How many times have you actually received an email called ‘Newsletter June 2024,’ and hit delete? Exactly. That’s what we want to avoid. If your research newsletter reads like an internal memo, with meeting summaries, generic updates, links to long reports, most people will ignore it. And that’s a shame, because a newsletter can be one of the most valuable, direct channels you have to reach the people who matter to you.
The problem with most research newsletters is that they are written for the sender, not the reader. They tell us what you did, not why it matters to us. They’re full of process, not value.
Let’s make your newsletter relevant, useful, and worth opening.
Should you even have a newsletter?
Here’s a radical thought: maybe you don’t need one. For many short-term research projects, it’s simply not worth the effort. A good newsletter takes real work—planning, writing, editing, designing, sending, building a following—and if you’re not sure whom it’s for or why you’re doing it, you’ll burn energy with little result.
You also need time to build an audience. In a 5-year project, you might end up with just five readers while spending a full day to write each issue. You might as well save time by simply calling them.
Rule of thumb: if you don’t know who you’re creating the newsletter for (other than “interested parties”), can’t list three concrete stories for the next two issues, and can’t imagine how the newsletter would be relevant for your readers, don’t start a newsletter yet.
Decide if your newsletter is for insiders or outsiders
If you decided it’s worth having a newsletter, the first step is knowing exactly who you’re writing for. Without this, you’ll end up with a mix of content that suits no one. Is it an internal newsletter for your project team or for external people? This changes what you write, how you write it, and how often you send it.
Internal newsletters are for consortium or project members. They keep everyone aligned, share progress, coordinate tasks, and celebrate internal wins. They can be more technical, because readers already know the project context. These might include meeting dates, training events, funding updates, or internal policy changes—but you don’t need to polish them for public eyes.
External newsletters are for people who aren’t directly involved but have an interest in your work, like policymakers, practitioners, journalists, funders, patients, or the public. These must be reader-focused: no internal admin, no unexplained acronyms. Show how your work connects to their world:
- Healthcare professionals want tools or findings they can use in practice.
- Policymakers need evidence framed around decisions and impact.
- Fellow researchers want methodology and data details.
- Industry looks for innovations and market relevance.
- Patients and the public want plain-language explanations of what it means for them.
You can create both types of newsletters, but don’t try to serve both audiences in the same email. It’s the fastest way to lose them all.
Make it useful and relevant to your audience
Your readers are busy. They’re not waking up wondering what your project team has been up to. You need to show them why your update is relevant to their work, their decisions, or their life.
Instead of:
In March we attended the cancer research conference. We presented three posters and met with colleagues.
Try:
Why your cancer treatment might work better in the morning: new research on how your biological clock is changing how we time chemotherapy.
See the difference? One is about you. The other is about them.
What to write about (and how to make it interesting)
The most effective newsletters balance fresh, engaging content with a few familiar sections that readers come to expect. Some ideas work best for internal audiences, like introducing new team members, while others—such as a behind-the-scenes look at your methods—are ideal for external readers. Whatever you choose, the aim is the same: leave readers with something worthwhile, whether that’s new knowledge, inspiration, or a reason to get involved.
Use the fresh story ideas below to combine one-off stories with recurring elements for a newsletter that’s both engaging and easy to plan.
One surprising insight or statistic from your research
Give readers a fact that changes how they see the topic or sparks them to rethink what they know.
Example
In our latest study on urban cycling, we found that routes with more greenery were linked to lower reported stress levels among commuters.
A question you’re exploring (and what you’ve found so far)
Show how your research could answer a question they’ve wondered about or one that affects their work.
Example
We’re investigating whether later school start times improve student concentration. Early results are promising, but more data is needed.
A story or quote from a participant or partner
Let them connect with the human side of your research so they can see its real-world impact.
Example
How do patients actually experience a complication after heart surgery? In our interviews, many said that before surgery they didn’t want detailed information about possible complications, it felt overwhelming. But if a complication did happen, they wanted clear explanations and time to ask questions. One patient told us: “The complication… well, I can’t really say much because no one ever clearly told me what went wrong.” These insights are helping us improve communication and tailor information to patients’ needs at each stage of recovery.
This is a real life example from the BIGPROMISE project.
An interview with a team member about what motivates them
Introduce the people behind the work so readers understand the passion and expertise driving it forward.
