Templates

Dear [interviewer's name], Thank you for taking the time to speak with me about the [role you interviewed for] position today. I especially enjoyed our discussion about [one concrete moment from the interview] — it confirmed the kind of work I want to be doing. Our conversation strengthened my interest in joining [company]. If any follow-up questions come up on your side, I'm happy to answer them. Best regards, [your name]

Dear [manager's name], I am writing to formally resign from my position as [your role] at [company]. My last working day will be [last working day], in line with my notice period. I'm committed to a smooth handover — over the coming weeks I will document my ongoing work and am glad to help train whoever takes it on. Thank you for the opportunities I've had here. I wish you and the team continued success. Sincerely, [your name]

Hi [manager's name], I'm unwell and won't be able to work [day(s) you're out]. I expect to be back [expected return], and I'll let you know if that changes. [coverage note (what's handled or handed off)] Thanks, [your name]

Hi [client name], A quick reminder that invoice [invoice number] for [amount], issued on [issue date], was due on [due date] and is showing as unpaid. It may simply have been missed — I've attached another copy for convenience. If payment is already on its way, please ignore this note. Could you let me know when I can expect it? Happy to help if anything on the invoice needs clarifying. Best regards, [your name]

Hi [their first name], [why them, specifically (one sentence)] — which is why I'm writing to you rather than a generic inbox. [who you are + proof (one sentence)] [the small, specific ask] If it's not relevant, a one-line "not for us" is a completely fine answer and I won't follow up more than once. Best, [your name]

MEETING: [meeting name] When: [date and time] · Length: [duration] Goal — we are done when: [done when… (a decision or artifact)] Before the meeting, please read/do: [pre-reading or preparation] Agenda: [topics with time and owner] Not today (parked on purpose): [explicitly out of scope] Notes and decisions will be captured in the meeting doc and shared the same day.

# Postmortem: [incident title] **Date:** [incident date] · **Severity:** [severity] · **Author:** [author] ## Impact [impact, in numbers] ## Timeline (all times [timezone for the timeline]) [timeline entries (time — fact)] ## Root cause [root cause (the system gap, not a person)] ## What went well / what didn't [what went well / what didn't] ## Action items [actions (owner — action — due date)] *Blameless by policy: this document names systems and gaps, never people at fault. Anyone listed appears only as an actor in the timeline.*

Dear [recipient (name if you have it)], I'm applying for the [role] role. [why this company, specifically (one sentence)] [your single best, concrete proof] [connect your proof to their job ad] I'd welcome the chance to talk about what the first six months in this role should deliver. Thank you for considering my application. Sincerely, [your name]

Hello, I'm out of office from [first day away] to [last day away], back on [back on], [email access, honestly]. For anything that can't wait: [who covers what] [what happens to their email] Thanks, [your name]

Hi [client name], I need to move the delivery date for [project]. The revised date is [new delivery date] — [size of the slip] later than planned. I'm sorry for the disruption this causes. The reason: [the honest reason (one or two sentences)] What this doesn't change: [what's unaffected] To make the new date reliable: [what makes the new date credible] If the revised date creates a problem on your side, tell me what's immovable and I'll re-plan around it. Best regards, [your name]

Hi [their name], I hope you've been well. I'm in the final stages for a [role you're up for] position at [company], and I'd be grateful if you'd be a reference for me — I think our work together on [the work you did together] is the most relevant thing a reference could speak to. If you're willing: they'd contact you by [how they'll reach out], likely [when]. The role focuses on [what the role emphasises], so anything you could say about [what you hope they can speak to] would carry the most weight. And of course, if now isn't good or you'd rather not, just say so — no explanation needed. Thank you either way, [your name]

# [project name] [one-sentence description] ## Getting started ```bash [install & run commands] ``` ## Usage [a minimal working example] ## Project structure [key directories, one line each] ## Contributing Issues and pull requests are welcome. Before opening a PR, please run the test suite and keep changes focused — one concern per PR. ## License [license]

Hi [attendee's name], I need to move our meeting on [original time] for [what the meeting is about] — [reason (one honest sentence)]. Could we do [first alternative slot] or [second alternative slot] instead? Either works well on my end, so pick whichever suits you. Sorry for the shuffle, and thanks for your flexibility. Best, [your name]

Hi [manager's name], I want to flag this before [original deadline] arrives rather than after: [reason (one honest sentence)]. I'd like to commit to [new committed deadline] instead, which gives me room to [what the extra time buys]. Let me know if that works, or if we need to talk through a different approach. Thanks, [your name]

Hi [manager's name], I'd like to set up time to talk about my compensation. Over the past [time period], I [evidence (an outcome, not effort)]. Based on that, I think a move to [target number] is fair, and I'd like to walk through the reasoning with you rather than lay it out over email. Could we find 30 minutes in the next couple of weeks? Thanks, [your name]

Dear [company name] Customer Service, I'm writing about order [order or reference number], placed on [order date]. [what went wrong]. To resolve this, I'm requesting [the specific remedy you want]. I'd appreciate a response by [reasonable reply deadline]. My contact details are below if you need more information. Regards, [your name] [your contact details]

Hi [company name] team, I'm requesting a refund for order [order number], purchased on [purchase date] for [amount]. [reason for the refund]. [policy basis (if you know it)] Please refund the [amount] to [where to refund it]. Let me know if you need anything else from me to process this. Thanks, [your name]

