# Usage

> Usage guide for general information and administrative emails

:::note

Use these rules alongside the [General rules](../overview-operational-emails/usage.mdx#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.
  

## Related

- [Non-critical information messages](../../messaging/non-critical-information-messages.mdx)