All-in-One Guide to Announcement Emails with Free Templates

Created On
October 18, 2022

Be it a product launch or a company-wide policy change, announcement mails are the most effective medium to reach out to your employees or customers.

Unlike the rest, announcement emails serve two purposes–marketing and internal communication. To help you write and send an effective email announcement, we have created this detailed guide with email samples on how to write an announcement mail.

Let's jump in!

How to Write an Engaging Email Announcement? 5 Steps to Success

Irrespective of its type, a business mail typically consists of three major components–an introduction, a contextual email body, and a compelling CTA (calls to action).

Here is a detailed step-by-step guide on how to write an announcement mail.

1. Write an Intriguing Subject Line

Consider the announcement mail subject line as the face of your mail. An OptinMonster survey conducted in 2020 states that 33% of mail users open a mail based on the subject line.

You get the point: it has to be unique and catchy and, at the same time, should give a quick walkthrough of the mail. Do not write misleading subject lines, as they can lead your mail to spam folders.

The subject line should not exceed the 9-word (60 characters) limit. Also, include the prospect's name in the subject line to ensure higher mail open rates.

2. Give a Quick Overview

Start your mail by greeting the recipient in a friendly yet professional manner. It's best to use their first name to make it sound more personal.

Then introduce the intent of your mail briefly. Try to add the key highlights of your announcement and optimize the mail with your company name, brand logo, and tagline.

It builds trust among customer bases and helps the reader quickly understand the gist of the mail.

3. Explain the Announcement in Detail

To get a response from your recipients or increase conversion rates, explain why and how your announcement can bring positive changes in their personal life or workplace. This will help the readers engage with your content and be prepared for the upcoming call to action.

Sometimes email marketers use rhetorical questions to indulge the audience.

For example, a mail marketing company announcing the launch of a spam checker tool can go like this: Do you want to ensure your emails land directly in your prospect's inbox? Now it is possible with our new spam checker tool.

4. Add a Persuasive Call to Action

The next step includes adding a call-to-action statement to drive sales/actions. An engaging CTA explains the purpose of the mail and its intentions clearly. It also leaves the recipients with the choice of acting on it.

Write your CTA in friendly language and a positive tone to get your readers to act on it. Also, start your statement with a verb to make it sound more compelling.

For example, the previously mentioned mail marketing company could write a CTA like this:

Reach your prospect's inbox with our spam checker tool.

5. Provide Additional Info

Although it's optional, you can add any additional info (if any) after the CTA to inform your audience.

Suppose you are launching a new product/service; add the date of availability, booking information, blogs, promotional deals, pricing plans, etc., to inform your readers.

However, keep in mind that the mail should be concise. Try to keep it between 100-150 words max. If you think your mail is getting too long, keep it short and redirect your readers to the website.

Tips to Make Your Announcement Email Campaign a Success

Optimize with Visual Aid

A business mail should look like a professional one. So, use graphics such as animation and photographs in your announcement email.

It is very important to add the logo and tagline of your company to make it look professional. Don't forget to optimize the color scheme based on your brand theme.

For example, the theme for your Christmas sale announcement can be in Christmas red color. Or, if you are announcing a new product launch, adding pictures of the product will intrigue your audience.

Offer Special Deals

Consider providing special deals to make your campaign even more successful if possible. It can encourage your audience to take action. You can offer special discounts or other special deals such as incentives or inclusive deals to your customers.

This way, you can increase your mail open rates and encourage clients to engage with your company, thus increasing conversion rates.

Research Your Clients

Research is the key to winning your clients' hearts. A study conducted by Harvard Business Review stated that a well-researched mail that addresses a customer's pain point and provides a solution to it performs well.

Although it is only applicable for new product launch emails, we recommend you research your customers and personalize their emails based on their info.

To make your job easier, use a mail marketing tool such as HubSpot, Outreach, Mailshake, Smartlead, GetResponse, etc.

Smartlead features

Be Descriptive But Concise

Any kind of business mail, for instance, an announcement mail, should be concise. You have to be descriptive while keeping in mind not to drag your mail too long.

You can add GIFs, high-quality images, and templates to improve readability. Lastly, keep the email language easy and try to make it informative and engaging.