Hi [who you're escalating to], I'm escalating [the issue, in a few words], which [who you first worked with] and I have been working through since [when it started] without resolution. [the business impact]. What I've tried: [what's already been tried]. I need a decision on [the decision you need] by [deadline for the decision] to avoid [what happens if it's missed]. Thanks, [your name]

Hi [colleague's name], Thank you for [what they specifically did] — [what it made possible]. I know that took extra time, and I wanted you to know it made a real difference. [optional line to their manager] Thanks again, [your name]

Hi [first person's name] and [second person's name], I wanted to connect you two. [first person's name], meet [second person's name] — [one-line bio for person b]. [second person's name], meet [first person's name] — [one-line bio for person a]. [why you're connecting them] I'll leave you both to it — great to see this connection happen! Best, [your name]

Hi everyone, [last day] is my last day at [company]. [specific thanks]. I'm heading to [where you're headed (one line)], and I'd love to stay in touch — you can reach me at [personal contact info]. Thank you for [time at the company] of [a shared memory or detail]. It's been a privilege working alongside you. Warmly, [your name]

Hi team, Please join me in welcoming [new hire's name], joining us as [role] starting [start date]. [one human detail]. [new hire's name] will be working closely with [who they'll work with] on [what they'll focus on]. Feel free to say hi [how to say hi] — [new hire's name]'s first week is a great time to introduce yourself. Best, [your name]

Hi [client name], Welcome aboard — we're excited to get started on [project name]. Here's what happens next: [what happens next]. To kick things off, we'll need from you: [what you need from them] [single point of contact] will be your main point of contact throughout. Our first milestone, [first milestone], is set for [milestone date]. Looking forward to working together, [your name]

Hi [customer's name], You've been using [product or service] for a bit now, and I'd love to know: [one specific question] It takes about [time estimate] — here's the link: [feedback link]. Your answer helps us [what the feedback is for]. Thanks, [your name]

Hi [customer's name], Just a heads-up that your [plan name] renews on [renewal date] at [price]. [what's changing (or not)]. If you'd like to change your plan or cancel, you can do so at [manage/cancel link] before the renewal date — after that, the charge goes through automatically. Questions? Just reply to this email. Best, [sender name]

Hi [client name], Thanks for sending over [the request]. Taking a closer look, this falls outside what we scoped in [original agreement]. To take it on, here are three ways forward: [priced/timed options] Let me know which works best, and I'll get it moving right away. Best, [your name]

# [project name] **Proposed by:** [proposed by] · **Date:** [date] ## Problem [problem, in numbers] ## Proposed solution [proposed solution] ## Cost and effort [cost and effort] ## Expected outcome [expected outcome] ## Decision requested [decision requested] Please respond by [decide by].

# Statement of Work: [project name] **Client:** [client] · **Vendor:** [vendor] · **Date:** [date] ## Scope [scope] ## Deliverables [deliverables] ## Out of scope [out of scope] ## Timeline [timeline] ## Payment schedule [payment schedule] ## Change requests [change-request clause]

# [meeting name] — Minutes **Date:** [date] · **Attendees:** [attendees] ## Decisions [decisions made] ## Discussion notes [discussion notes] ## Action items [action items (owner - date)] ## Open questions [open questions]

# ADR: [decision title] **Status:** [status] · **Date:** [date] · **Author:** [author] ## Context [context] ## Options considered [options considered] ## Decision [decision] ## Consequences [consequences (including accepted downsides)] ## Revisit when [revisit when]

# Weekly report: [team] **Week of:** [week of] · **Author:** [author] ## Wins [wins] ## Metrics vs. target [metrics vs. target] ## Risks (with asks) [risks, with a specific ask] ## Next week's focus [next week's focus]

# Bug: [bug title] **Environment:** [environment] · **Severity:** [severity] ## Steps to reproduce [steps to reproduce] ## Expected behavior [expected behavior] ## Actual behavior [actual behavior] ## Why this severity [why this severity] ## Evidence [evidence]

# Feature request: [request title] **Requested by:** [requested by] · **Date:** [date] ## The problem [the user's problem (not the fix)] ## Evidence it matters [evidence it matters] ## Proposed solution [proposed solution] ## Alternatives considered [alternatives considered] ## How we'll know it worked [how we'll know it worked]

# SOP: [procedure title] **Owner:** [owner] · **Review by:** [review by] ## Purpose [purpose] ## When to use this [when to use this] ## Prerequisites [prerequisites] ## Steps [numbered steps with checks] ## If something goes wrong [if something goes wrong]

# [headline] [dateline (city, date)] — [lead paragraph (who/what/when/why it matters)] "[quote]" said [quote attribution]. [boilerplate] **Media contact:** [media contact]

# User interview script: [interview topic] **Goal:** [goal (what you're trying to learn)] ## Warm-up [warm-up questions] ## Core questions [core questions (non-leading)] ## Tell me about the last time... ["tell me about the last time you..." prompt] ## Wrap-up [wrap-up]

# Project quote: [project name] **Prepared for:** [client] · **Prepared by:** [prepared by] · **Date:** [date] ## Our understanding of the brief [our understanding of the brief] ## Deliverables [deliverables] ## Price [price, broken into phases] ## Assumptions [assumptions] This quote is valid until [valid until].

# Decision: [the question being decided] **Owner:** [decision owner] · **Date:** [date] ## Options [options, with trade-offs] ## Recommendation [recommendation] ## Ruled out [what was ruled out, and why] ## Sign-off [sign-off line]