Article
12 minutes
How to Write a Mandatory Training Announcement Email (+ Examples and Template)
Global HR
Author
Lorelei Trisca
Published
July 16, 2024
Last Update
August 12, 2024
Table of Contents
Essential elements for your training invitation emails
5 Mandatory training announcement email examples
Mandatory training announcement email template
Tips for communicating mandatory training to your employees
Ensure engaging learning experiences with Deel Engage
Key takeaways
- Announcements of new employee training sessions via email ensure that employees are informed, engaged, and prepared to participate.
- Key elements like a clear subject line, concise content, and specific details make training announcement emails effective and engaging.
A well-crafted training announcement email can significantly boost employee attendance and engagement, leading to better training outcomes.
This comprehensive guide covers the various aspects of announcing mandatory training through email, such as:
- How to craft an impactful, succinct message
- Five training announcement email samples
- Training email templates so you can draft your email today
Essential elements for your training invitation emails
A great email provides employees with an understanding of the training’s objectives, timeline, and requirements.
Here are some must-have elements for your training announcement email, along with examples to help you incorporate them.
A self-explanatory email subject line
Use a clear and attention-grabbing subject line to communicate the importance of the training and the email’s purpose. There is no need to sound smart here—saying something generic like “urgent” would be a waste of space.
Example: “Boost Your Skills: Mandatory Cybersecurity Training on June 10th”
A to-the-point introduction
Begin the email with a brief and engaging introduction that explains the purpose and necessity of the training.
Example: “In a digital world, the security of our company’s information and systems is paramount. To equip our team to combat threats, we’re conducting a mandatory cybersecurity training session.”
Training details
Clearly outline the training topic, date, time, location (or online platform), and duration.
Example: “The Cybersecurity Awareness Training will take place on June 10th from 2 PM to 5 PM in the main conference room. The session will last approximately 3 hours.”
Mandatory notice
Clearly state that the training is mandatory for all employees (or a specific group, if applicable).
Example: “Attendance at the Cybersecurity Awareness Training is mandatory for all employees. It is crucial for the ongoing protection of our organization’s digital assets.”
Call to action with registration information
If relevant, tell your employees how to register for the training. Include deadlines and any relevant contact information.
Example call to action: “To register for the training, please complete the online form by May 30th. If you have any issues with registration, please contact Jane Smith at jsmith@example.com.”
Expectations and benefits
Explain the expected outcomes of the training and how it will benefit employees and the company.
Example: “By participating in this training, you’ll gain skills to protect our digital assets. You’ll also contribute to the security of our systems and stay updated with the latest cybersecurity best practices.”
Additional resources
Include materials such as pre-training resources or required reading to prepare employees.
Example: “Please review the attached ‘Cybersecurity Basics’ document to educate yourself on some core concepts we will cover.”
Contact information
Offer contact information so employees can ask questions or express concerns about the training.
Example: “If you have any questions or concerns about the training, please don’t hesitate to reach out to our Training Coordinator, John Doe, at jdoe@example.com or extension 5678.”
Tip: Before sending the email, proofread the text carefully for spelling or grammatical errors. Also, ensure included links (e.g., registration forms or pre-training resources) are functional and direct the recipient to the correct destination.
Learning Management
5 Mandatory training announcement email examples
Example 1: Data Protection training
Subject line: Secure Our Future: Mandatory Data Protection Training Course on September 10th
Dear [Employee's First Name],
The amount of data we process has increased. Ensuring compliance with data protection regulations has become a top priority for our organization. We are conducting data protection training to help all employees learn data protection practices.
Training details:
Topic: Data Protection Best Practices and Compliance
Date: September 10th
Time: 9 AM - 12 PM
Location: Company Conference Room (or via our online platform for remote employees)
Duration: 3 hours
Registration: Please register for the training session by completing the online form by September 1st. If you encounter any issues during registration, contact Jane Doe at janedoe@example.com.
The training will cover key aspects of data protection, such as:
- Identifying sensitive data.
- Understanding the principles of data minimization.
- Implementing secure data handling practices.
