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Personal/pregnancy

Congratulate someone on a pregnancy

What wonderful news, name! I'm so happy to hear you're expecting. This is the start of such an exciting chapter, and that little one is lucky to be arriving in a family with so much love. Take good care of yourself over these months and rest as much as you can. If you need anything, from a craving run to someone to talk to, I'm here. Big hug,
1 variableLoving
HR/reschedinterv

Reschedule a job interview

Hi name, I'm writing about your interview for the Position role, scheduled for Original date. Reason, we need to move it to a different date. Sorry for the inconvenience. Here are some alternatives: New dates and times Could you let us know which one works best by date + 2 days? If none of them suit you, send us your availability and we'll find another slot. Best regards,
6 variablesKind
Ecommerce/partialship

Notify about a partially shipped order

Hi name, Your order Order number is on its way, but it will arrive in two shipments. • Shipped today: Items shipped • Still to come: Items pending • Estimated ship date for the rest: date + 5 days You don't need to do anything or pay extra for shipping. When the rest ships, we'll send you another email with its tracking number. If you'd rather cancel the pending items and get a refund, just reply to this message. Best,
5 variablesClear
Finance/taxform

Request a tax details form

Hi name, To set you up as a vendor and pay your invoices, we need you to complete the attached tax details form. Please include your legal business name, tax ID number, and registered address. How to return it. It would be great to have it by date + 7 days so your first invoice makes the next payment run. If you have questions about any field, please check with your tax advisor. Thanks,
3 variablesProfessional
Real estate/photoshoot

Schedule the photo shoot with the owner

Hi name, To get your property listed, I'd like to set up the photo shoot Type. How about Proposed day and time? It takes about an hour. To help it look its best, I recommend: • Opening the blinds and turning on the lights. • Putting away personal items and clearing surfaces. • Leaving the bathrooms and kitchen tidy. We can also use the visit to agree on the times when viewings are possible. Does that work for you? Best,
3 variablesFriendly
Hospitality/checkoutnote

Send a check-out reminder

Hi name, We hope you're enjoying your stay. Just a reminder that tomorrow, date + 1 day, is your departure day. • Check-out time: by Check-out time • Keys: Keys Other instructions (trash, windows, air conditioning) If you need to leave later or store your luggage for a few hours, let us know today and we'll see what we can do. Safe travels,
5 variablesClear
Support/longwait

Apologize for a long wait

Hi name, I'm sorry it took us Wait time to get back to you. That's not the service you deserve, especially when you needed help. I have your request in front of me and I'm on it right now. Answer or first progress So you don't have to wait again, I'll personally follow your case in this same thread until it's resolved. Thank you for sticking with us,
3 variablesSincere
Communication/dayoffrequest

Ask your manager for a day off

Hi name, I'd like to request a day off on Date of the day off for Reason. I've checked my workload and there are no major deadlines that day. Here's how I'll leave things covered: How your tasks will be covered If that day doesn't work for the team, just let me know and I'll pick another date. Thanks,
4 variablesRespectful
Sales/salesinfo

Reply to “send me more info”

Hi name, Sure, here’s Resource: Link to the material So I don’t send you more than you need, tell me what matters most to you. For example: Key question about their needs If it’s easier, we can go over it together in a 15-minute call and I’ll answer your questions live. Does date + 2 days work for you? Best,
5 variablesClear
Healthcare/therapyappt

Discreet therapy session reminder

Hi name, This is a reminder of your upcoming appointment with Provider name: • Date: Date • Time: Time • Format: Format If you need to change it, please reply to this message at least 24 hours in advance and we'll find another time. This is only a scheduling reminder. If you'd prefer us to contact you another way, just let us know. Best regards,
5 variablesRespectful
Personal/firsthome

Congratulate someone on buying their first home

Congratulations, name! You're officially a homeowner. I know what went into this: years of saving, endless viewings, paperwork, and a lot of big decisions. That makes this news even sweeter. Now comes the fun part: making it yours, one room at a time, and filling it with memories. If you need help with the move, just let me know. Big hug,
1 variableCheerful
IT support/restorereq

Confirm a backup restore request

Hi name, We've received your request to recover File or folder. We'll restore it from Backup. We'll let you know when it's ready, usually within Estimated time. We'll place it in Restore location so the current version isn't overwritten. In the meantime, please don't delete or move the original folder. If you remember the exact name or the date of the last good version, reply with that detail. Best regards,
5 variablesClear
Marketing/giveawaywin

