How it works

• Quick, regular feedback. Every [cadence, e.g. fortnight] you'll receive a link from Teamgage via [email/SMS/MS Teams etc.]. It takes about 20 seconds to share how things are going in areas like [insert your focus areas, e.g. workload, communication, collaboration].
  
  
• Real-time team insights. Feedback is combined at team, department and organisation level. Leaders see their team's overall themes and suggested areas to focus on (never individual answers)
  
  
• Improvements you can see. Feedback is used to guide clear, practical improvements to work is experienced, things like [efficiency improvements and the level of support, guidance and communication you receive] — and you'll see what's changing as a result of your feedback through shared results, actions and progress updates.
  

How it works: Describe what employees will actually experience, in plain language. Be accurate about the cadence and time commitment — Teamgage Huddle is an ongoing rhythm, so setting that expectation honestly up front helps people build it into how they work. Name the real focus areas your teams will be asked about, and connect them to why they matter in your context.

About Teamgage and anonymity

So you can share open and honest feedback with confidence, all submissions go straight to Teamgage who act as a completely independent third party. No one at [organisation name] can access individual answers. We only receive aggregated results, and nothing is reported for groups smaller than [4] people. You can learn more about how Teamgage protects your anonymity here.

Anonymity: People read this section most closely, so every claim must be literally true under your Teamgage configuration. Confirm the minimum reporting group size and replace [4] with the actual number. Keep the provided Teamgage link — letting sceptics verify anonymity independently builds more trust than any wording can.

Also include the following paragraph only if you plan on using Teamgage Conversations to follow up on comments made.

Timeline and key information

[Insert launch timeline and any upcoming launch activities, e.g. leader briefings, training sessions, team introductions]. Your first submission link will arrive on [date]. You're welcome to take time out from your work to complete it during work hours.

Timeline & contact: Only send this email once your Teamgage setup is complete and you're confident of your launch date — announcing a date you then move erodes trust before the first submission. The named contact should be briefed on the anonymity setup and able to answer "can my manager see my answers?" confidently and accurately.

Thanks for taking part. We look forward to using your feedback to make work better for everyone at [organisation name].

[Name]
[Title]

Send this from a named senior leader — CEO, Managing Director, or equivalent — from their own mailbox, not a generic HR or comms address. Visible leadership sponsorship signals the organisation genuinely wants ongoing feedback and is prepared to act on it. If the CEO can't send it, the most senior operational leader for the group being launched is the next best option.

Additional Tips

Video recording: If possible, we also recommend the leader records a short (60–90 second) video saying the same things — and that survey intent and details are communicated through multiple channels. This lifts participation, particularly in dispersed or frontline workforces.

Timing: Send this email 1-2 weeks before the first submission window opens. Any earlier and it's forgotten; any later and rumours fill the gap. Brief managers before this email lands so they can answer questions consistently rather than speculate.

Sustaining participation: Ongoing participation is driven by the loop: submit → see results → see action. Plan a short reminder or high-level results-highlights communication after the first cycle closes.

Pre-send checklist

☐ Platform setup complete and launch date confirmed before sending
☐ Sender is a named senior leader, sending from their own address
☐ Leaders briefed and trained before employees receive their first link
☐ Cadence, completion time and delivery channel confirmed with Teamgage
☐ Focus areas named accurately in the email
☐ Minimum reporting group size confirmed with Teamgage and stated accurately
☐ Decision made on Teamgage Conversations — paragraph included or removed, and responders briefed
☐ Named contact briefed and able to answer anonymity questions
☐ Results conversation scheduled for the first cycle
☐ Plan in place for staff without email access
☐ All 💡 guidance notes and this checklist deleted before sending