toolsets/internal-comms-toolkit/doc.md

internal-comms

---

name: internal-comms description: Write professional internal communications — status reports, company newsletters, project updates, leadership comms, team announcements, FAQs, and talking points. Use when the user needs to write or draft internal communications for their organization.

Internal Communications

Write clear, effective internal communications for organizations.

Overview

This skill covers writing various types of internal communications — from status reports to company-wide announcements. The goal is clear, concise, audience-appropriate communication that drives the intended outcome.

Communication Types

Status Reports

# [Project/Team] Status Update — [Date]

## Highlights
- Key achievement this period
- Major milestone reached

## Progress
| Initiative | Status | Notes |
|------------|--------|-------|
| Item 1     | 🟢 On track | ... |
| Item 2     | 🟡 At risk | ... |
| Item 3     | 🔴 Blocked | ... |

## Blockers & Needs
- [Blocker]: What's needed to resolve it

## Next Period Focus
- Top priority for next period

Company Newsletters

# [Company] Update — [Month/Quarter]

## Leadership Message
Brief note from leadership

## Key Wins
- Win 1 with context
- Win 2 with context

## Team Spotlight
Highlighting a team or individual

## What's Coming
Upcoming events, changes, launches

## Resources & Links

Project Updates

# [Project Name] Update

## TL;DR
2-3 sentence summary for executives

## Status
Overall health: 🟢🟡🔴

## What Happened
Recent progress and decisions

## What's Next
Upcoming milestones

## Risks & Mitigations
Key risks and how they're being addressed

Leadership Communications

• Vision/mission: Inspiring, clear, connects to daily work
• Org changes: Clear, timely, addresses the "why"
• All-hands decks: Engaging, data-driven, honest about challenges

Instructions

1. Understand the Communication

Clarify:

• Audience: Who is this for? (Executives, team, whole company, specific dept)
• Purpose: What action or understanding should result?
• Channel: Email, Slack, presentation, wiki, meeting?
• Tone: Formal, casual, urgent, celebratory, serious?
• Sensitivity: Is this confidential? Does it need legal/HR review?
• Length: One paragraph? One page? Full presentation?

2. Structure the Message

• Lead with the key point: Don't bury the lede — the most important information goes first
• Use clear headings: Busy readers scan; make it scannable
• Bullets for details: Break down complex information
• Call to action: Be explicit about what readers should do

3. Write

• Active voice: "The team completed the migration" not "The migration was completed"
• Specific > vague: "Revenue grew 15%" not "Revenue grew significantly"
• One idea per paragraph: Keep paragraphs short and focused
• Anticipate questions: Address likely concerns proactively

4. Review

• Read it as the audience would
• Check for jargon that might not be understood
• Verify all claims and numbers
• Ensure the tone is appropriate
• Confirm the call to action is clear

Tone Guidelines

Situation	Tone
Good news	Celebratory, inclusive, genuine
Bad news	Direct, empathetic, forward-looking
Org change	Clear, timely, explains "why"
Urgent request	Direct, specific, respectful of time
Regular update	Professional, concise, informative

Guidelines

• Lead with the point: Don't make readers scroll to find out what's happening
• Know your audience: What do they care about? What do they already know?
• Be concise: Respect people's time — say what you need to say and stop
• Be honest: Don't spin bad news; be straightforward
• Call to action: Every communication should make clear what happens next
• Consider timing: When is the best time to send this?