Cybersecurity Coaching E-mail Template [5 Free, Downloadable Examples]

Minimizing information breaches, reinforcing compliance, boosting buyer confidence, and defending staff out and in of the workplace, cybersecurity coaching is among the most vital programs in your eLearning library. However it’s in all probability not considered by staff as probably the most thrilling.

So how do you interact learners in cybersecurity coaching and lift completion charges? Easy. You kick off your comms with a coaching announcement e-mail that has the tone, content material, and messaging good.

That will help you get it proper each time, we’ve designed a cybersecurity coaching e-mail template. Plus, a cybersecurity coaching reminder e-mail template to maintain coaching on monitor and entrance of thoughts.

However first, let’s take a look at a few of the practicalities that additionally have to be factored in.

What we’ll cowl:

Sending a cybersecurity coaching announcement e-mail

It pays to spend somewhat time early on scoping out the completely different components of your coaching invitation e-mail. From who sends it to when it’s despatched, every side is vital and works collectively to optimize affect. Misjudging one factor might have a unfavorable affect on the messaging as an entire.

So right here’s a fast snapshot of the 4 components to contemplate.

“Who”

Relying on the context, a couple of completely different folks in your group might legitimately ship a cybersecurity coaching e-mail. To find out who your sender needs to be, you might want to first take a look at the target market for the e-mail.

Cybersecurity is often necessary. And if the e-mail is being despatched to all workers as a part of a company-wide coaching program, the sender will often be your IT or Operations supervisor. Coming from them, the e-mail can have added credibility and authority. And elevate the significance of the actual sort of coaching.

That mentioned, this isn’t at all times the case. Typically cybersecurity coaching is delivered to smaller teams as a part of the onboarding course of. A cohort of latest staff gained’t be aware of any of your senior IT or Ops leaders. They might even be feeling nervous, and overwhelmed by assembly so many new folks.

An e-mail from a well-known face, your HR supervisor or L&D lead, for instance, supplies a gentler, extra private method on this occasion. Not solely that, however having one individual because the “voice” of the entire completely different onboarding coaching modules supplies continuity and consistency.

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“Why”

In relation to sending a coaching announcement e-mail, it’s not sufficient simply to supply a listing of logistics. You want to clarify why the coaching issues within the first place. That is notably true of cybersecurity, which lots of your staff may even see as a tick-box train.

Often obligatory, it’s a course that the majority instances must be accomplished not less than yearly—typically extra ceaselessly. Due to its repetitive nature, its significance can get diluted over time.

This e-mail presents the prospect to re-engage staff by bringing the aim of the coaching again to life. And for these staff who view cybersecurity as “too technical,” it’s a possibility to humanize the idea by demonstrating what a distinction it makes to people, groups, and the enterprise as an entire.

“What”

In fact, with out the important, sensible data, your cybersecurity coaching invitation e-mail gained’t be match for objective. So it wants to supply the means in addition to the motivation. With this in thoughts, ensure you verify off the entire following:

• title of the course/presentation
• any related deadlines
• particulars on how it is going to be delivered—face-to-face or on-line, for instance
• fundamental directions on how you can entry and full it (this data is especially related if the course is new or directed in the direction of new hires)
• if any preparation is required

Tip: Log follow-up questions obtained out of your e-mail recipients. If there’s one thing that’s being requested repeatedly, it might suggest that your e-mail template is both lacking very important data or isn’t clear sufficient. During which case, amend or tweak your e-mail template accordingly.

“When”

Typically ignored as unimportant, the timing of your e-mail is definitely a giant deal. And there are a selection of things to contemplate when figuring out your schedule.

For onboarding new hires, for instance, the e-mail ought to come out throughout your staff’ first weeks at work. If it’s a memo to staff about necessary coaching, there are more likely to be exhausting (presumably exterior) deadlines that have to be met. So work again from these to verify there’s sufficient lead-in time to make assembly them achievable.

Equally, if there’s an exterior audit developing, schedule the coaching and the invitation e-mail in order that the data is contemporary in staff’ minds when the audit takes place. If it’s face-to-face or stay digital coaching, be sure to offer staff sufficient time to reschedule current commitments.