- Staying compliant with applicable regulations (e.g., GDPR, CCPA).
Attending this in-person training session will help maintain the trust of our clients and partners.
Please review the attached document: “Introduction to Data Protection Regulations,” to study the frameworks we will discuss. If you have any questions or concerns, please contact our Training Coordinator, John Smith, at johnsmith@example.com.
We look forward to your participation in this critical training session!
Best regards,
[Your Name]
[Your Title]
Example 2: Diversity and Inclusion training
Subject line: Cultivate an Inclusive Workplace: Mandatory Diversity and Inclusion Training on October 5th
Dear [Employee's First Name],
A diverse and inclusive workplace is essential for fostering innovation, creativity, and a sense of belonging among our team. To help build and sustain such an environment at [Company Name], we conduct a mandatory Diversity and Inclusion Training session for all employees.
Training details:
Topic: Understanding and Addressing Unconscious Bias
Date: October 5th
Time: 1 PM - 4 PM
Location: Main conference room (or via our online platform for remote employees)
Duration: 3 hours
Registration: All employees are already registered. If you cannot attend, please contact our Training Coordinator, John Smith, at johnsmith@example.com to find a solution.
This training session will explore topics like:
- Recognizing and confronting unconscious biases
- Understanding microaggressions
- Allyship in the workplace
This workshop aims to foster an inclusive workplace where everyone’s perspectives are valued.
Please take a moment to review the attached document, “Unconscious Bias and Its Impact on the Workplace,” to better understand the core concepts that will be explored during the training. If you have any questions or concerns, feel free to reach out to our Training Coordinator, John Smith, at johnsmith@example.com. We look forward to your active participation in creating a more inclusive workplace!
Best regards,
[Your Name]
[Your Title]
Example 3: Product training
Subject line: Master Our Latest Product: Mandatory Product Training on November 8th
Dear team,
We are excited to announce the launch of our new [Product Name]. To ensure a successful rollout, all employees must have a comprehensive understanding of the product’s features, benefits, and use cases. To that end, we are conducting a mandatory Product Training session for all employees.
This training is an excellent opportunity for all of us to bolster our product knowledge, improve customer interactions, and drive our business success.
Training details:
Topic: [Product Name] Training
Where and when: The training will occur virtually over three days from June 1 to June 3, from 10 AM to 1 PM daily. Our product experts will conduct it. They will guide us through interactive modules, hands-on activities, and engaging discussions.
Training content: Here’s what we’ll cover:
- In-depth understanding of product features and benefits, advantages over competitors, target audience, and key use cases.
- Techniques to effectively communicate product value to our customers.
- Strategies to troubleshoot common customer questions.
Goals: Our goal with this training is to foster a comprehensive understanding of our products and equip you with the tools necessary to convey their unique benefits to our customers compellingly and confidently.
Please mark these dates in your calendar. We’ll share more details, including the meeting links and agenda, closer to the date.
Remember, this training is mandatory as it plays a crucial role in our company’s success and your personal growth within the organization. However, we’re certain you’ll find it valuable, engaging, and worth your time.
If you cannot attend, please contact our Training Coordinator, John Smith, at johnsmith@example.com.
We look forward to your participation in this exciting product training session!
Best regards,
[Your Name]
[Your Title]
Example 4: Role-focused training (Negotiation Course for Sales Representatives)
Subject line: Enhance Your Negotiation Skills: Mandatory Sales Negotiation Training on Deel Engage Dear [Sales team,
As a Sales Representative, honing your negotiation skills is essential for closing deals and driving revenue. To support your professional growth and enhance your abilities, we have organized a mandatory Sales Negotiation Training session specifically for our sales team.
This course is not just a requirement—it’s an opportunity to amplify your sales effectiveness and navigate negotiations confidently and skillfully.
Training details:
Topic: Advanced Negotiation Techniques for Sales Professionals
Where: The course will be hosted on our employee enablement platform, Deel Engage, allowing you to learn at your own pace and convenience.
When: The course begins on June 10th and concludes on June 30th. During this time, you’ll be able to access insightful modules, interactive exercises, and practical examples that will hone your negotiation skills.