Automation Can Help You Send Announcement Email; Here's How

Email automation tools help you send the right messages (personalized content) to the right people at the right time. Here's how the email automation tool,, can help you send announcement emails:

  • Email automation tools work 24/7, so you don't need to follow up with your clients in the middle of the night. Tools like will take care of it.
  • Smartlead nurtures your customer base (email list) by catering to their curiosity to help make them more receptive. This way, you can expect an increased email open rate and maximum response to your announcement email campaign.
  • Not every size fits all. Even if you are sending announcement emails to your prospects, Smartlead creates personalized first lines to hook your audience.
  • You can set custom spam triggers in Smartlead so that your emails stay away from the spam filters. Also, it generates an email list through multi-channel research and verifies them.
  • Smartlead offers an AI-powered writing service. It researches each lead and writes personalized copies (focusing on their pain points and how to solve the issues) for maximum conversion rates.
  • This amazing, easy-to-use tool offers unlimited email addresses with verified (and whitelisted) IPs to help you directly reach your prospects' inboxes.

Smartlead email sequencing

Announcement Email Templates: Feel Free to Steal

Various types of emails fall under the category of announcement emails, such as promotion announcement emails, pre-order announcement emails, product announcement emails, software release announcement emails, product launch emails, business announcement emails, feature release announcement emails, event invitations emails, and so on.

Here are some examples of compelling announcement emails. Feel free to use them as you please.

Product Launch Announcement Email

Subject: {First name}, have you met {product name} yet?


Hi {recipient name},


We're pleased to announce that {product name} is now live!

You may not know this, but {product name} can help you:

- Build a thriving business in no time.

- Get the very best out of our service.

{product name} is live, so click here to start!

Watch our instructional video series here to learn more about our product release. Visit our website {hyperlink} to see how we can help grow your business, and reach out if you have any questions!



{sender name}

Back-In-Business Announcement

Subject: {business name} is back in business


Hi {recipient name}!


We're psyched to announce the recent launch of our new website. We've been working hard to redesign, rebuild and update our site for you and for the world.

We hope you relish it just like us.

We're happy to announce that {business name} is back in business! We are ready to provide what we do best and offer you the highest quality products at a fair price.

To improve your shopping experience, we've got a few exciting upgrades planned in the coming weeks. Stay tuned for more information!



{sender name}, CEO

Pre-Booking Announcement

1. Event Pre-Booking Email Template

Subject: Pre-book your tickets!


Hi {first name},


It's that time of year again - the countdown is on! We've got some exciting news for you about our upcoming event.

We're happy to announce that pre-booking for tickets has now opened up, and you can reserve your seat today. If you're looking to secure your ticket as soon as possible, this is the time to do it!

Don't miss out - pre-book your ticket today and get 20% off the ticket price. This offer ends in {date}.

We hope to see you there!


Best regards,

{sender name}

2. Product Pre-Booking Email Template

Subject: The best way to get your hands on a {product name}


Hey {recipient name},


You've been looking for the perfect {product name}, and we're excited to announce that it's now available for pre-booking!

The demand for {product name} has been high, so make sure you secure your order now to avoid disappointment.

Don't forget; you will also receive a 15% discount when you buy {product name}!

We'll be running a promotion in the next few weeks, so don't miss out!



{sender name}

Policy Change Announcement

Subject: Small changes for your convenience!


Hi {recipient name},


We're so excited to tell you that we're making some changes to our terms of service. This new customer policy will go into effect on January 1st and will affect all of your future interactions with {company name}.

The good thing is you have plenty of time to read over the changes, and we'll be here to answer any questions. We've also revamped the website and added some new features to improve your experience.

What are these changes? Here's a summary: {summarize what the change is}

Read more: https://www.{companyname}.com/news/new-terms-of-service/

Feel free to connect with any queries!



{sender name}

Wrapping Up

Folks, now that we've come to the end of the informative piece, we hope you have learned how to compose an engaging announcement email.

All you need to do is follow these simple steps:

  • Fixate on what you are announcing
  • Determine the intent
  • Write an engaging subject line
  • Write personalized content and optimize it with graphics
  • Automate your email campaign

Feel free to use the free templates and modify them as per your requirements. Use Smartlead to automate your campaigns and follow-ups. Now is the time to automate your email blast with the intended email marketing message to skyrocket your conversions.

We'll be back with another informative guide for you.

Till then; take care!


1. What is the ideal length of an announcement email?

An announcement email, just like any other marketing email, should be short, to the point, and descriptive. The ideal size of a marketing email is 100-150 words.

2. How can I optimize my announcement email?

Optimize your announcement email with your brand logo, tagline, templates, GIFs, eye-catching images, and sign-up forms. It would be best if you set the color scheme based on the logo's color.

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Sattwik Das

Sattwik is a Digital Marketing professional at Smartlead. He is a dedicated content writer who focuses on juggling words to bring out meaningful content. He is experienced in well-researched and SEO-optimized content creation, content editing, and copywriting for various businesses throughout the globe. His expertise in SEO, SMM, and SMO with a touch of creativity helps businesses grow and maximize their credibility and sales.


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