01 — Within 24 hours of any call
Meeting follow-up
Subject: Recap and next steps: [Topic], [Date]
Hi [Name],
Thanks for the time today. A short recap so we are aligned.
What we agreed
• [Decision 1]
• [Decision 2]
Next steps
• [Owner]: [Action] by [Date]
• [Owner]: [Action] by [Date]
If I have missed or misread anything, reply here and I will correct it.
Best,
[Your name]
02 — When a customer escalates
Issue acknowledgement
Subject: [Issue]: what we know and what happens next
Hi [Name],
Thank you for raising this. I understand it is affecting [Impact on their team], and I am treating it as a priority.
What we know: [Facts confirmed so far]
What we are doing: [Actions and who is involved]
Next update: [Time and date], or sooner if anything changes.
I am your single point of contact on this, so you will not need to chase anyone else.
[Your name]
03 — 90 days before renewal
Renewal check-in
Subject: Planning ahead for [Month]: your renewal
Hi [Name],
Your agreement renews on [Date]. Before then, I would like to review what [Product] has delivered for [Team] this term and what you need from the next one.
Could we take 30 minutes in the week of [Week]? I will bring [Usage summary or outcomes report].
Best,
[Your name]
04 — After 30+ days of silence
Re-engage a quiet contact
Subject: Still the right person for [Topic]?
Hi [Name],
We last spoke on [Date] about [Topic]. Since then, [One relevant change or result].
If this is still on your list, I can share a 10-minute update at a time that suits you. If someone else owns it now, a pointer to them would help.
Thanks,
[Your name]
05 — After an issue is resolved
Post-escalation follow-up
Subject: [Issue] resolved: summary and what changes
Hi [Name],
[Issue] was resolved on [Date] at [Time]. Here is a summary.
What happened: [Plain-language cause]
Impact: [Who and what was affected, for how long]
What we fixed: [Fix]
What changes to prevent a repeat: [Preventive action] by [Date]
Thank you for your patience while we worked on this. If you would like to go through the full root-cause report, I can set up 30 minutes with [Engineering contact].
[Your name]
06 — 60+ days before renewal
Price change notice
Subject: Your [Product] pricing from [Date]
Hi [Name],
From your renewal on [Date], the price for [Plan] changes from [Old price] to [New price] per [Unit].
The change reflects [Specific reason: new capabilities, usage growth, list price update]. Over the last [Period], your team has [One concrete outcome].
I would like to walk you through the options, including [Option: multi-year term / plan change], before you decide. Could we speak in the week of [Week]?
[Your name]
07 — You have to say no
Declining a request
Subject: Re: [Request]
Hi [Name],
Thank you for asking about [Request]. We are not able to [do X] because [Short, honest reason].
What we can do instead: [Alternative 1] or [Alternative 2]. [Alternative 1] would get you [Outcome] by [Date].
If neither works, tell me what you are trying to achieve and I will look for another route.
[Your name]
08 — Monthly or quarterly
Executive sponsor update
Subject: [Company] and [Your company]: [Month] update
Hi [Name],
Three points for this month:
1. Progress: [Goal] is at [Metric] against a target of [Target].
2. Risk: [Risk] could affect [Outcome]. We are [Mitigation].
3. Decision needed: [Decision] by [Date].
Full detail is in [Link]. Happy to discuss in our next review on [Date].
[Your name]
Rewrite engine
Rewrite with AI
Start the prompt with: Rewrite the email below. Keep every fact, name, date and commitment unchanged. Then add one or more of these, and paste your email at the end.
- —Shorter. Cut it to under 80 words. Remove pleasantries and repetition. Put the ask in the first two lines.
- —Longer. Expand it with the context a new reader would need: background, the reason for each next step, and what happens if nothing changes. Stay under 250 words.
- —Concise. Make each sentence carry one point. Replace phrases with single words where possible. Use bullet points for any list of three or more.
- —Improve wording. Fix grammar, awkward phrasing and vague words. Keep my tone and length about the same. After the rewrite, list what you changed.
- —More defensive. Make it hold up if forwarded to leadership: state what was agreed and when, reference earlier messages by date, separate facts from opinions, do not accept fault beyond what is confirmed, and stay polite.
- —Clearer. Put the main point and the ask in the first sentence. Use short sentences. State who does what by when. Remove jargon, or define it.
- —Warmer. Make it friendlier and more personal without making it longer. Acknowledge the reader’s situation once. No exclamation marks.
- —Firmer. Make the ask unambiguous and time-bound. Remove hedging words such as just, maybe, hopefully and I think. Keep it courteous.
- —Executive summary. Turn it into a three-bullet summary for a senior executive: outcome, risk, decision needed. Under 60 words.
- —Translate. Translate it into [Language], keeping a professional business register.