Notify a giveaway winner

Hi name, Congratulations: you've won Type Giveaway or contest name. Your prize is Prize. To get it to you, please reply to this email with: • Your full name. • Information needed. You have until date + 7 days to reply. If we don't hear back, we'll have to choose another winner. Thanks for taking part,
6 variablesFriendly
Agencies/secureaccess

Request access securely

Hi name, To get started on Task, we need access to Tool or account. To keep things secure, could you please Secure method? Please don't send passwords by email or chat. Permission level access is all we need. When the project ends, we'll let you know so you can remove our access. Thanks,
5 variablesClear
Education/onlineclass

Send the online class link and rules

Hi name, Our next Subject or course class will be online on Day and time. Here's the link to join: Video call link To help class run smoothly: 1. Log in five minutes early. 2. Join with your first and last name. 3. Keep your microphone muted when you're not speaking. 4. Camera 5. Use the chat to ask questions. See you in class,
5 variablesClear
Legal/poasign

Send a power of attorney for signature

Dear name, Please find attached the power of attorney we need to act on your behalf in Matter or procedure. Before signing, please check carefully: • That your personal details are correct. • That the scope described matches what we discussed. The signing will take place Signing method. We would appreciate having it signed by date + 5 days. If anything is unclear, please ask us before signing. Kind regards,
4 variablesClear
Admin/roombooked

Confirm a meeting room booking

Hi name, The Room name room is booked for you on Date and time. It seats Number of people people and has Equipment. If you need coffee or water for the meeting, tell me and I will order it. If you finish early or end up not needing it, let me know so I can release it for someone else. Best,
5 variablesClear
Support/callsummary

Summarize a phone call with next steps

Hi name, Thanks for the call today, today’s date. Here's a written recap of what we discussed so you have it handy. Summary: Key points from the call Next steps: 1. On our side: What the team will do. 2. On your side: What the customer will do. 3. We'll talk again by date + 3 days. If anything doesn't match what you remember, reply to me and I'll correct it. Best regards,
6 variablesClear
Communication/resignletter

Resignation letter on good terms

Hi name, I'm writing to let you know that I've decided to resign from my position as Job title. My last day will be Last working day, in line with my notice period. This wasn't an easy decision. I've learned a great deal here, especially What you value most from this time, and I'm truly grateful for your trust. Until I leave, I'm committed to a smooth handover. If you agree, I'll put together a transition plan for us to review together this week. Kind regards,
4 variablesRespectful
Sales/callagenda

Confirm a sales call with agenda

Hi name, I’m confirming our meeting on Day and time Format. Link or address: Link or address Here’s the agenda I suggest: 1. Your goals and current situation (10 min). 2. Main topic of the meeting (20 min). 3. Questions and next steps. If you’d like to add a topic or invite someone from your team, let me know and I’ll adjust it. Talk soon,
5 variablesProfessional
Healthcare/recordscopy

Reply to a medical records request

Hi name, Thank you for your message. For your security, we don't send medical records by email without first verifying your identity. To request a copy of your records: 1. Fill out the request form: Request form link 2. Attach a copy of a photo ID. 3. Tell us how you'd like to receive it: Delivery method. Requests are usually completed within Processing time. We'll let you know as soon as it's ready. Best regards,
4 variablesClear
Personal/passedexam

Congratulate someone on passing an exam

You did it, name! I just heard you passed Exam passed, and I had to write to you right away. All those hours of studying, early mornings, and nerves have paid off. I'm so proud of you. Now it's time to rest a little and celebrate properly. Whenever you're free, the first round is on me. Big hug,
2 variablesCheerful
HR/secondround

Invite to a second interview

Hi name, Thanks for the interview the other day. We really enjoyed meeting you and would like to move forward with you in the hiring process. In this second round, you'll meet with Who. • Date and time: Date and time • Format: Format • What to prepare: What to prepare Could you confirm by date + 2 days? Best regards,
6 variablesFriendly
Ecommerce/notreceived

Reply to a delivered package that never arrived

Hi name, I'm sorry your order Order number shows as delivered when you haven't received it. Before we open a claim with the carrier, please check the following: 1. Your mailbox, front desk, or nearby neighbors. 2. That the address is correct: Delivery address 3. Whether someone in your household picked it up. Sometimes a package turns up a day or two later. If it still hasn't arrived by date + 2 days, write to me and Solution while we investigate. Best,
5 variablesEmpathetic