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IT support/ticketclosed

Close a ticket due to no response

Hi name, We've closed ticket Ticket number about Ticket subject because we haven't heard back from you since Date of last message. We're assuming the issue has been resolved. If not, no problem: How to reopen. If it happens again later, mention this ticket number so we have the full history at hand. Thanks for your time,
5 variablesFriendly
Marketing/mediakit

Reply to a media kit request

Hi name, Thanks for your interest in working with Your brand or channel. Here's our media kit: Media kit link Inside you'll find: • Audience data and up-to-date stats. • Collaboration formats and rates. • Examples of past campaigns. To put together a tailored proposal, could you tell me Information you need? Looking forward to hearing from you. Best,
4 variablesProfessional
Agencies/offboarding

End the collaboration and hand over

Hi name, As we discussed, our work together on Service ends on End date. To make the transition easy, here's the handover plan: 1. All source files are available here: Final folder link 2. We'll send you documentation for everything we managed. 3. Once you have everything, remove our access to your tools. If your new team needs it, we can Extra help. Thank you for these months of working together. Best regards,
5 variablesProfessional
Education/recletter

Agree to write a recommendation letter

Hi name, Thank you for thinking of me. I'd be glad to write your recommendation letter for Program, scholarship, or position. To make it as strong as possible, please send me the following by date + 7 days: • Your up-to-date résumé. • The program description or application call. • The achievements or projects you'd like me to highlight. • The application deadline. I'll send the letter How I'll send it. Best of luck with your application,
4 variablesWarm
Legal/legaltransl

Let the client know documents need translating

Dear name, While reviewing the documents for your matter, we noticed that the following are in Original language and we will need translations: List of documents A Translation type translation will be required. We can share the contact details of translators we regularly work with, or you can arrange it directly yourself. We would appreciate receiving the translations by date + 14 days. Kind regards,
5 variablesClear
Admin/availpoll

Ask several people for their availability

Hi everyone, I am organizing Type of meeting with Your manager's name and need to know everyone's availability. It will take about Duration. Here are the options: Proposed dates and times Please reply with every option that works for you, not just your favorite, by date + 3 days. That way I can find the slot that suits the whole group and send the invite. Thanks,
5 variablesClear
HR/candwithdrew

Thank a candidate who withdrew

Hi name, Thank you for letting us know that you're withdrawing your application for the Position role. We understand your decision and really appreciate you telling us so clearly. We'd also like to thank you for the time you put into the process and your conversations with the team. Closing Best regards,
3 variablesRespectful
Ecommerce/sizeexchange

Explain how to exchange for a different size

Hi name, No problem, we'll swap your Product for size New size. Here's how: 1. Keep the item unused, with its tags and in its original packaging. 2. Include a note with your order number: Order number 3. Ship it to: Return address You have until date + 14 days to send it. As soon as we receive it, we'll ship the new size. If it sells out, we'll let you know and offer another option or a refund. Best,
6 variablesFriendly
Finance/creditnote

Send a credit note

Hi name, Attached is credit note Credit note number for Amount, related to invoice Invoice number. The amount How it applies. Please keep it with the original invoice for your records; there's nothing else you need to do. If you have any questions, just let me know and we'll sort it out. Best regards,
5 variablesClear
Real estate/rentincrease

Notify a tenant of a rent increase

Hi name, I'm writing to let you know about the rent adjustment for Property address or reference, as set out in Basis. Starting Effective date, the monthly rent will change from Current rent to New rent. The calculation follows the index specified in the lease, and I'm happy to send you the breakdown if you need it. If you have any questions, just email me or we can talk by phone. Thank you for continuing to rent with us. Best regards,
6 variablesRespectful
Hospitality/tablereminder

Remind a guest of their table reservation

Hi name, This is a reminder of your reservation for Party size people When at Time. Could you confirm you're coming? Just reply to this message. If you can't make it or the number of guests changes, please let us know before Deadline to let us know so we can offer the table to others. Additional note See you soon,
6 variablesFriendly
Support/callbackset

Confirm a requested support call

Hi name, I'm confirming the call you requested. We'll call you on Day at Time and time zone at Phone number. To make the most of the time, please have your account email handy and, if possible, the computer or phone where you're seeing the issue. The call will take about Approximate minutes minutes. If that time no longer works or the number isn't right, just reply to this email and we'll change it. Best regards,
5 variablesClear
Communication/eventfollowup

