The internal update checklist: Write once, communicate clearly

Clear internal updates are one of the lowest-effort, highest-impact habits in any team. 

In async or fast-moving environments, the way you share progress can either keep people aligned or leave them confused and chasing context.

The goal is simple: write once, so people only need to read once.

In this article, you'll get a practical framework to help your updates land clearly the first time. 

We’ll look at what to include in every internal update, and how to make them skimmable, useful, and actionable.

Why better updates make better teams

Poor internal communication rarely looks dramatic, but it can cause minor delays, duplicated work, misaligned priorities, or endless clarification messages. 

It's an unnecessary source of friction, one which can build up over time. 

Clear updates prevent this friction by reducing uncertainty. They help people make faster decisions, prioritise their time, and trust that they’re in the loop.

This isn’t about over-communicating. It’s about communicating clearly. 

A better way to write internal updates

If your team struggles with unclear communications or update fatigue, use this checklist.  

It’s designed for async teams, fast-moving projects, or any environment where clarity matters more than noise.

Let’s walk through each step.

1. Start with a TL;DR

The top line should be your headline. One or two sentences summarising the key update. It forces you to think clearly and gives your reader instant context.

For example:

'TL;DR: The Q3 launch has moved back one week due to testing delays. New launch target: September 4th.'

This helps everyone decide quickly: Do I need to keep reading, or is that all I need?

Even in longer updates, this one line improves clarity. 

2. Cover the essentials

Every good update answers three basic questions:

• What’s happening?
• Why does it matter?
• What’s next?

This structure keeps your writing tight and relevant. 

You don’t need to label these sections, but writing with this rhythm makes your update easier to follow and more actionable.

For instance, if you're sharing a project status, don’t just say “We’re 60% done.” Add context: why it matters, whether you're on track, and what comes next.

One simple structure many teams use is PPP: Progress, Plans, Problems. This format, originally popularised at Apple and used by teams at Skype and LinkedIn, invites you to break updates into:

• Progress. What’s been achieved since the last update.
• Plans. What’s coming next?
• Problems. What’s blocking progress, or where help is needed.

It’s concise, consistent, and keeps everyone focused on outcomes. 

It’s also especially useful for team-wide or async updates where visibility matters. 

3. Add names, dates and decisions

One of the most common update gaps is missing accountability.

Always be clear about who’s involved, what the timeline is, and what’s being decided. Don’t leave people guessing.

Instead of saying “final review this week”, write:

Final review scheduled for Thursday 3rd. [@Ali] is leading. We’ll ship by Friday if approved.

Even if there’s no action required, including names and timelines adds clarity and builds shared ownership.

4. Use plain English

You’re writing for people who are busy and probably skimming. That means plain, clear language always wins.

Avoid jargon, long-winded explanations, or abstract phrasing. 

Write the way you’d speak, use short paragraphs, and make sure someone outside your team could understand the update.

“Good writing serves the reader. Great writing respects the reader’s time.” - Ann Handley

5. Keep it short but link out if needed

Don’t overload your update. If someone needs more context, give them a link.

This could be a project plan, a Figma file, meeting notes, or a dashboard. Just don’t bury people in unnecessary detail upfront.

Think of your update as a summary, not a report. The goal is to inform and unblock rather than to document every detail.

That said, if the update affects people outside your immediate team, a bit more detail can go a long way. 

Use your judgment but always aim to keep the core message sharp.

6. Make it consistent

One-off updates can be missed, but regular ones become trusted.

If you’re leading a team, set a rhythm, maybe weekly, biweekly, or by project stage. 

When people know when to expect updates, they’re more likely to read them and less likely to interrupt you for context.

Consistency builds trust. It also encourages others to adopt the same habit, helping to create a culture of clarity, not chaos.

Summary: Clarity isn’t optional

The best internal updates are short, useful and consistent. 

They cut through noise, reduce back-and-forth, and help people work better without chasing answers.

Here’s a quick recap of the checklist:

1. Start with a TL;DR.
2. Answer what’s happening, why, and what’s next.
3. Always include names, dates and decisions.
4. Write in plain, skimmable English.
5. Keep it short and link out if needed.
6. Make it a habit. 

It’s not about writing more, but writing better. One clear update can replace five follow-ups.

And if you want your team’s clarity to translate into long-term commitment, consider aligning them with a share scheme.

Vestd makes it simple to set up and manage equity, so everyone has a real stake in what those updates are working towards. Book a call to explore your options.