Guide
How to write an internal announcement with ChatGPT or Claude
ChatGPT or Claude can write an internal announcement people act on if you put the bottom line first. Give it what changes, the date, what each group has to do by when, the reason and who answers questions, and ask for the change, the date and the action in the first two sentences. Then two to five bullets on what's different, one or two on what stays the same, the real reason in three sentences or fewer, and one named person to ask. Real dates, never "soon", and anything you didn't give it is marked for you to confirm.
Short answer
- Bottom line first: change, date, action.
- What changes, what doesn't.
- Each group: a verb-first action with a date.
- One named person for questions.
The brief to copy
Change announcement brief
"Write an announcement of this change for [audience], as [an email of about 200 words / a Slack post of 3 to 8 lines].
The first 2 sentences: what changes, from when, and what the reader must do (or "No action needed"). The subject or bold first line names the change and the date. Then 2 to 5 bullets of what's different, and 1 to 2 of what stays the same where people will worry. The reason in 1 to 3 plain sentences. Every date as a date. If groups do different things, a line per group starting with a verb and ending with a date. One named person, and the channel, for questions.
Use only the facts below; mark anything missing [confirm]. If it touches pay, roles or working hours, add [check: local law / HR].
The facts: [paste]"
A worked example
Illustration: a made-up business. A 60-person engineering consultancy moves its office file server to Google Drive. The facts: Drive from 1 December; the server goes read-only on 27 November; team leads move their team's folders by 26 November; folder names and who can open what stay the same; the reason is a seven-year-old server that can't be reached from home; questions go to Kenji in IT or #it-help, with a drop-in session on 24 November at 4 pm. The email:
Files move to Google Drive on 1 December
From 1 December, save your work files in Google Drive instead of the office server. Team leads: move your team's folders by 26 November; everyone else, no action until then.
What changes: files live in Drive, so you can open them from home too. The server becomes read-only on 27 November.
What stays the same: folder names, and who can open what.
Why: the server is seven years old and can't be reached from home.
Questions: Kenji in IT, or #it-help. Drop-in session: 24 November, 4 pm, meeting room 2.
The first draft said "the old server will be retired soon". The AI marked "retire" [confirm], because no switch-off date was in the facts, and Kenji added it to the next announcement instead.
What stays with you
- Settle the dates and owners before anyone writes.
- Check every date against the plan; one wrong date undoes the email.
- Tell people directly first when a change affects their pay, role or hours.
- Name one person who will actually answer.
- Send a reminder the day before the deadline, in the same format.
Next step: a project for operations
Announcements, how-tos and checklists all draw on the same facts about your tools and teams. A Claude project for operations work keeps those facts in one place, so every announcement starts from them.
Skills for this
- Operations and adminInternal change announcementWrites an internal email or Slack post for a change: bottom line up front, what changes, why, when, who it affects, what to do, and where to ask.
- Operations and adminMeeting agenda (or cancel it)Builds an agenda from a goal and attendees: one outcome, timed questions with owner and type (decide, discuss, inform), pre-reads, or a recommendation to cancel.
- Operations and adminSOP from an explanation or recordingTurns an explanation or screen-recording transcript into an SOP with a trigger, roles, exact-label steps, decision points, checks, and an owner.
- Operations and adminDecision record (decision log entry)Records a decision as a short log entry: the decision, context, options considered, why, who decided, the date, status, and a revisit trigger.
Questions
Can AI write an internal announcement?
Yes, from the facts you give it: what changes, the date, who has to do what by when, the reason, and who answers questions. Ask for the bottom line in the first two sentences and real dates instead of "soon". It should mark anything you didn't give it for you to confirm, not fill it in.
How do you write a change announcement people actually read?
Put the change, the date and what the reader must do in the first two sentences: Nielsen Norman Group's inverted-pyramid advice is to start with the most important information. Then list what changes and what doesn't, give the reason in a few plain sentences, and give each affected group its own dated action.
How long should an internal announcement be?
Short enough to act on from a phone. The internal-announcement skill's defaults are an email of about 200 words plus a link to the full detail, or a Slack post with a bold first line and three to eight short lines. Changes to pay, roles or working hours are told to the people affected first, by their manager.
AI skill
Have your AI announce a change so people understand it
Put this skill in AI Skill Pod and everyone on your team gets it in their Claude, Cursor or ChatGPT (Pro, Business, Enterprise): one invite link, free to start. Internal change announcement has your AI write a change announcement people act on: the change, the date and the action in the first two sentences, what changes and what stays the same, the real reason in three sentences or fewer, a dated, verb-first action for each group, and one named person for questions.
14 days free · No card needed
Sources
- Nielsen Norman Group: Inverted pyramid — start with the most important piece of information so readers get the main point, however much they read (read 2026-11-05)
- Prosci: The ADKAR model — change in five elements, starting with awareness: Awareness, Desire, Knowledge, Ability, Reinforcement (read 2026-11-05)