Every company operates an internal communication system. Communication is very important whether it’s a big multinational or a small start-up. Management always stresses maintaining communication with the employees to ensure a better workflow. Companies distribute important announcements, bonuses, holidays, PTO updates, and more via their mode of communication. Many companies have intricately designed newsletters as well. These newsletters and employee emails are distributed among employees on different regularities, weekly, bi-weekly, monthly, etc.
Paid Time Off (PTO) is a crucial part of an employee’s work-life balance, and clear communication about it is essential. Companies often use email to notify employees of their remaining PTO balance, remind them to use their accrued leave before it expires, or communicate policy changes. Email and newsletters can also highlight upcoming company-wide breaks or encourage staff to plan their vacations early, especially during peak seasons.
It is not enough to just design emails and newsletters for the employees. What is the use of all the effort if they never open it? Our mailboxes are often flooded with advertisements, junk mail, and such. People don’t check their emails every day unless they are required to. That’s why ensuring emails regarding sensitive and valuable topics like PTO are sent at the right time is essential to increase the chances of them being read. Companies should find out the best time to send emails to their employees if they want them to actually read the emails, and act on them, such as requesting time off or reviewing policy changes.
The Best Day to Send Emails
Monday
Monday is probably top of the list for being the worst day to send emails. People just start to get back to work after the weekend. They are in no rush to scan through their emails on the first day of the working days. People often like to laze around on the weekends. So, they are not so happy when Monday rolls around, and they have to jump back into a hectic routine.
Many newsletters and weekly emails are scheduled to be sent out on Mondays. If you decide to crowd the mailbox further with work emails, there is a high chance of the emails not being opened.
Tuesday to Thursday
After Monday, employees are in a groove with their tasks. Their productivity is at its most during this time. Employees are likely to check their mailbox for new emails between their work. From Tuesday to Thursday, you can send out emails on any day with the expectation of having them opened.
Friday
Friday is a hit-or-miss when it comes to sending employee emails. The chances of employees actually checking their mailbox on this day is 50-50. There are two sets of employees- one who likes to get everything wrapped up before the weekend so they can start fresh next week. They are the ones who will check their emails on Friday and sort through them before their leisure weekends.
The other category of employees is those who just need the weekend to start. They do not care about what comes next week. These employees will just wrap up the tasks at hand and call it a day. They will not check their emails on a Friday for fear of having their weekend ruined.
If you miss out on sending an email on the peak days (Tuesday to Thursday), you can consider Friday since you have a 50% chance of the emails being opened.
Weekends
You might think weekends are a good time to send emails since people relax and have plenty of time on their hands. Maybe they will pop open the mailbox and dig through the mail in hopes of finding something worthwhile. The number of people who associate themselves with checking emails on the weekend is dangerously low.
Your employees will avoid anything work-related on weekends or on their days off if they can help with it. They will definitely not open a working mail on their day off. So avoid the weekends to send out emails if you wish for them to be opened.
The Best Time to Send Mails
Many people consider early mornings to be the best time for sending mail since employees might check their mailboxes before starting the day. But, how do you know your employee even has the time to check their emails in the morning? What if their alarm did not go off, and they were just rushing to get ready for work? They will not have the time to check their emails when looking for a fresh pair of socks.
A good time to send emails is from 10 AM to 12 PM. By this time, employees are at their workstations, and they are in full productivity mode. They will go through their emails between work and add any important announcements to their calendar.
Another decent time to send emails is in the afternoon, somewhere between 1 and 3 PM. Many employees have lunch breaks during this time. They will probably check their emails during lunch or after getting back from lunch.
Avoid sending emails during after-hours. Like with weekends, most employees will not even bother checking their emails after they call it a day.
Worth the Click
You can pick the best time to send out employee emails and still have them unopened if your emails are not worth reading. Your emails should catch your employees’ attention, so they are compelled to click on them. If they find your email uninteresting or think it will just waste their time, they will probably ignore it or just put it in the trash.
If it is an important announcement, make sure you mention it clearly in the subject. As for regular work emails or scheduled company emails, make them interesting. No one will open your emails unless they are intrigued enough.
Frequently Asked Questions (FAQs)
What is the best day of the week to send emails to employees?
The best days to send internal emails are Tuesday, Wednesday, and Thursday. These midweek days typically see higher engagement because employees are settled into their weekly routine. Mondays are often busy and overwhelming, while Fridays tend to be more relaxed, with many people mentally checking out for the weekend.
What time of day should I send emails to ensure high open rates?
Emails are most effective when sent between 10:00 AM and 12:00 PM, or 1:00 PM to 3:00 PM. These windows are ideal because employees are usually focused and actively working. Avoid sending emails very early in the morning, during lunch hours, or after 5:00 PM, when attention spans and productivity naturally decline.
Should I send emails to employees on weekends?
Sending emails on weekends is generally not recommended unless it’s urgent. Employees are less likely to engage with work-related communication during their personal time. Emails sent on weekends often get buried by Monday and go unnoticed. For best results, schedule important messages during business days.
Is it okay to send emails after working hours?
Unless the message is urgent, avoid sending emails after hours. Doing so can disrupt work-life balance and increase employee stress. Non-urgent emails should be scheduled for the next business morning. Respecting boundaries encourages a healthier, more productive workplace culture.
Why are Monday emails less effective?
Mondays are typically busy and stressful for employees. They’re catching up from the weekend, attending meetings, and prioritizing their to-do lists. As a result, emails sent on Mondays may be overlooked or delayed in being opened. It’s better to wait until midweek for higher engagement.
Are internal company newsletters still effective?
Yes, internal newsletters remain a powerful communication tool when thoughtfully crafted. To ensure effectiveness:
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Keep the content relevant and concise
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Use engaging visuals and headlines
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Include important updates, employee recognition, and interactive elements
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Send them at optimal times (mid-morning on Tuesday through Thursday)
When done right, newsletters can improve transparency, morale, and company culture.
How can I improve my internal email open rates?
Here are some key strategies:
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Craft compelling and specific subject lines
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Highlight the value of the email content right away
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Personalize the message where possible
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Use analytics to track open/click rates
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Experiment with A/B testing on subject lines and send times
Also, avoid overwhelming your employees with too many emails. Consistency and quality are more important than quantity.
Should I use scheduling tools for internal emails?
Yes, using email scheduling tools is highly recommended. These tools allow you to send emails at the most strategic times and automate campaigns. Some platforms also offer analytics, so you can test different days/times and optimize for better results.
How often should internal emails or newsletters be sent?
The ideal frequency depends on your goals and company culture. Weekly or bi-weekly newsletters tend to work well for most organizations. The key is consistency and content quality. Avoid sending emails too often, which can lead to fatigue, or too rarely, which may result in disengagement.
What types of content do employees find most engaging in emails?
To boost engagement, include:
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Company announcements and updates
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Recognition and employee spotlights
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Upcoming events or key dates
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Helpful resources or tips
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Visual content (infographics, short videos)
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Opportunities for feedback or interaction
Employees are more likely to read emails that are relevant, engaging, and concise.
Bottom Line
In this digital age, everyone is bombarded with emails, no matter their age or profession. You can find newsletters flooding a teenager’s mailbox because they browsed through some websites at one point. People are often lazy or unbothered to actually unsubscribe from unwanted emails. You need to ensure your emails will not be lost in the sea of unwanted junk. The key is to stay relevant to reach your target audience.
If you are confident about your email content and are still not being opened, you pick the wrong time to send them. You need the best time to send emails to employees if you want the emails to be received and opened.