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General information and administrative emails

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In everyday operations, general emails covering administrative details, confirmations, and other essential updates - outside specific operational categories - help keep stakeholders informed and processes organized.

Usage

note

Use these rules alongside the General rules. All placeholders are shown with square brackets, e.g. [placeholder]. We have used [App name] as the standard placeholder for you to adapt individually to your product.

Subject lines​

Use a subject line that accurately reflects the email's content and purpose.

  • [App name] | New Terms of Use
  • [App name] | Changes to your data options
  • [App name] | Join our user testing
  • [App name] | Tell us about your app experience

Body text​

Agreements and confirmation​

Be specific when asking for confirmation or agreement.

  • You have until January 31, 2026 to confirm the new Terms of Use.
  • Reading this email means you agree to our new Terms of Use.

Include all relevant details of the agreement, order or change for the customer's records.

  • Your order for 5 "SINAMICS G120 Drives" (Order #QuantumShift Platform-2025-12345) has been received and processed. Estimated delivery: January 15, 2026.

Avoid ambiguous phrasing that could lead to misunderstandings.

  • Your support contract for "Automation System S7-1500" has been renewed for one year, effective January 1, 2026.
  • We've extended your S7-1500 support.

Include a method for the customer to review, modify or cancel the agreement or action if applicable.

  • You can review your subscription details or manage your preferences at any time through your [App name] account dashboard: [link to dashboard].

Feedback and surveys​

Use clear and polite invitations that explain the purpose of the survey.

  • We value your opinion and would appreciate feedback on your recent interaction with our support team.

Include an estimate of the time required to complete the survey.

  • This short survey will take approximately 5 minutes to complete.

Include direct and secure links or buttons to make participation easier.

  • Share your thoughts via this secure link: [Link to survey].
  • Go to our website to find the survey.

Communication and contact​

Include specific reference numbers or identifiers to help users track issues.

  • When contacting support, reference ticket ID: [App name]-2026-54321.

Avoid hiding (or making it difficult) to find options for managing communication preferences or unsubscribing.

  • Manage your email preferences here: [link to preference center].
  • Unsubscribe from emails here.