Announcement ·Local service ·Friendly
Make sure nobody arrives at the wrong place or the wrong time.
Write a plain-text notice from [SENDER] at [BUSINESS] about a practical change: [WHAT CHANGED], from [FROM WHEN]. Words only — no HTML, no layout notes.
The job of this email is that nobody turns up at the wrong place or the wrong time.
Rules:
- 90 to 130 words. Plain language.
- Lead with the change and the date. Both in the first sentence.
- Give [THE PRACTICAL DETAIL] its own short paragraph. Parking, which door, the nearest stop, whether the old address still works for a while. This is the part customers actually need and the part most of these emails leave out.
- Do not turn it into a celebration. A new address is news, not an achievement, and a paragraph about our exciting new chapter delays the information people opened for.
- No offer, no discount, no invitation to book. One quiet line about how to reach you is enough.
- Never invent a number, statistic, address detail or opening time beyond what I have supplied.
- No exclamation marks. No emoji. Sentence case.
Write a subject line under 45 characters naming the change concretely. Return subject, preheader, body, sign-off.
Announcement ·Professional
Have the reader understand what changed and whether it affects them.
Write a plain-text notice about a change to our terms or policy: [WHAT CHANGED], effective [WHEN]. Words only — no HTML, no layout notes.
The reader should be able to tell within ten seconds whether this affects them.
Rules:
- 100 to 150 words.
- First sentence says what changed, in ordinary language. Do not open with "we are writing to inform you" and do not quote a clause number.
- Second, say who it affects: [WHO IT AFFECTS]. If it is everyone, say everyone. If it is a subset, name it precisely so the rest can stop reading.
- Then state [WHAT THEY MUST DO]. If the answer is nothing, write "you do not need to do anything" as its own sentence. That is the most useful line in the email and it is usually missing.
- Link the full text exactly once, inside a sentence, at the end. Not three times, not as a button.
- No reassurance padding. Do not write that we take privacy seriously or that this is part of our ongoing commitment to anything.
- Never invent a number, statistic, date or legal detail beyond what I have supplied.
- No exclamation marks. No emoji. Sentence case.
Write a subject line under 45 characters naming the change. Never "Important update". Return subject, preheader, body, sign-off.
Announcement ·SaaS ·Professional
Have the customer understand the new price and the date without contacting support.
Write a plain-text email from [SENDER] telling an existing [PRODUCT] customer that the price is changing: [THE CHANGE], from [WHEN]. Words only — no HTML, no layout notes.
The reader should finish this email knowing what they will pay, when, and what their options are, without needing to contact anyone.
Rules:
- 120 to 170 words. Neutral, precise, unhurried.
- Put the old number, the new number and the date in the first three lines. A price email that makes the reader hunt for the number reads as an attempt to hide it, and that is what generates the angry reply.
- Give the reason in one sentence: [WHY]. One. A paragraph of justification signals that we do not think the increase is defensible.
- Do not apologise, and do not thank them for their understanding before they have given any.
- State [WHAT THEY CAN DO] plainly, including the option that costs us money. Burying the downgrade path is what turns a price rise into a cancellation.
- Do not bundle this with a feature announcement. Pairing a price rise with new features reads as a justification and cheapens both.
- Never invent a number, percentage, cost figure or customer count beyond what I have supplied.
- No exclamation marks. No emoji. Sentence case.
Write a subject line under 45 characters that says a price is changing. Do not soften it into "an update to your account". Return subject, preheader, body, sign-off.