How PoliteMail Can Enhance Scheduled Email Sends

When is the best time to send an internal email?

Good communicators know that how you say something matters just as much as what you say. They also understand that timing plays a big part in how an audience receives a message – if at all.

Figures from PoliteMail suggest Mondays and Tuesdays are best for sending an internal email. Employees tend to open and read messages at lower rates later in the week. Mornings also do better than afternoons on most metrics.

Professional communicators who monitor their email performance with hard data can identify the exact days and times that work best for their particular organization. PoliteMail’s 2025 Benchmark Report, which examines 4.8 billion internal emails sent to more than 12 million employees around the globe, can help shape strategy and set objectives by revealing how well a business is doing on this front compared to the competition.

How to schedule an email in Outlook

One way to make sure a message arrives at the optimal time is to schedule it in advance.

To schedule an email in Outlook, open a new message and write the content. Instead of clicking the send button, click the dropdown arrow next to it. Select your desired date and time. The email will stay in your outbox until the future date, when Outlook automatically sends it to the intended recipients.

Outlook schedule send vs. PoliteMail schedule send

A major difference between scheduling a send in Outlook compared to PoliteMail, which seamlessly embeds within Outlook, is that PoliteMail can program future messages to appear in inboxes during an employee’s regular working hours.

This comes in handy for companies with employees living in different time zones or working shifts throughout a 24-hour period. Statistics show employees are more likely to open, read, and click an email that arrives during their workday, as opposed to outside of it. They’re less likely to get annoyed, too.

Other ways PoliteMail refines email best practices

Beyond scheduling messages to appear at the most opportune time, internal communicators should consider the following tips to boost their email performance with tools from PoliteMail.

1. Create distribution lists:

   Whether your company decides to combine two departments or you need a better way to engage with managers and directors across the business, PoliteMail allows internal communicators to create new email lists by simply uploading a CSV file. A PoliteMail list, which references each recipient from the PoliteMail server, lifts the limit of how many people a professional communicator can contact at once.

2. Ignore the CC and BCC fields:

   Because PoliteMail sends each recipient on a list their own unique copy of the email, the CC and BCC fields aren’t necessary. List members are also hidden from everyone who receives the message, removing the clutter that comes from displaying multiple names and addresses at the top.

3. Send emails from trusted accounts:

   Company-wide emails coming from leaders in the organization can generate more engagement than messages from the HR department or a colleague in finance. With PoliteMail’s From Verification feature, internal communicators can send updates from different email addresses without gaining access to the account’s inbox.

4. Plan for follow-up emails:

   Unfortunately, not everyone reads every email – even when they contain crucial information. In a few quick steps, PoliteMail can generate a follow-up mailing list consisting solely of employees who didn’t open the initial message.

Polish your email strategy with PoliteMail

Timing and presentation play a critical role in how employees respond to internal emails. Sometimes these factors are just as important for determining engagement rates as the message’s content itself.

PoliteMail’s features – from delivering emails within each employee’s respective work hours to generating a list of individuals who require a reminder – increase the likelihood emails get read and acted upon.

With data-driven insights and a user-friendly interface, PoliteMail transforms email from one of many channels to send a message into a tactical tool for driving effective communication.