英語でのお知らせメール｜変更・更新の伝え方

グローバルビジネスでは、システム変更、ポリシー更新、組織改編など、様々なお知らせを英語で発信する機会があります。適切な表現を使わないと、重要な情報が正しく伝わらなかったり、不必要な混乱を招いたりする可能性があります。

本記事では、英語でのお知らせメール（Announcement Email）の書き方と、場面別の実践的なテンプレートを紹介します。

お知らせメールの基本構成

効果的なお知らせメールには、明確な構成があります。

基本構造

1. Subject Line（件名）
   - 内容が一目でわかる簡潔な件名

2. Opening（導入）
   - お知らせの目的を明示

3. Main Content（本文）
   - 変更内容の詳細
   - 理由・背景

4. Impact（影響）
   - 読者への影響を説明

5. Action Required（対応依頼）
   - 必要なアクションを明示

6. Timeline（スケジュール）
   - いつから有効か

7. Closing（結び）
   - 質問先・サポート情報

件名の書き方

件名は開封率と理解度に直結します。

効果的な件名のポイント:

• タグ（[Action Required]等）で緊急度を示す
• 内容と日付を含める
• 50文字以内を目安に

導入部の書き方

お知らせメールの冒頭で、目的を明確に伝えます。

基本フレーズ

お知らせを伝える:

• We are writing to inform you that…
• I would like to announce that…
• Please be advised that…
• This email is to notify you of…

変更を伝える:

• We are pleased to announce some changes to…
• Effective [date], we will be implementing…
• Starting from [date], there will be changes to…

更新を伝える:

• We have updated our…
• Please note the following updates to…
• We would like to share some important updates regarding…

導入例

Dear Team,

I am writing to inform you of an important update
to our remote work policy, effective March 1, 2025.

Dear All,

Please be advised that our company-wide system
will undergo scheduled maintenance this weekend.

本文：変更内容の説明

変更の詳細を明確かつ簡潔に説明します。

変更内容を列挙する

The key changes include:

• Remote work will be allowed up to 3 days per week
  (previously 2 days)
• Core hours will be 10:00 AM - 3:00 PM
• All remote work must be pre-approved by your manager

比較形式で説明する

理由・背景を説明する

理由を述べる表現:

• This change is being made to…
• The purpose of this update is to…
• This decision was made in response to…
• Based on employee feedback, we have decided to…

例:

This change is being made to provide greater
flexibility while maintaining team collaboration.
Based on our recent employee survey, 78% of
respondents requested more remote work options.

影響の説明

変更が読者にどう影響するかを明確に伝えます。

影響を説明するフレーズ

ポジティブな影響:

• This will allow you to…
• You will benefit from…
• This change will enable…
• As a result, you will have access to…

注意が必要な影響:

• Please note that this may affect…
• You may experience…
• This will require you to…
• Be aware that…

影響の例文

What This Means for You:

• You will have more flexibility in choosing
  your work location
• Team meetings will be scheduled during core hours
• You will need to update your availability in
  the shared calendar

アクション依頼

読者に求める行動を明確に伝えます。

アクションを依頼するフレーズ

必須のアクション:

• Please [action] by [deadline].
• You are required to…
• Make sure to…
• It is mandatory that you…

推奨のアクション:

• We encourage you to…
• We recommend that you…
• Please consider…
• You may want to…

確認を求める:

• Please review and acknowledge…
• Kindly confirm your understanding by…
• Please reply to this email if you have any concerns.

アクション依頼の例

Action Required:

1. Review the updated policy document (attached)
2. Complete the acknowledgment form by January 31
3. Update your calendar with the new core hours

If you have any questions, please contact HR at
hr@company.com.

スケジュールの伝え方

いつから変更が有効になるかを明確に示します。

日程を伝えるフレーズ

• Effective [date]…
• Starting from [date]…
• This will take effect on [date].
• The changes will be implemented on [date].
• Please note the following timeline:

タイムライン形式

Timeline:

• January 15: Policy announcement (today)
• January 20-31: Q&A sessions
• February 1: New policy takes effect
• February 28: Grace period ends

場面別テンプレート

システムメンテナンスのお知らせ

Subject: [Action Required] Scheduled System Maintenance - Jan 20

Dear Team,

Please be advised that our company systems will
undergo scheduled maintenance on Saturday,
January 20, 2025.