Example
Meet Anouk, a postdoctoral researcher studying how small changes in water quality affect coastal marine life. I’m driven by a lifelong love for the ocean and the belief that better water management can protect biodiversity for future generations.
Give a behind-the-scenes look at your methods
Help readers appreciate the effort and care behind your results, and tips on how they can learn from your experience.
Example
Have you ever tried to get an 8-year-old child to sit completely still for at least 50 minutes? And have you ever tried to do so when that child was a bit nervous? This was exactly the situation our young participants were in when they visited the MRI scanner for the L-CID study. During lab visits, we collected functional MRI data (up to six runs), structural MRI data, DTI data (two scans) and resting state fMRI data, resulting in a scan protocol that lasted at least 50 minutes per child. In this blog we’ll share our tips & tricks on how we approached this.
This is a real-life example from the DevelopmentMatters project who research child development.
Share a tool, visual, or checklist others can use
Give them something they can use immediately to make better decisions or improve their own work.
Example
We’ve created a simple checklist for identifying early signs of dementia, free to download and use in healthcare practice.
An upcoming event the team is attending
Show where your work is being shared so they can meet your team and network.
Example
Next month we’ll be at the International Climate Conference, sharing our new findings on coastal erosion. We’re especially excited to meet practitioners who can put our methods into action in vulnerable regions.
Data in focus
Turn your findings into a visual that makes it easy for them to grasp and share the key point.
Example
Our latest survey found that 62% of small farmers already use some form of climate adaptation strategy. Here’s a simple chart showing how those strategies break down, from crop diversification to water storage.
A myth you want to debunk
Clear up a common misunderstanding so they can act on accurate, evidence-based information.
Example
Many people believe that antibiotics can treat viral infections. Our research shows how misuse fuels antibiotic resistance, and what alternatives are effective.
A resource or book someone in the team recommends
Point your audience to something valuable that can expand their knowledge or inspire their work.
Example
I asked our 10 doctoral candidates for their favourite research papers they’ve been reading in 2024. Their responses were really interesting – altogether, a great list of research papers. Maybe you can find an inspiring paper from this list!
This is a real-life example from the BioAcousticAI project, we made the website for.
A call for input, ideas, or collaboration
Invite the reader to contribute so they feel part of shaping the research or its outcomes.
Example
We’re developing a global questionnaire on nutrition habits. Would you like to help us pilot it in your country?
Reply section
Show them that feedback matters by sharing how a reader’s idea or response made a real difference.
Example
Last month we asked how you keep participants engaged in long-term studies. Anna, a project coordinator from Sweden, told us: “We started sending short monthly updates with one photo from the field. Our drop-out rate went down by 15%.“ We’ve since adopted this idea—and our participants say they love the more personal updates.
Mix and match these ideas to keep your newsletter varied, engaging, and relevant. Some are more relevant for an internal newsletter (e.g. introducing new team members), while some ideas work best for external parties (e.g. a behind-the-scenes look at your methods). The goal is to make readers feel they’ve gained something, whether it’s knowledge, inspiration, or a reason to get involved.
Add recurring newsletter sections
Once you’ve chosen your fresh content ideas, add structure with recurring sections. These give your newsletter a familiar rhythm and make planning easier. For example, you might always start with a theme of the month to set the tone, include a highlighted blog to draw readers to your website, and keep a standing “from the lab” section to share behind-the-scenes photos or updates.
Over time, these recurring elements become something your readers look forward to, and keep them engaged.
Some examples of recurring newsletter sections of two newsletters we designed (in the style of the website.)
Tips to improve your newsletter
Make your subject line useful
Instead of writing the email subject line as “June 2026 newsletter”, give subscribers something that makes them want to click. Resist the urge to cram in all the topics—it’s okay to just highlight one thing. Choose the most interesting topic or idea, and write it as a subject line:
Instead of:
Welcome to the summer of 2026 Diabetes Project Newsletter!
Try:
Why 40% of Type 2 patients may need different insulin timing
This new version is specific, relevant, and instantly useful.
If you want to improve this even further, write a better preheader text and combine them. This is the short line of text that appears in the inbox next to or under your subject line, and is very visible on mobile and Outlook. Think of it as your second chance to grab attention. Write it on purpose to add context or a hook, instead of wasting it with “View this email in your browser.”
