Organization-Wide Announcement Emails
Overview
Once your captains are in place (or at least committed), announce the challenge to everyone. This is your big moment — make it count, but keep it simple. Send 4–6 weeks before the race starts.
Include: what it is, when it starts, a registration link, one image, and social proof. Exclude: platform tutorials, feature lists, multiple CTAs, prize details.
Base Template
To: All staff
Subject: [X] teams already registered — join our virtual wellness challenge
Hi everyone,
We’re excited to announce [Challenge Name], a [X]-week virtual wellness challenge running [dates].
Log any activity — running, walking, cycling, yoga, gardening, dancing — and watch your team progress across a virtual route. Compete on leaderboards, earn digital badges, and cheer each other on in the live activity feed.
[X] teams are already registered. Join or create a team here: [link]
Everyone is welcome. Every activity counts.
Best,
[Your name]
First-Time Race (No Social Proof Yet)
To: All staff
Subject: Introducing [Challenge Name] — a [X]-week virtual wellness challenge
Hi everyone,
We’re trying something new — [Challenge Name], a [X]-week virtual wellness challenge running [dates].
Here’s how it works: log any activity you already do — walking, running, cycling, yoga, gardening, even dancing — and your team moves together across a virtual route. There are leaderboards, digital badges, and a live activity feed where you can cheer each other on.
No special equipment needed. No minimum fitness level. If you move, it counts.
Sign up here: [link]
Questions? Reply to this email or reach out to [contact name].
Best,
[Your name]
Slack / Teams Message
Channel: #general, #wellness, or the most active company channel
Tone: Casual, brief, friendly
Hey team! We’re kicking off [Challenge Name] — a [X]-week virtual wellness challenge starting [date].
Log any activity (yes, walking your dog counts), compete with your team on a virtual route, and earn badges along the way.
[X] people are already signed up. Join here: [link]
Subject Line Examples
Pick one. Keep it under 50 characters if possible.
- “Join [X] colleagues in our virtual wellness challenge”
- “[Department] already has a team — where’s yours?”
- “[X]-week challenge starts [date]. Are you in?”
- “Our first virtual wellness challenge starts [date]”
- “[X] teams and counting — join [Challenge Name]”
- “Walk, run, yoga — it all counts. Join the challenge.”
Tips
What to Include
- What it is (a virtual wellness challenge — X weeks, any activity counts)
- When it starts
- A direct link to register
- One compelling image (sample bib, route map, or event banner)
- Social proof if you have it (“12 teams already registered!”)
What NOT to Include
- A detailed explanation of how the platform works
- A long list of features
- Multiple calls to action
- Prizes or incentive details (save for later)
- One link, one ask. Don’t split attention across multiple CTAs.
- Emphasize inclusivity. List diverse activities (yoga, gardening, dancing) to show it’s not just for runners.
- Keep it under 150 words. People skim — the shorter your announcement, the more people read it.
Contact support if you have questions.