Prompt · Announcement
Terms or policy update notice
Have the reader understand what changed and whether it affects them.
- Email type
- Announcement
- Tone
- Professional
- Length
- 100-150 words
The announcement email prompt
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 Do not open with "we are writing to inform you" and do not quote a clause number.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.
What to fill in first
[WHAT CHANGED]- The change in plain words, not the clause number. Write it as you would explain it aloud.
[WHO IT AFFECTS]- Which readers this actually touches. If it is everyone, say everyone.
[WHAT THEY MUST DO]- The action, if any. "Nothing" is a valid and welcome answer — say it explicitly.
[WHEN]- The date it takes effect.
When to send it
Whenever the change requires notice, at the notice period your terms specify, and as a standalone send. Folding a policy notice into a newsletter is how it gets missed, and “it was in the March newsletter” is not a defence anyone accepts.
What to change first
[WHAT THEY MUST DO]. Every policy email creates the same anxiety — does this require something of
me? An explicit “you do not need to do anything” answers it in six words and stops the support queue
before it forms. If there is an action, it belongs in the same position, stated just as plainly.
What good output looks like
Subject: We are changing how long we keep data
Preheader: Affects closed accounts only. Nothing to do.
From 1 April we will delete the data on closed accounts after 90 days instead of keeping it indefinitely.
This affects closed accounts only. If your account is open, nothing about your data changes.
You do not need to do anything. If you have a closed account and want the data, you can reopen it and export at any point before April.
The updated policy is here if you want the exact wording.
The prompt writes the words. Bring them here and the studio builds the campaign — branded, dark-mode safe, and ready to import.
Generate your ownIn the studio
A model writes copy. It does not write email.
Production HTML that survives Outlook, dark mode and a Gmail clip is a different job from writing the words. Describe the send once and export it to Mailchimp, Klaviyo, ActiveCampaign or MailerLite.