Follow up after a networking event

Hi name, It was great meeting you at Event name. I'd have loved to keep talking about Conversation topic. Something specific from your chat or the resource you promised to send I think we have a lot in common and could learn a great deal from each other. I'd really like to stay in touch. Would you be up for Next step? If another option works better for you, just let me know and I'll fit around it. Best,
5 variablesFriendly
Sales/badtiming

Reply to “now is not a good time”

Hi name, Understood, and thanks for being upfront. I'd rather know than push at the wrong time. So I don't reach out when it doesn't fit, could you help me with one thing? Is the blocker Reason, or something else? If that works for you, I'll write again around date + 90 days. Meanwhile, here's something that might help: Useful resource (link). And if anything changes sooner, I'm here. Best,
4 variablesUnderstanding
Healthcare/apptrequest

Appointment request received

Hi name, We've received your appointment request for Service or specialty. Thank you for reaching out. Within Timeframe, we'll call you at Patient phone number to confirm the date and time. If that number isn't right, or you'd like us to call at a specific time, just reply to this message. Please note that your appointment isn't confirmed until we've spoken with you. Best regards,
4 variablesFriendly
Personal/missedevent

Apologize for missing a friend's event

Hi name, I'm so sorry I wasn't at Event (e.g., your birthday party). In the end I couldn't make it because Short reason (e.g., a work trip came up), and I hated missing it, because I know how much it meant to you. I'd love to hear how it went and see the photos. And I'd like to make it up to you: can I take you out for Plan to make it up this week? Hugs,
4 variablesSincere
Support/responsetime

Explain support response times

Hi name, Thanks for reaching out. We've received your request and want you to know what to expect: • We reply within Usual response time, during Support hours. • Right now we have Current volume • If the issue stops you from working completely, reply with “URGENT” in the subject line and we'll handle it first. We'll get back to you as soon as we have an update. Best regards,
4 variablesClear
Communication/askintro

Ask someone for an introduction

Hi name, I noticed you know Person you want to meet, and I wanted to ask a favor: would you be open to introducing us? Here's why: Why you want to talk to this person To make it easy, here's a short blurb about me that you can forward as is: Two or three lines about you If it doesn't feel right or the timing isn't good, I completely understand. Thanks so much,
4 variablesRespectful
Sales/needapproval

Help the buyer get their manager's approval

Hi name, Of course, it makes sense for Approver (role) to review it. To make it easy, here's a summary you can forward as is: • What it solves: Problem it solves • Investment: Price and terms • Setup time: Timeline If any questions come up, I can join a short call with both of you. Would it be okay if I check in on date + 5 days to see how it's going? Best,
6 variablesClear
Healthcare/latepolicy

Late arrival policy reminder

Hi name, To make sure we can see every patient on time, here's a reminder of our late arrival policy: • If you arrive more than Grace period in minutes minutes late, we may need to Consequence. • If you know you'll be late, please call us as soon as you can at Clinic phone number. Thank you for your understanding. It helps us respect everyone's time. Best regards,
4 variablesFriendly
Personal/bdayparty

Invite friends to a birthday party

Hi name! This year I'm celebrating Whose birthday, and I'd love for you to come. • When: Day and time • Where: Place There'll be good food, music, and plenty of fun. Could you let me know if you can make it by RSVP deadline? That way I can plan everything in time. Hope to see you there,
5 variablesCheerful
HR/referralprog

Remind staff about the referral program

Hi name, Just a reminder that we're still looking for great people, and your network can help a lot. Right now we have these open roles: Open roles If you know someone who'd be a good fit, refer them through How to refer. If they join and pass their probation period, you'll receive Reward. You don't need to have worked with them: it's enough that you think they'd do well. If you have questions about the program, email me. Best regards,
4 variablesFriendly
Ecommerce/productcare

Send product care instructions

Hi name, Thank you for your purchase. To keep your Product looking like new, here are a few tips: Care instructions Above all, avoid What to avoid, since that's what wears it out the most over time. If you have any questions about using or cleaning it, reply to this email and we'll be happy to help. Best,
4 variablesKind
Finance/payterms

Ask a supplier for payment terms

Hi name, Before placing our first order for Product or service, we'd like to understand your payment terms: • Payment terms (for example, net 30 or net 60) • Payment methods you accept • Whether you require a deposit or offer an early payment discount On our side, we usually pay Usual payment terms. If that works for you, great; if not, we can discuss it. Thanks in advance,
3 variablesProfessional