
Reminders & What to Bring
BRING CASH (optional snacks/drinks not covered)
Sunblock, sunglasses, medications, water, etc.
The cruise may run up to 2.5 hours and it can get chilly on the lake
The boat has Wi-Fi, so kids can bring tablets or games to stay entertained
Guests
Spouses, partners, and family members are welcome—just RSVP accordingly.
Again, please RSVP to HR by June 21 to me so we can finalize the guest list.
We hope to see you all there,
Samantha Klein
Human Resources
Hanley Coatings & Supply
Note: These examples are fictionalized internal communications created for portfolio purposes only. Names have been changed to protect confidentiality. These are not intended for real-world use or operational reference.
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