Effective Security Awareness Email to Employees Sample: The Key to Company Protection

As businesses increasingly rely on digital technology to conduct their operations, cybersecurity threats have become a growing concern. To ensure the safety of your firm’s confidential data and assets, it’s essential to have a robust security awareness program in place. By regularly communicating with your employees about the latest threats, you can help them identify and avoid potential risks.

One of the most effective ways to achieve this is by sending security awareness emails to employees. Such emails can cover a range of topics, from password hygiene to phishing scams and social engineering tactics. However, crafting these emails can be challenging, especially if you don’t have previous experience in cybersecurity writing.

That’s why we’re providing you with sample security awareness email templates that you can personalize and send to your employees. Our templates are designed to be easy to understand, straightforward, and engaging, so that every employee can internalize the message. You have the option to make changes and edit as needed, so you can tailor them to suit your business’s tone of voice.

So whether you’re a business owner, HR manager, or IT professional, consider sending regular security awareness emails to your employees. It’s one small but critical step in keeping your firm safe from cybersecurity threats.

The Optimal Structure for a Security Awareness Email to Employees

Security awareness is vital for any company, large or small. It’s essential to educate your employees regularly to keep up with the evolving threat landscape and ensure they know what to watch out for. Sending security awareness emails to employees is an effective way to train them and keep them updated.

However, it’s important to structure these emails correctly to ensure their messages are received and understood. Here, we’ll break down the optimal structure for a security awareness email to employees, based on the latest research.

Subject Line

Your email’s subject line should be concise and engaging, capturing the recipient’s attention and making it clear what the email is about. A more context-specific subject line is preferred as there is a higher chance that employees will be more curious about it, as opposed to the generic “Security Awareness Reminder.”


In the email’s introduction, greet your employees and provide some context about the email’s purpose. For example, are you providing an update on current threats, or are you introducing a new security policy? This is an excellent opportunity to emphasize the importance of the company’s security policies and how employee diligence supports the policies’ effectiveness.

Main Message

The email’s core message should be straightforward, specific, and concise. Provide details about the threat or policy. Use bullet points or numbered lists to break down complex topics into more manageable segments. Encourage your employees to respond and ask any questions they may have. Also, ensure that they know whom to contact with any questions or concerns.


In your email’s conclusion, thank your employees for their time and remind them of the critical role they play in upholding the company’s security. End with a call to action, such as “stay vigilant” or “let’s work together to keep our company safe” to reinforce the importance of the message.


In conclusion, always include a quick disclaimer about the email’s contents and that it is for internal use only. Include your contact information and any other relevant resources, such as links to recommend reading materials, relevant training opportunity, and other attachments that may benefit the readers.

Using these structures will help make your security awareness emails more effective in raising employee awareness. Take the extra time to ensure that your message gets received, understood, and implemented by the employees by using a clear and concise structure.

Security Awareness Email Samples For Employees

Using Strong Passwords

Dear Employees,

It has come to our attention that many employees are still using weak passwords that can easily be compromised. We would like to remind you how important it is to use strong passwords, consisting of at least 8 characters and a combination of upper and lowercase letters, numbers, and special characters.

Please ensure to use a unique password for each of your accounts, and avoid using personal information such as your name, date of birth, or home address. It is also recommended to change your password every 90 days to prevent any unauthorized access to your accounts.

Thank you for your cooperation in keeping our data safe.


Security Team

Phishing Scams

Dear Employees,

We would like to warn you about the latest phishing scams that are targeting our organization. These scams involve emails that appear to be from a legitimate source, such as a bank or a vendor, but are actually designed to steal your personal information or install malware on your computer.

Please be cautious when opening emails from unknown sources, and do not click on any links or download any attachments unless you are absolutely certain of their authenticity. If you suspect an email is a phishing scam, please report it to the IT department immediately.

Thank you for your vigilance in protecting our data.

Best regards,

IT Team

Mobile Device Security

Dear Employees,

As our organization becomes increasingly mobile, it is important to ensure the security of our devices and data. We would like to remind you to use strong passwords for your mobile devices and enable two-factor authentication where possible.

Additionally, please ensure to use only trusted applications from reputable sources, and keep your devices up to date with the latest security patches. If your device is lost or stolen, please let the IT department know immediately so that we can take steps to prevent any unauthorized access.

Thank you for your cooperation in maintaining the security of our mobile devices and data.

Kind regards,

IT Team

Physical Security

Dear Employees,

We would like to remind you about the importance of physical security in preventing unauthorized access to our facilities and sensitive data. Please ensure that you never share your access cards or keys with others, and immediately report any lost or stolen cards to the security department.

Additionally, please always lock your computer screens and offices when you step away, and do not leave sensitive documents or devices unattended. Remember that protecting the physical security of our organization is just as important as protecting our digital security.

Thank you for your attention to this important matter.

Best regards,

Security Team

Remote Access Security

Dear Employees,

With the increasing use of remote access, it is important to ensure that our data and systems remain secure. Please make sure to use only authorized VPN connections and use strong passwords for all remote access accounts.

Additionally, please ensure that your home network is secure and has up-to-date antivirus software installed. Always log out of remote access accounts when you are finished using them, and never share your login credentials with anyone.