Training content: This training session will focus on:
- Understanding and mastering advanced negotiation strategies, such as building rapport, active listening, handling objections, and creating win-win solutions.
- Developing a persuasive communication style.
- Mastering techniques to handle objections and pushbacks.
- Learning how to create win-win outcomes for both the client and our organization.
By participating in this training, you will be able to confidently navigate complex sales situations and secure better outcomes for our company and clients.
To access the course, log into Deel Engage on June 10th. The Negotiation Course is accessible under your home dashboard's “Learning” tab. Please prioritize this course over the allotted time. We’ll also send you an email notification when assigning the course.
We’re excited to embark on this journey with you and can’t wait to see how you’ll leverage these negotiation skills to reach new heights in your sales career.
_Best regards,_
[Your Name]
[Your Title]
Example 5: Mandatory Harassment Training Announcement Email
Subject line: Join us for a mandatory Harassment Training: Workshop & Deel Engage training journey
Dear [team],
At [Company Name], we are committed to maintaining a respectful and inclusive work environment free from any form of harassment. As part of our ongoing efforts to uphold this commitment, we are organizing a mandatory Harassment Prevention Training session for all employees. This comprehensive program consists of an initial workshop, followed by an engaging training journey on our employee enablement platform, Deel Engage.
Training details:
Topic: Preventing and Addressing Workplace Harassment
Workshop date: The live workshop will be held virtually on June 15th, from 10 AM to 12 PM. Our HR team and an expert guest speaker will provide an in-depth understanding of what constitutes harassment, its impact on individuals and teams, and how to prevent it in our workplace. This session is the first step towards ensuring everyone feels valued, respected, and secure at work. (For those who cannot attend this session, the L&D team will add the recording to a Deel Engage journey).
Deel Engage journey: Following the workshop, we’ll continue our learning journey on Deel Engage. Starting from June 16th, you will find a dedicated training module that reinforces the main concepts from the workshop. Expect engaging content, quizzes for self-assessment, and other resources to solidify your understanding.
Role-playing exercise: We’ll conclude the training journey with an interactive role-play exercise. Each of you will be automatically paired with colleagues to form small groups. Your task will be to discuss a hypothetical situation, develop a course of action, and present it. Each group will receive a dedicated Slack channel to facilitate your discussions and complete the assignment.
This training will cover essential topics such as:
- Identifying different types of harassment.
- Understanding the impact of harassment on individuals and the workplace.
- Understanding reporting procedures.
- The steps to prevent and address harassment.
By attending this session, you will be critical in fostering a safe, respectful, and inclusive work environment for all employees.
We appreciate your dedication to promoting a harassment-free workplace and look forward to your participation in this important training session.
Best regards,
[Your Name]
[Your Title]
Mandatory training announcement email template
To assist you in creating an engaging announcement, we have developed a comprehensive template that you can customize to align with the specific requirements of your training courses.
Use this template as a foundation for your announcement.
Subject line: Announcement: Mandatory Training Session – [Training topic]
Dear [Employee's First Name]/ team,
As part of our ongoing commitment to fostering a culture of growth and development, we are thrilled to announce a mandatory training session on [Training Topic]. This training aims to enhance your skills and empower you to excel in your role at [Company Name].
The training will cover:
- Key point 1
- Key point 2
- Key point 3
Training details:
Topic: [Training topic]
Date: [Date]
Time: [Start time] - [End time]_
Location: [Location or virtual training platform]
Duration: [Duration]
Please mark your calendars for this important event. Further details, including the [virtual meeting link/location], will be shared closer to the date.
We understand that everyone has a busy schedule. However, this training is mandatory because it plays a significant role in our [company’s objectives/professional development/team cohesion/etc.]. We trust you will find the session valuable, informative, and well worth your time.
[Training topic] is crucial for our organization’s success, as it [briefly explains the importance of the topic]. In addition, by participating in this training, you will gain valuable knowledge and skills to [list some benefits and expected outcomes for employees].
