Internal Comms: Rollout — email campaign

Modified on Wed, 18 Feb at 4:58 PM

This is a ready-to-use internal email campaign for rolling out Policy Passport to employees.

Purpose: make adoption easy and consistent by explaining

what Policy Passport is,
why it matters, and
what employees need to do, without creating noise, anxiety, or “policy theatre”.

This will be useful if you need to:

launch Policy Passport to a new audience (or relaunch after a refresh),
drive early login and repeat use,
improve policy acknowledgement/attestation completion, and
reduce “where do I find the latest policy?” confusion across teams and sites.

What you get below is short sequence of emails you can send as-is (or lightly tailor) that:

sets a clear “source of truth” for policies,
gives employees a practical reason to log in,
explains what “acknowledgement” means (and what it doesn’t mean),
points employees to the right place for questions or clarifications.

Email 1: One trusted place, less confusion.

Subject: A simpler way to find and acknowledge company policies

We’ve introduced Policy Passport as the official place to access company policies.

This means:

You don’t have to wonder whether you’re reading the latest version
Policies relevant to your role are clearly signposted
When acknowledgement is required, it’s done in one consistent way

You don’t need to do anything today. More guidance will follow.

CTA: Access Policy Passport here: [link]

Email 2: Tie usage to real work moments.

Subject: When should you use Policy Passport?

You should use Policy Passportwhen:

A policy affects your role or day-to-day decisions
You’re unsure what the company’s position is on a specific issue
You receive a request to read and acknowledge a policy

If a policy is important for your role, you’ll be notified directly and guided through what’s required.

CTA: Access Policy Passport here: [link]

Email 3: Remove ambiguity and anxiety.

Subject: What’s expected when you receive a policy notification

When you’re notified about a policy in Policy Passport, we ask that you:

Read the policy that applies to your role
Acknowledge it once you’re comfortable you understand what’s expected
Raise questions if anything is unclear: guidance is always available

Acknowledging a policy confirms you’ve received and understood it. It doesn’t replace good judgement or conversations with your manager.

Questions or unsure where to find something? Contact [internal support / compliance contact].

CTA 2: Access Policy Passport here: [link]