Email Business Letter Templates

System Maintenance:

Dear ,

  We would like to inform you that system maintenance on XYZ System (XYZS)  is scheduled as below.
    (i)    From 00:00 to 01:00 on xx November 20xx (Thursday) ---- Primary slot

   (ii)    From 00:00 to 01:00 on xx November 20xx (Friday) ---- Contingency slot (this slot is required only if the maintenance cannot proceed within the primary slot

   During the maintenance period, the XYZS and services would be suspended.  There would be no service interruption to services accessible by public.

  If you have any enquiries on above arrangement, please feel free to contact ABC Support Team at xxxxxxxx or email to .

ABC Support Team,
Tel. xxxx-xxxx

System Maintenance 2:

Dear ______,Please note that our ________ server will undergo system update on DD Month YYYY (dow) from 00:00 to 12:00 (instead of dd Month as stated in the last email). During this period, our ________ services will be suspended:
1. You will not be able to_______.
2. You will not be able to_______.
3. The ______ service will be suspended. 

We are sorry for any inconvenience caused. For any questions, please email to _______
Thank you for your attention.
xxxx Office

Sales cold call/email

Let's touch base...

Hi, I'm [name], [post] of [organization]. My job is to ensure [objective]. [What is the issue?  What is important for the recipient]. To address this, I'd like your help to [real objective of this email]

[details of the request]

Thanks in advance for your participation.


Seeking for Comments/Consultation

Dear ______,

The Working Group on _________has been trying to develop some _________ principles to guide _______.  The Working Group has also convened an Open Forum and is now gathering input online for the next couple of weeks, and we hope to hear your ideas on this issue.

________ is a necessary part of managing ____________, but it should be done with a _________.  I would like everyone to know that the _______ is serious about making sure that ______________.  And we believe that we can develop some principles to guide our __________ that would be beneficial for all.

We look forward to the recommendations from this Working Group.

Meanwhile, looking at the discussions and research of this Working Group and considering views from _________, we have reviewed the ______ issue of the ________________  Service and have decided NOT to ____________.  We are now working with colleagues concerned on the __________ and ___________ for the service.

Thank you all for your interest in making __________ a better place for all!

Chan Tai Man

Apology for wrong email sent

An Apology For Today’s Email.

Hello Xxxxx,
This morning you received an email from [Company Name] with a subject line of "[subject of the wrong email sent]".  This email was sent you in error.   We know your time is valuable and we sincerely apologize for any confusion this may have caused.  If you have in fact registered for this event you will receive a correct confirmation email from us within the next few days.


[Company Name]


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