If you have any questions or concerns, feel free to contact our Training Coordinator, [Coordinator name], at [Coordinator email].
Best regards,
[Your name]
[Your title]
[Company name]
Tips for communicating mandatory training to your employees
Highlight the benefits
Emphasize how the training will:
- Benefit employees in their roles
- Help them develop new skills
- Contribute to the company’s success.
One of the perks of working in an organization with a strong learning culture is getting to upskill yourself on company time. Your training invitation should highlight this benefit.
Example: “By attending the Customer Service Excellence training, you’ll improve your:
- Improve your communication skills
- Resolve customer issues easily
- Be better positioned for future growth within the company.”
Use clear language
Write in a clear and concise manner, using simple language that is easy for all employees to understand.
Example: “The training will focus on practical techniques you can apply in your daily customer interactions.”
Be inclusive
Address all employees or the specific target audience respectfully and inclusively.
Example: “We appreciate each team member's diverse perspectives. We’re confident this training will be valuable for everyone, regardless of your current skill level.”
Use a friendly tone
While the training may be mandatory, a friendly tone in your email can make employees more receptive to the information. Again, working professionals don’t love “having to do something” or, as we’ve discussed, the word mandatory.
Example: “We understand everyone has busy schedules, but investing this time in your development will be worth the effort. We’re looking forward to a productive and enjoyable training session!”
Personalize the email
Personalization makes a great email. If possible, address every employee by name instead of a generic greeting.
Example: “Dear [Employee’s First Name], we’re excited to announce a mandatory training session designed to help you excel in your role.”
Addressing every employee by name is not always possible. In that case, try segmenting your email list by department.
Ensure engaging learning experiences with Deel Engage
With Deel Engage’s AI-powered LMS, you can run engaging mandatory training programs with:
- Social and cooperative learning: Encourage group work, collaboration, and dynamic learning cohorts, fostering a sense of camaraderie
- Multimedia content: Enrich training journeys with embedded multimedia
- Customizable quizzes: Assess knowledge retention and progress using quizzes with adjustable pass rates and multiple-choice questions
- Seamless communication: Benefit from notifications and integrations with Slack and MS Office for efficient coordination
- Learner feedback: Collect insights into learner satisfaction through integrated surveys
- Self-directed learning: Empower employees to take control of their development by enrolling in courses that cater to their individual needs
But Deel Engage is more than a training solution. Our talent management system bridges the gaps between performance feedback, development plans, and training.
Get in touch with our HR consultants to learn more.
FAQs
How far in advance should I announce mandatory training?
We recommend announcing mandatory training at least 2-4 weeks in advance, giving employees ample time to prepare and make necessary arrangements.
How can I encourage employees to engage with the training content?
Use a variety of engaging learning techniques, such as:
- Interactive activities
- Group discussions
- Real-life examples to make the content more relatable and enjoyable for employees.
Additionally, create a safe and open environment where employees feel comfortable asking questions and sharing their thoughts.
How can I measure the effectiveness of mandatory training?
Measure the effectiveness of your training by tracking employee attendance, administering pre- and post-training assessments, collecting feedback through surveys, and monitoring any changes in employees’ behavior or performance related to the training topics.
How can I create a positive training experience for employees?
Create a positive training experience by:
- Incorporating gamification elements to make learning fun and engaging
- Recognizing and celebrating employees’ achievements during and after the training
- Providing opportunities for hands-on practice and application of skills
- Encouraging peer-to-peer learning and collaboration among employees
How can I ensure continuous learning beyond the mandatory training?
Encourage continuous learning by:
- Providing ongoing opportunities for professional development, such as webinars, workshops, or online courses
- Offering access to learning resources, books, or online platforms for self-paced learning
- Promoting a learning culture within the organization by fostering knowledge sharing and encouraging employees to pursue growth opportunities
About the author
Lorelei Trisca is a content marketing manager passionate about everything AI and the future of work. She is always on the hunt for the latest HR trends, fresh statistics, and academic and real-life best practices. She aims to spread the word about creating better employee experiences and helping others grow in their careers.
