Generic Email Templates
Content
Generic E-mail templates and protocols
Reply to RFP
Dear <name> Many thanks for your interest in Dotsquares, and for taking the time to fill in our online request for proposal form. I have passed your requirements on to our business analysts and development team for them to look through. They will be coming back to me very quickly with any comments and queries they have, if any, and I will back in touch with you as soon as I have this information in order to discuss with you the timescales and costs involved in order to meet your requirements. In the meantime, please do not hesitate to contact me should you have any further questions. <signature>
Project Kick-off
Dear <name> Further to our discussions, I would like to confirm that design/development of <project name> will commence on <date> and that the timescale/estimated timescale will be for a duration of <number> weeks. I will be acting as your project manager. The developer assigned to this project will be <name>. I will be instructing them to formally introduce themselves to you in a separate email. Should you require anything further from myself prior to the project kicking-off, feel free to contact me by either telephone or email. <signature>
Developer Introduction
Dear <name> My name is <name>, and I have been allocated as your designated developer /designer for <project / company name>. Many thanks for giving me the opportunity to work with you. I have read through your requirements and have put my understanding of the project below. Please do read them, and let me know if there any points that need to be made clearer. <insert project understanding> I am very much looking forward to building a strong working relationship with you. <signature>
Out of scope development
Dear <name> It has come to my attention that some of the requirements have altered from the initial scope of the project. I have listed them below, together with rationale depicting how these differ from the original scope. <insert out of scope tasks list with reasons why out of scope> Please read through them and let me know your thoughts. As you know from our terms and conditions, any out of scope requirements must be charged for, and I have detailed below how much time will be required for each task, and would be very grateful for your agreement and approval to have an invoice raised by our accounts department in order for the work on these tasks to progress. <insert list of out of scope tasks with appropriate timescales in hours> I very much look forward to your response on this matter.
<signature>
End of Project
Dear <name> We at Dotsquares feel that we have completed all requirements on <project name> and that the project is now completed. Please let us know whether you are happy to sign off on the project, and for us to raise the final invoice /consider the project over. May we just say that it has been a pleasure for us to work with you, and very much hope that our relationship can continue for some considerable time to come. Once again, it has been a pleasure working with you, and we very much hope to do so again. <signature>
Feedback request
Dear <name> We would like to thank you for giving us the opportunity to work with you. We are happy with the way that the project has been completed, and we hope that you feel the same way. Please could you take a few minutes to complete our feedback form on the below link as your views and comments are extremely important to us. Feedback form We hope that your experience of working with Dotsquares / Team in India was pleasurable, and that you would consider us for any future work. <signature>
Complaint (response to complaint)
Dear <name>
Thank you for bringing this matter to my attention and that you will have no further cause for any complaint in relation to our service. I apologise for the annoyance that this may have caused to you. We are actively working to improve service levels and your feedback has proved to be invaluable. Please accept our sincerest apologies once again, and our reassurance that this matter will nor re-occur. <signature>
Out of Office: I will be out of the office from <date> to <date> inclusive. In my absence, please contact either <name> on <email address and phone number> or <name> on <email address and phone number> as they have an understanding of your project, and will be able to assist you while I am away. I will send you a courtesy email upon my return. <signature>
Email tracking We should include specific Words in the Emails, we exchange internally to better track them. For example NEW WORK START. ENQUIRY. PAYMENT TRACKING etc.
Suggested Subject re-naming tags: New RFP / Enquiry <client name> - <project name> Initial analysis for <client name> - <project name> Requirements gathering <client name> - <project name> Proposal <client name> - <project name> Introduction (of developer) <client name> - <project name> Progress report <client name> - <project name> Out of scope development <client name> - <project name> Project closure <client name> - <project name> Payment <invoice number> - <client name> - <project name> Payment overdue <invoice number> - <client name> - <project name> Payment credit<invoice number> - <client name> - <project name> Complaint <client name> - <project name>
Creating templates in Outlook: 1. 2. 3. 4. On the Tools menu, click Options, and then click the Mail Format tab. Clear the Use Microsoft Office Word 2003 to edit email messages check box. Click Apply, and then click OK. On the File menu, point to New, and then click Mail Message. NOTE You can also start a new email message by clicking the New Mail Message button on the Standard toolbar. When the new message opens, give it an appropriate subject and compose your content. Leave space for variable information that will be added when you send the message. On the File menu, click Save As. In the Save as type list, click Outlook Template, and then click Save. To restore Word as the message editor, click Options on the Tools menu, click the Mail Format tab, and then select the Use
5.
6. 7. 8.
Microsoft Office Word 2003 to edit email messages check box. Click Apply, and then click OK.
Creating templates in Mac Mail:
To save a message as a template in Mac OS X Mail: 1. Create a new folder called "Templates" (or, of course, anything else that appeals to you more). 2. Create a new message. 3. Edit the message to contain anything you want in the the template. a.You can edit and save the Subject and the message contents, of course, but also a recipient or the message priority. 4. Select File | Save as Draft from the menu. 5. Close the message editing window. 6. Go to the Drafts folder. 7. Move the message you just saved to the "Templates" folder. 8. To use a message template in Mac OS X Mail to create a new message: 9. Open the folder containing the desired message template. 10. Highlight the template you want to use for the new message. 11. Select Message | Send Again from the menu. 12. Edit and send the message.
