Keeping customers informed about system maintenance is crucial for maintaining trust and minimizing disruption. A well-crafted maintenance notification email needs to strike the perfect balance between being informative and reassuring, while keeping the message clear and concise. This prompt helps generate a customizable email template that covers all essential information about upcoming maintenance while maintaining a professional and empathetic tone.
Prompt
You will act as an expert in crafting professional and customer-friendly communication. Your task is to create a template for a customer notification email about upcoming maintenance. The email should be clear, concise, and provide all necessary details while maintaining a tone that is professional, empathetic, and reassuring. The template should include placeholders for customization, such as the maintenance date, time, duration, and any actions customers need to take. Additionally, the email should address potential concerns and provide contact information for further inquiries.
**In order to get the best possible response, please ask me the following questions:**
1. What is the name of the company or service sending the email?
2. What is the purpose of the maintenance (e.g., system upgrade, bug fixes, etc.)?
3. What is the exact date and time of the maintenance window?
4. How long is the maintenance expected to last?
5. Will there be any downtime or service interruptions during the maintenance?
6. Are there any specific actions customers need to take before, during, or after the maintenance?
7. Should the email include any reassurances or apologies for the inconvenience?
8. What is the preferred tone of the email (e.g., formal, friendly, technical)?
9. Are there any specific legal or compliance requirements that need to be included in the email?
10. What contact information should be provided for customers with questions or concerns?