However don’t ship your e-mail too early. If it’s too far off, it should both fail to register or be shelved and forgotten. And don’t underestimate the significance of reminders. Simple to concern (particularly you probably have a template in place), they take little to no effort however can have a huge impact on completion charges.

Find out how to use your cybersecurity coaching e-mail template

When utilizing your cybersecurity coaching e-mail template, you first have to verify off all of the fundamentals. And meaning: Fill within the blanks. Use it as a immediate to cowl any extra factual particulars. And delete something that isn’t related.

Then it’s time to make it yours.

To your memo to resonate along with your staff, it mustn’t really feel like a copy-and-paste job. The answer? Modify the tone. This can fluctuate relying in your firm tradition or the “voice’’ of whoever is sending it.

And the excellent news is it solely takes a couple of significant tweaks to regulate the tone and add worth by reflecting your distinctive model identification. Reference firm particulars the place related and use language and messaging that’s constant along with your firm tradition. If doubtful, verify along with your branding or comms specialists.

The problem right here is getting the steadiness between tone and messaging proper. This coaching is vital (in all probability necessary), which implies your staff have to finish it. However they don’t have to interact with it. To encourage each, your message must be clearly and assertively delivered, however with out sounding overly strict, pressured, or formal.

Giving somewhat thought to the way you phrase issues can go a good distance. Beneath are a couple of examples of how to lift engagement in addition to completion charges:

✘ Don’t say
This coaching is necessary for everybody.
✔ Do say
It’s important that all of us full this coaching.

✘ Don’t say
The aim of this coaching is to verify everybody complies with IT rules/laws/insurance policies.
✔ Do say
By finishing this coaching, you possibly can assist create a protected/compliant/safe setting for us all.

✘ Don’t say
It’s crucial that everybody understands how you can [XYZ].
✔ Do say
This coaching will assist us all [XYZ].

✘ Don’t say
All contributors should full this course by [XYZ].
✔ Do say
To satisfy our deadlines, please full this course by [XYZ].

And at last, verify and double-check earlier than you press “ship.” Introduce a easy however strict system that requires sign-off from one other individual or only a second eye on the content material earlier than it’s issued out to staff.

In search of extra coaching e-mail templates? Obtain our free customizable samples:

Obtain your cybersecurity coaching invitation e-mail templates

Beneath is a sequence of cybersecurity coaching announcement e-mail templates. Simply save and obtain them after which personalize when you might want to. These mirror the various kinds of coaching supply: face-to-face, stay digital coaching, and on-line. There are additionally two cybersecurity coaching reminder e-mail templates to make use of for both self-paced or stay, instructor-led studying.

Instance 1: Face-to-face coaching

E-mail topic line: Coaching invitation: [Name of training course]. Save the date!

Pricey [employee name],

We’re internet hosting a [name of course] on [date], from [start time] to [end time], and it’s important that you simply attend. Please save the date in your calendar. The coaching will happen [location].

The purpose of this coaching is to [XYZ]. After finishing the course, you should have realized how you can [skills/knowledge achieved].

It’s important that all of us full this coaching. By doing so, you possibly can assist create and keep a [compliant/secure] setting for us all.

When you have any particular necessities or changes, please let me know.

Thanks upfront on your dedication to [XYZ].

I sit up for seeing you there.

[Your name]

[Email signature]

Instance 2: Reside digital coaching

E-mail topic line: Coaching invitation: [Name of training course]. Save the date!

Pricey [employee name],

We’re internet hosting a [name of course] on [date], from [start time] to [end time], and it’s important that you simply attend. Please save the date in your calendar.

The coaching will happen nearly. An e-mail with becoming a member of particulars (hyperlink and password) can be despatched nearer the time.

The purpose of this coaching is to [XYZ]. And by the top of the course, you should have realized how you can [skills/knowledge achieved].

It’s important that all of us full this coaching. By doing so, you possibly can assist create and keep a [compliant/secure] setting for us all.

Thanks upfront on your dedication to [XYZ].

[Your name]

[Email signature]

Instance 3: On-line course

E-mail topic line: Coaching invitation: [Name of training course]

Pricey [employee name],

You’re invited to finish a [XYZ] course. That is a web-based course and can take roughly [duration] to finish.

