# Usage

> Usage guide for user and access management 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

State the clear purpose or topic of the email.

  
    [App name] | Welcome to [App name]
    [App name] | Log in from new device
    [App name] | Notification of role change
    [App name] | One-time PIN for verification
  

## Body text

Start with a clear sentence describing the topic of the email.

  
    Thank you for choosing [App name].
    Your account has been successfully created.
    You requested a one-time PIN to verify your identity.
    A new device has been registered to this account: [{'user@example.com'}]
  

Provide users with additional information or a summary.

  
    What you need to do
	  • Open [App name]
	  • Start configuring your dashboard
	  • Explore key features: Real-time energy monitoring, load optimization and predictive analytics
	  Button: Open
  

  
    The information below relates to your newly registered device
	  • Device name: Laptop123
	  • Device ID: ABCDEFGHI
	  • Operating system: Windows
	  • Date: November 11, 2026, 14:32
  

Provide users with clear next steps or instructions.

  
    You are just a few steps away from starting your [App name] journey. To get started, register for an [App name] ID using your email address and create a strong, secure password.
  

Never include sensitive information such as passwords directly in the email.

  
    To set your password securely, visit the [App name] account portal.
  

  
    Here is your default password: 12345 – change it here!
  

Mention both previous and new states when access or role settings are changed.

  
    There have been changes to your role for [App name]
	New role: Administrator
	Previous role: Operator
  

## Related

- [Dates](../../formatting/date.mdx)
- [Time and time zones](../../formatting/timezones.mdx)
- [Time-related messages](../../messaging/time-related-messages.mdx)