At the time we’re publishing this article, the United States general election is less than a week away and we know everyone - especially People Ops leaders - is feeling the pressure. We’ve seen countless messages in Slack groups and email the past few weeks asking some variation of “how should I plan to manage the election news in our workplace?”
Everyone is looking for guidance on how to maintain a peaceful workplace and provide the best workplace for employees during this time.
Well, today we’re going to make your life a bit easier. We’ve gathered 3 email templates you can use to communicate expectations clearly with employees before, during, and after Election Day. These templates can be edited to include your own policies and relevant information! If you don’t already have policies in place, check out our new Politics at Work toolkit for a full guide to navigating the election season and beyond.
Let’s get into it.
Template 1: Pre-Election Day Email: Encourage Participation and Share Voting Resources
The first template we’re sharing is an email to send out ahead of the election. This covers everything from the company’s policy on time-off for voting, how to request time off and/or inform managers of voting plans, plus relevant mental health and voter resources.
Here is an example from Marcie Chavez (shared with permission!) that serves as a great template for your own email communications:
👋🏻 Hey Team!
With the November election coming up, I just wanted to drop a reminder about your voting rights and encourage everyone to plan ahead, whether you're voting early, using an absentee ballot, or heading to the polls on Election Day, Tuesday, November 5. 🗳️
Here's a quick rundown of our Voting Leave policy:
Most of us work schedules that should allow time to vote either before or after work, or even during a lunch break. However, if your work schedule prevents you from voting, you can request up to [2 hours] of paid time off to vote. ⌛️
Make sure to submit your request at least [2 days] before Election Day! 📆
We'll work with you to schedule the time, generally at the beginning or end of your shift. 🕐
Got questions? 🤔 Feel free to reach out to [point person] for help!
✨ Also, I know that elections can bring up a lot of emotions and stress, so don't forget to take care of your mental health. You can check out [our partner's hub] for free support sessions on topics like:
"Navigating relationships & politics: communicating in tough times"
"Processing Stressful World Events"
"Coping in times of Political Uncertainty"
If you have any questions or concerns around voting please reach out.
Best regards,
[Your Name / People Operations Team]
If you do not have a remote workforce and your team is centralized to a location, it might also be helpful to include links on where to find voting locations within your state.
Template 2: Election Day Email: Reinforcing Workplace Policies and Support
Next up - the all-important Election Day Email. This communication plays a key role in setting the tone as election news unfolds. Some employees will be glued to updates, discussing early results, or even streaming the news in the office. Others will prefer to avoid election talk altogether.
Every employee will have different preferences for how (or if) they engage with election conversations. A thoughtfully worded email outlining expectations for respectful behavior can make a world of difference in maintaining a positive workplace environment.
But let’s be real—emails alone won’t cut it. Even the clearest message will fall flat if it’s not backed by leadership and managers. Before sending this out, ensure your leadership team is aligned and ready to model and reinforce these expectations across the organization.
Good Morning Team,
Today is Election Day, and we want to make sure you have the time and support needed to cast your vote and manage the day ahead smoothly.
Time-Off and Flexible Hours for Voting
We encourage all employees to participate in the election. If your schedule makes it difficult to get to the polls, please connect with your manager—up to [2 hours] of paid time off is available to make sure everyone has the opportunity to vote.
Guidelines for Respectful Dialogue
We recognize that elections can spark important discussions, but we also want to maintain a respectful and focused work environment. Here are a few reminders:
Respect Diverse Opinions & Avoid Coercion: Express your views respectfully and listen to others with an open mind. Use phrases like "I understand your perspective, though I see it differently” when speaking with a coworker who holds a different belief than your own.
Keep Discussions Professional & Use Designated Spaces: Political discussions should be conducted in a manner that maintains professionalism and does not disrupt work. Avoid engaging in political discussions during meetings or client calls.
Respect Personal Boundaries: Be mindful of colleagues who may prefer not to engage in political discussions. If someone indicates they are uncomfortable, respectfully end the discussion.
Report Concerns: If you experience or witness any behavior that violates this policy, report it to HR or your manager promptly. All reports will be handled confidentially and investigated thoroughly.
Take Care of Yourself Today
We understand that Election Day can bring on extra stress and emotions. If you need a break to recharge, step away, or take a walk, feel free to do so.
[NOTE: We also highly recommend including specific mental health resources your company currently provides as additional resources!]
Thank you for your attention and participation today. If you have any questions or need support, we’re here to help.
Best regards,
[Your Name / People Operations Team]
Template 3: Post-Election Day Email: Acknowledging Results and Promoting Unity
Lastly, be prepared to send out an email following the election to recognize the results and set the tone moving forward. As we discussed for the Election Day Email, this type of communication let’s employees know what is expected of them during this time and absolutely must be followed up with leadership and manager behaviors.
Hello Team,
Now that Election Day has passed, we recognize that everyone may have different reactions to the results. Whether or not the outcome aligns with your expectations, it’s natural to feel a range of emotions—relief, frustration, joy, or uncertainty.
As we move forward together, we ask that you be kind and respectful to coworkers who may hold different views. It’s more important than ever to support one another, even if we don’t always see things the same way.
Support Resources Available
We care about your well-being and want to remind you about the following resources available to all employees:
[RESOURCE 1]
[RESOURCE 2]
Please take care of yourself and utilize these resources whenever needed. Again, if you need a break to recharge, step away, or take a walk, feel free to do so.
Commitment to Our Values
Regardless of personal beliefs or political views, our core company values unite us and guide how we work together. These values—[e.g., Integrity, Collaboration, Innovation]—serve as our foundation - during difficult and joyous times.
Let’s focus on what brings us together and continue supporting one another as we move forward. Thank you for your dedication and professionalism, today and every day. If you have any questions or need additional support, please don’t hesitate to reach out.
Best,
[Your Name / People Operations Team]
Wrapping Up
While it’s no easy task, maintaining proactive, thoughtful communication during election season helps not only your team, but every team across the company, create a supportive and respectful workplace environment.
We hope the templates provided her for pre-election, Election Day, and post-election emails allow leaders to set expectations, promote employee well-being, and encourage participation. And, as we discussed, these expectations must be backed with action from the leadership team and managers!
Please adapt these templates to fit your organization’s specific policies and culture as needed.
The whole team at Want to Work There is cheering you on!