Maintenance Window:
• Date: Saturday, January 20, 2025
• Time: 10:00 PM - 6:00 AM (JST)
• Duration: Approximately 8 hours

Affected Systems:
• Email (Outlook)
• File sharing (SharePoint)
• HR portal

What You Need to Do:
• Save all work before 10:00 PM on Friday
• Avoid accessing company systems during maintenance
• Report any issues after 6:00 AM on Sunday

We apologize for any inconvenience this may cause.
If you have urgent matters, please contact IT Support
at it-support@company.com.

Best regards,
IT Department

ポリシー変更のお知らせ

Subject: [Important] Updated Expense Policy - Effective Feb 1

Dear All,

I am writing to inform you of updates to our
expense reimbursement policy, effective
February 1, 2025.

Key Changes:

1. Meal Allowances
   • Domestic travel: ¥3,000/day → ¥3,500/day
   • International travel: $50/day → $60/day

2. Approval Requirements
   • Expenses under ¥10,000: No approval required
   • Expenses ¥10,000-¥50,000: Manager approval
   • Expenses over ¥50,000: Director approval

3. Submission Deadline
   • All expenses must be submitted within 30 days
     (previously 60 days)

Why This Change:
These updates reflect current market rates and
streamline the approval process based on
employee feedback.

Action Required:
• Review the full policy document (attached)
• Complete the policy acknowledgment form by Jan 31

Questions? Contact Finance at finance@company.com.

Thank you for your understanding.

Best regards,
Finance Department

組織変更のお知らせ

Subject: [Announcement] Organizational Changes - Marketing Department

Dear Team,

I am pleased to announce some exciting changes
to our Marketing Department structure, effective
March 1, 2025.

New Structure:

The Marketing Department will be reorganized
into three specialized teams:

1. Brand Marketing
   • Lead: Sarah Johnson
   • Focus: Brand strategy, creative campaigns

2. Digital Marketing
   • Lead: Mike Chen
   • Focus: SEO, paid advertising, analytics

3. Content Marketing
   • Lead: Yuki Tanaka
   • Focus: Blog, social media, video content

What This Means for You:
• Team assignments will be communicated by Feb 15
• Your reporting structure may change
• New team meetings will begin in March

Next Steps:
• Feb 10-14: One-on-one meetings with current managers
• Feb 15: Team assignment announcements
• Feb 20-28: Transition period
• Mar 1: New structure takes effect

I am confident these changes will strengthen our
marketing capabilities. Please feel free to reach
out if you have any questions.

Best regards,
[Name]
Chief Marketing Officer

新サービス・機能のお知らせ

Subject: [New] Introducing Our Employee Wellness Program

Dear Team,

We are excited to announce the launch of our
new Employee Wellness Program, starting April 1, 2025.

Program Highlights:

• Mental Health Support
  - Free counseling sessions (up to 6/year)
  - 24/7 mental health hotline

• Physical Wellness
  - Gym membership subsidy (up to ¥5,000/month)
  - Annual health check-up coverage

• Work-Life Balance
  - Flexible Fridays (end work at 3 PM)
  - Additional wellness days (2 days/year)

How to Enroll:
1. Visit the HR portal
2. Navigate to "Benefits" → "Wellness Program"
3. Complete the enrollment form by March 15

We believe a healthy workforce is a happy and
productive workforce. We hope you take full
advantage of these new benefits.

For questions, contact HR at wellness@company.com.

Best regards,
Human Resources

よくある表現集

緊急度を伝える

質問・サポートへの誘導

If you have any questions, please don't hesitate
to contact [name/department] at [email].

For further information, please visit [link].

Should you need any assistance, our team is
available at [contact].

結びの表現

• Thank you for your attention to this matter.
• We appreciate your understanding and cooperation.
• Thank you for your continued support.
• We look forward to your cooperation.

まとめ

効果的なお知らせメールを書くためのポイントをまとめます。

チェックリスト

□ 件名で内容と緊急度が伝わるか
□ 冒頭で目的を明確に述べているか
□ 変更内容が具体的に説明されているか
□ 読者への影響が明示されているか
□ 必要なアクションが明確か
□ 日程・期限が示されているか
□ 質問先・サポート情報があるか

効果的なお知らせメールの3原則

1. 明確さ（Clarity）: 何が、なぜ、いつ変わるかを明確に
2. 簡潔さ（Conciseness）: 要点を絞り、長すぎない
3. 行動可能性（Actionability）: 読者が何をすべきか明示

適切なお知らせメールは、組織のスムーズな運営に不可欠です。本記事のテンプレートと表現を活用して、効果的な英語のお知らせメールを作成してください。