Thank you for your attention to this matter and for helping us maintain the security of our remote access systems.


IT Team

Social Engineering Attacks

Dear Employees,

We would like to warn you about the growing threat of social engineering attacks, where attackers use manipulation or deception to gain access to our sensitive data or systems. These attacks can take many forms, such as phone calls, emails, or in-person interactions.

Please be cautious when interacting with anyone who asks for your login credentials or other sensitive information, and always verify their identity before sharing any data. Never download or click on any links from unknown sources, and be especially cautious of any unsolicited requests for information.

Thank you for your cooperation in helping us prevent social engineering attacks.

Best regards,

Security Team

Data Backup and Recovery

Dear Employees,

We would like to remind you of the importance of backing up our critical data to prevent against loss or damage. Please ensure that you regularly back up all of your important files and keep them in a secure location.

In the event of a data loss or disaster, please contact the IT department immediately to begin the recovery process. Always follow the organization’s data recovery procedures and do not attempt to recover any data yourself.

Thank you for your cooperation in helping us protect our valuable data.


IT Team

Tips for Drafting a Security Awareness Email to Employees

As the risk of cybercrimes continues to rise, it’s important for every organization to educate its employees on cyber security awareness. One of the most effective ways to achieve this is by sending security awareness emails to all employees. Here are some tips for drafting a security awareness email to employees:

1) Start with a catchy subject line: Your email subject line will determine whether employees will read your email or not. Ensure your subject line is concise yet captivating, making your employees curious about the content of the email. Always avoid clickbaits since they destroy the credibility of the email’s intent.

2) Use simple language: Your employees come from diverse backgrounds, and not all of them may be very tech-savvy. Avoid using technical jargon and use simple language that most people can understand. Remember that the goal is to educate them, not confuse them.

3) Make it personal and relatable: Give relevant examples of cyber-attacks that have happened recently, and how they can happen to any employee in the organization. Give the employees a sense of responsibility for the security of the organization’s data. Consider giving examples of cyber-attacks that target businesses in your industry.

4) Use visuals: Incorporate images, infographics, or videos to illustrate your cybersecurity message. Visuals are an excellent way of breaking the monotony of plain text, making the email more captivating and memorable. Consider using anything that can make the email visually appealing and easy to read.

5) Include practical tips for staying secure: Your email should also contain practical tips that employees can use to stay secure online. These tips may include using strong passwords, avoiding public Wi-Fi networks, or enabling two-factor authentication. Ensure that these tips apply to the organization’s operations specifically to resonate with the employees.

6) Encourage feedback: End the email by encouraging employees to provide feedback or ask questions regarding the email’s content or security concerns. Ensure you reply to every feedback and show appreciation for their input. This is an excellent way to show that you care about their security and are invested in safeguarding the organization’s data.

When drafting your security awareness emails, always aim to create short and comprehensive emails. Remember that the employees may be handling multiple duties, so you want to ensure that they read and understand the email’s message. With these practical tips, you can create a security awareness email that will help safeguard your organization’s data and mitigate cyber risks.

Security Awareness Email FAQs

What is the purpose of this security awareness email?

The purpose of this security awareness email is to educate and empower employees to recognize potential security threats and take appropriate measures to protect themselves and the company from any security breaches.

What are some common security threats that I should be aware of?

Some common security threats include phishing emails, malware, ransomware, social engineering scams, and weak passwords. It is important to always be vigilant and cautious when accessing emails or websites.

How can I protect my computer and online accounts from security breaches?

You can protect your computer and online accounts by using strong passwords, keeping software up-to-date, running antivirus software, and being cautious when opening emails or clicking on links. It is also important to never share sensitive information with anyone you don’t know and trust.

What should I do if I receive a suspicious email or phone call?

If you receive a suspicious email or phone call, do not click on any links or provide any personal information. Instead, report the incident to your IT department or supervisor immediately.

How can I create a strong password?

To create a strong password, use a combination of uppercase and lowercase letters, numbers, and special characters. Avoid using common phrases or personal information, and do not reuse passwords across different accounts.

What is two-factor authentication and why is it important?

Two-factor authentication is a security measure that adds an extra layer of protection to your accounts by requiring a second form of verification, such as a text message or fingerprint scan. It is important because it makes it much more difficult for hackers to gain access to your accounts.

What is social engineering and how can I protect against it?

Social engineering is the use of psychological manipulation to trick individuals into giving up sensitive information. To protect against it, be cautious of unexpected emails or phone calls, and never give out personal information unless you are sure the recipient is trustworthy.

What should I do if I suspect a security breach?

If you suspect a security breach, immediately report the incident to your IT department or supervisor. Do not attempt to fix the issue yourself, as this could potentially make the problem worse.

What is the role of employees in maintaining the company’s security?

Employees play a crucial role in maintaining the company’s security by being vigilant and cautious of potential security threats, using strong passwords, keeping software up-to-date, and reporting any suspicious activity to their IT department or supervisor immediately.

Stay Safe and Secure!

Thanks for taking the time to read through this sample security awareness email to employees. Remember, staying alert and proactive is the key to protecting yourself and your company from cyber attacks. Make sure to keep all of these tips in mind and be mindful of your actions online. And of course, check back regularly for more updates and information on how to protect yourself and your company. Stay safe and see you soon!