Reply to RFP
Dear <name> Many thanks for your interest in Dotsquares, and for taking the time to fill in our online request for proposal form. I have passed your requirements on to our business analysts and development team for them to look through. They will be coming back to me very quickly with any comments and queries they have, if any, and I will back in touch with you as soon as I have this information in order to discuss with you the timescales and costs involved in order to meet your requirements. In the meantime, please do not hesitate to contact me should you have any further questions. <signature>
Project Kick-off
Dear <name> Further to our discussions, I would like to confirm that design/development of <project name> will commence on <date> and that the timescale/estimated timescale will be for a duration of <number> weeks. I will be acting as your project manager. The developer assigned to this project will be <name>. I will be instructing them to formally introduce themselves to you in a separate email. Should you require anything further from myself prior to the project kicking-off, feel free to contact me by either telephone or email. <signature>
Developer Introduction
Dear <name> My name is <name>, and I have been allocated as your designated developer /designer for <project / company name>. Many thanks for giving me the opportunity to work with you. I have read through your requirements and have put my understanding of the project below. Please do read them, and let me know if there any points that need to be made clearer. <insert project understanding> I am very much looking forward to building a strong working relationship with you. <signature>
Out of scope development
Dear <name> It has come to my attention that some of the requirements have altered from the initial scope of the project. I have listed them below, together with rationale depicting how these differ from the original scope. <insert out of scope tasks list with reasons why out of scope> Please read through them and let me know your thoughts. As you know from our terms and conditions, any out of scope requirements must be charged for, and I have detailed below how much time will be required for each task, and would be very grateful for your agreement and approval to have an invoice raised by our accounts department in order for the work on these tasks to progress. <insert list of out of scope tasks with appropriate timescales in hours> I very much look forward to your response on this matter.
<signature>
End of Project
Dear <name> We at Dotsquares feel that we have completed all requirements on <project name> and that the project is now completed. Please let us know whether you are happy to sign off on the project, and for us to raise the final invoice /consider the project over. May we just say that it has been a pleasure for us to work with you, and very much hope that our relationship can continue for some considerable time to come. Once again, it has been a pleasure working with you, and we very much hope to do so again. <signature>
Feedback request
Dear <name> We would like to thank you for giving us the opportunity to work with you. We are happy with the way that the project has been completed, and we hope that you feel the same way. Please could you take a few minutes to complete our feedback form on the below link as your views and comments are extremely important to us. Feedback form We hope that your experience of working with Dotsquares / Team in India was pleasurable, and that you would consider us for any future work. <signature>
Complaint (response to complaint)
Dear <name>
Thank you for bringing this matter to my attention and that you will have no further cause for any complaint in relation to our service. I apologise for the annoyance that this may have caused to you. We are actively working to improve service levels and your feedback has proved to be invaluable. Please accept our sincerest apologies once again, and our reassurance that this matter will nor re-occur. <signature>
Out of Office: I will be out of the office from <date> to <date> inclusive. In my absence, please contact either <name> on <email address and phone number> or <name> on <email address and phone number> as they have an understanding of your project, and will be able to assist you while I am away. I will send you a courtesy email upon my return. <signature>
Email tracking We should include specific Words in the Emails, we exchange internally to better track them. For example NEW WORK START. ENQUIRY. PAYMENT TRACKING etc.
Suggested Subject re-naming tags: New RFP / Enquiry <client name> - <project name> Initial analysis for <client name> - <project name> Requirements gathering <client name> - <project name> Proposal <client name> - <project name> Introduction (of developer) <client name> - <project name> Progress report <client name> - <project name> Out of scope development <client name> - <project name> Project closure <client name> - <project name> Payment <invoice number> - <client name> - <project name> Payment overdue <invoice number> - <client name> - <project name> Payment credit<invoice number> - <client name> - <project name> Complaint <client name> - <project name>
Creating templates in Outlook: 1. 2. 3. 4. On the Tools menu, click Options, and then click the Mail Format tab. Clear the Use Microsoft Office Word 2003 to edit email messages check box. Click Apply, and then click OK. On the File menu, point to New, and then click Mail Message. NOTE You can also start a new email message by clicking the New Mail Message button on the Standard toolbar. When the new message opens, give it an appropriate subject and compose your content. Leave space for variable information that will be added when you send the message. On the File menu, click Save As. In the Save as type list, click Outlook Template, and then click Save. To restore Word as the message editor, click Options on the Tools menu, click the Mail Format tab, and then select the Use
5.
6. 7. 8.
Microsoft Office Word 2003 to edit email messages check box. Click Apply, and then click OK.
Creating templates in Mac Mail:
To save a message as a template in Mac OS X Mail: 1. Create a new folder called "Templates" (or, of course, anything else that appeals to you more). 2. Create a new message. 3. Edit the message to contain anything you want in the the template. a.You can edit and save the Subject and the message contents, of course, but also a recipient or the message priority. 4. Select File | Save as Draft from the menu. 5. Close the message editing window. 6. Go to the Drafts folder. 7. Move the message you just saved to the "Templates" folder. 8. To use a message template in Mac OS X Mail to create a new message: 9. Open the folder containing the desired message template. 10. Highlight the template you want to use for the new message. 11. Select Message | Send Again from the menu. 12. Edit and send the message.
