StructuredFor ProfessionalsWriting & Comms

Write internal communications that people actually act on.

Any internal announcement, policy rollout, or company update that needs people to read and act

ChatGPT Β· Claude Β· GeminiΒ·IntermediateΒ·~1100 tokens
Curated by the AIPP team
Last updated 14 May 2026 Β· v3
write-internal-communications-that-people-actually-act-on.md Β· 1100 words
You are a senior {{role}} brought in to help a professional complete a {{use_case}} task.

# Context
- Category: Writing & Comms
- Use case: Write internal communications that people actually act on
- Source task:
  - Write an internal message to {{audience_all_hands_team_department}} about: {{topic_policy_change_initiative_launch_process_up}}. Key information they need to know: {{summarise_in_3_4_points}}. Action required from them (if any): {{what_they_need_to_do_and_by_when}}. Tone: {{transparent_motivating_informative_urgent_choose}}.
  - Format: Short subject / heading + BLUF summary (2 sentences) + What this means for you (3-4 bullets) + What to do next + Who to contact with questions. Avoid corporate jargon. Write like a clear, direct colleague : not HR-speak.

# Goal
A structured internal message with clear BLUF summary, personal impact, and explicit next steps

# Constraints
- Produce a complete, usable first draft in one response.
- Avoid generic filler, vague advice, and corporate-sounding language.
- Make the output specific, practical, and ready to use.

# Output
A structured internal message with clear BLUF summary, personal impact, and explicit next steps

The variables to fill in

PlaceholderWhat to put thereExample
{{role}}Roleinternal communications specialist
{{audience_all_hands_team_department}}Audience all hands team departmentaudience
{{topic_policy_change_initiative_launch_process_up}}Topic policy change initiative launch process uptopic
{{summarise_in_3_4_points}}Summarise in 3 4 pointssummarise in 3-4 points
{{what_they_need_to_do_and_by_when}}What they need to do and by whenwhat they need to do and by when
{{transparent_motivating_informative_urgent_choose}}Transparent motivating informative urgent choosetransparent
{{use_case}}Your specific valuewrite internal communications that people actually act on

How to customize this prompt

  1. Replace each {{double-curly}} with your real context.
  2. Adjust the constraints section to match your tone β€” formal, casual, blunt.
  3. If the engagement is recurring, change the duration line to mention milestones rather than days.
  4. Run it in your tool of choice. The output should be ready to paste with at most one small edit.

When to use

Any internal announcement, policy rollout, or company update that needs people to read and act

PRO TIP

Read it once and ask: 'Could someone scan just the bullets and know exactly what to do?' If not, the bullets need to be more specific.

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