Example:
Subject:
Why your cancer treatment might work better in the morning
Example:
Preheader:
Our new study reveals how your body clock affects chemotherapy timing.
Write a better “From” name and reply-to
Use a real person’s name and email address as the sender. Never send from “noreply”—it feels impersonal and shuts down conversation before it starts.
Example:
FROM: Dr. Maria Jensen, Cancer Research Project
REPLY-TO: maria.jensen@researchinstitute.org
Make it personal
Names, faces, and quotes help people connect. Use the names of people writing or featured in the newsletter, and show their contributions. Always get consent for quotes and photos.
Example
Meet Lisa, a PhD student studying patient consent. She’s just back from interviewing nurses in rural Kenya, where mobile consent forms are transforming care.
Keep it short and easy to scan
Aim for 3–4 short sections, each under 80 words, with links for more detail. Use headings, bullet points, and white space so people can grasp the main points quickly.
Ask for something
A newsletter should be a two-way stream, not a one-way broadcast. Ask a specific question, run a poll, or request feedback. Make it quick and easy to respond, and let people know you’ll share results or updates.
Example
We’re creating a climate education toolkit for schools. If you’re a teacher, reply YES and we’ll send you the draft.
Design with care
A professional, consistent look builds trust. Match your website’s colours and fonts, and use images that add meaning. Add interesting photos from the lab, charts, or infographics. Avoid generic stock photos. Check out an example of a newsletter we designed for the BIGPROMISE project.
Tip: make sure your newsletter looks good on mobile, because over half of people read email on their phone.
Only send when you have something to say
Having a regular schedule can be helpful, but it’s not worth sending a newsletter just for the sake of it. If you promise a monthly issue, you might feel pressure to fill it with updates that aren’t all that interesting. It’s better to wait until you have something genuinely useful or engaging to share. Your readers will appreciate that you value their time and attention.
Practical considerations
Decide who’s going to manage it
A newsletter needs an owner—someone who’s responsible for planning topics, collecting content, writing, editing, and sending. This can be a communications officer, a project manager with good writing skills, or a researcher who enjoys outreach.
It will always be a collective effort as the content has to be provided by various people, but avoid splitting the responsibility across too many people, or deadlines will slip.
How long it takes depends on your format and frequency. A simple, well-structured newsletter with 3–4 short sections can take 3–5 hours to prepare once you have a process. This includes drafting, editing, finding images, setting up the email, and testing before sending. If you’re involving multiple contributors, add extra time for coordination and approvals. The upside is that it will likely take up less time after a while.
Respect privacy and follow EU rules
If you send a newsletter in the EU, you must comply with the GDPR (General Data Protection Regulation). GDPR rules aren’t just bureaucracy—breaking them can mean fines, reputational damage, and losing the trust of your audience.
That means you must follow these rules for newsletters:
- Only email people who have given explicit consent – You’re not allowed to add people to a list just because you met them at a conference or they’re in your network. They must actively sign up, ideally through a clear form on your website. Keep a log of where and how they signed up, and remember: consent only applies to what you promised. If you said “research updates,” you’re not allowed to send them product promotions.
- Respect the right to withdraw – People should be able to unsubscribe at any time. Include clear links, process requests immediately, and delete all their data.
- Store and process subscriber data securely – Use as little personal data as possible (an email address is usually enough). If your email service is based outside the EU (like Mailchimp) check whether data is transferred abroad and whether safeguards (such as standard contractual clauses) are in place.
- Be transparent in your privacy policy – Clearly state which provider you use, where the data is stored, and be clear about the risks. Data breaches happen, so let subscribers know how you protect their information.
Our favorite newsletter software
We’ve tried a bunch of email services but we have two favourites. Since we’re based in Europe and serious about GDPR, we always choose an EU-based provider.
For WordPress users, MailPoet (a French company) is a good option because it’s integrated into your website and stores data on EU servers (if that’s where you’re hosting). It’s free up to 500 subscribers, which is usually enough.
Another favorite of ours is the Dutch Laposta, which is GDPR-compliant and keeps all data within the Netherlands. Free up to 2.000 subscribers or 12.000 emails a month.
Make it worth sending
The best research newsletters don’t feel like newsletters. They feel like useful updates from a trusted source. If you’re excited to send it, your readers are more likely to be excited to read it. So make it worth their time, and hit send with confidence.
About the Author: Liesbeth Smit
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