The purpose of this coaching is to [XYZ]. And by the top of the course, you should have realized how you can [skills/knowledge achieved].

To entry the coaching, please go to [URL/link] and enter the next particulars [Username & Password].

To assist meet our deadlines, please full this course by [XYZ].

It’s important that all of us full this coaching. By doing so, you possibly can assist create and keep a [compliant/secure] setting for us all.

Thanks upfront on your dedication to [XYZ].

[Your name]

[Email signature]

Template 4: Reminder (self-paced studying)

E-mail topic line: One week to go! Please full your [name of course] coaching

Pricey [employee name],

The deadline for finishing your [name of course] coaching is [day], [date]. That’s one week from now. It is a ultimate reminder to ensure you’ve completed the course by then.

To entry the coaching, go to https://www.talentlms.com/weblog/cybersecurity-training-email-template/ and log in by [details].

In the event you want any extra data or assist, please contact [team or individual email].

Thanks upfront on your dedication to [XYZ].

Finest,

[Name]

[Email signature]

Template 5: Reminder (stay coaching/presentation/workshop)

E-mail topic line: Three days to go till [name of course]!

Pricey [employee name],

A pleasant reminder that the [name of course] [workshop/presentation/training] takes place this [day], [date], from [start time] to [end time], in [location].

When you have any particular necessities or want any changes, please let [name of HR representative hyperlinked with email address] know earlier than this date.

For extra data, please contact [team or individual email].

Thanks upfront on your dedication to [XYZ].

Finest,

[Name]

[Email signature]

Obtain our cybersecurity coaching e-mail template.
Fill within the particulars and attain out to your learners in only a few clicks.

Methods to customise your cybersecurity coaching announcement e-mail

There are a selection of various methods to personalize your cybersecurity coaching e-mail template. The examples under present a couple of concepts of the way you may method yours.

E-mail template instance 1: Inviting staff to cybersecurity coaching

E-mail topic line: Coaching invitation: Cybersecurity Consciousness

Pricey [employee name],

You’re invited to finish a Cybersecurity Consciousness course.

That is a web-based course and can take roughly two hours to finish.

The purpose of this coaching is to guard us all in opposition to doubtlessly dangerous cyber assaults. The course will empower you to shortly establish potential safety threats, how they could current themselves, and what procedures to comply with when a risk is recognized.

To finish the coaching:

• Go to www.mycourses.landd.com
• Log in utilizing your worker ID and intranet password
• Click on on “My Programs” on the prime of the display screen, then “Cybersecurity Consciousness”

To assist meet our firm compliance deadlines, please full this course by Friday, September 17.

It’s important that all of us full this coaching. By doing so, we might help keep a safe and compliant setting for ourselves, our colleagues, our enterprise, and our clients.

And, keep in mind, this course isn’t nearly defending our enterprise from assaults and information breaches. Cybersecurity is a risk outdoors of the workplace too. This coaching will assist you hold your private information and IT methods protected too.

Finest,

Hayley de Sousa
SVP HR

E-mail template instance 2: Reminding staff to finish cybersecurity coaching

E-mail topic line: One week to go! Please full your cybersecurity coaching

Pricey [employee name],

Only a mild nudge that the deadline for finishing your cybersecurity coaching is Friday, September 17. That’s one week from now. Please ensure you’ve completed the course by then.

To entry the coaching, go to www.mycourses.landd.com and log in by utilizing your worker ID and intranet password.

Need assistance? No downside. Please contact HR@landd.com.

Thanks once more for serving to Landd stay safe and compliant.

Finest,

Hayley de Sousa
SVP HR

Cybersecurity coaching makes a real distinction

You shouldn’t overlook how you can reduce information breaches, reinforce compliance, enhance buyer confidence, and shield your staff from phishing assaults. Correct cybersecurity coaching is important to keep away from damaging your whole database and placing your group in danger.

By utilizing the cybersecurity coaching e-mail templates we have now created for you, it’s sure that you will note excessive engagement and completion charges. And your small business will keep protected from cyber threats for longer.