Messages by situation templates
Short, specific messages for the moments you write most: thank-yous, apologies, reminders, welcomes and follow-ups. 170 free templates. Open one to fill in the blanks and copy it.
Thank you messages
Thanks for thirty kinds of people.
- Thanks: Teacher Snippet Teacher. Thank you for everything you have done for [Child] this year. Your patience and encouragement made school a…
- Thanks: Nurse Snippet Nurse. Thank you for the care you gave [Name] during [Stay]. Your kindness made a frightening time much easier.
- Thanks: Doctor Snippet Doctor. Thank you for listening so carefully and explaining everything clearly. It made a real difference.
- Thanks: Coach Snippet Coach. Thank you for coaching [Team] this season. The kids learned so much about teamwork and grit.
- Thanks: Mentor Snippet Mentor. Thank you for your guidance on [Topic]. Your advice helped me [Result].
- Thanks: Colleague Snippet Colleague. Thank you for jumping in on [Task]. I could not have hit the deadline without you.
- Thanks: Boss Snippet Boss. Thank you for backing me on [Project]. Your trust meant a lot.
- Thanks: Client Snippet Client. Thank you for choosing us for [Project]. It has been a pleasure working with you.
- Thanks: Customer Snippet Customer. Thank you for your order! Supporting a small business like ours means the world.
- Thanks: Volunteer Snippet Volunteer. Thank you for giving your time to [Cause]. Because of you, [Impact].
- Thanks: Neighbour Snippet Neighbour. Thank you for [Favour]. It is lovely having neighbours like you.
- Thanks: Host Snippet Host. Thank you for having us. We had a wonderful time and felt so welcome.
- Thanks: Babysitter Snippet Babysitter. Thank you for looking after [Kids]. They had a great time, and we could relax.
- Thanks: Delivery driver Snippet Delivery driver. Thank you for always taking such care with our parcels. It is appreciated!
- Thanks: Interviewer Snippet Interviewer. Thank you for your time today and for the thoughtful conversation about [Role].
- Thanks: Speaker Snippet Speaker. Thank you for speaking at [Event]. Your talk on [Topic] got everyone talking.
- Thanks: Donor Snippet Donor. Thank you for your generous gift. You are helping [Impact].
- Thanks: Friend Snippet Friend. Thank you for being there when I needed it. I am so lucky to have you.
- Thanks: Parent Snippet Parent. Thank you for everything you have done for me. I do not say it enough.
- Thanks: Partner Snippet Partner. Thank you for [What]. I notice all the ways you look after us.
- Thanks: Team Snippet Team. Thank you, team, for an incredible [Period]. I am proud of what we built together.
- Thanks: Support agent Snippet Support agent. Thank you for sorting out my issue so quickly and kindly.
- Thanks: Landlord Snippet Landlord. Thank you for fixing [Issue] so quickly. It is much appreciated.
- Thanks: Cleaner Snippet Cleaner. Thank you for all your hard work. The house always feels wonderful after you have been.
- Thanks: Hairdresser Snippet Hairdresser. Thank you for the great cut! I have had so many compliments.
- Thanks: Vet Snippet Vet. Thank you for taking such good care of [Pet]. We are so grateful.
- Thanks: Tutor Snippet Tutor. Thank you for helping [Student] with [Subject]. Their confidence has grown so much.
- Thanks: Organiser Snippet Organiser. Thank you for organising [Event]. Everything ran so smoothly.
- Thanks: Referrer Snippet Referrer. Thank you for recommending us to [Friend]. Referrals like yours keep us going.
- Thanks: Stranger who helped Snippet Stranger who helped. Thank you for stopping to help today. Your kindness really made my day.
Apologies
Sorry for twenty situations.
- Sorry: Late reply Snippet Late reply. Sorry for the slow reply, [Name].
- Sorry: Running late Snippet Running late. So sorry, I am running [Minutes] minutes late. On my way!
- Sorry: Missed a deadline Snippet Missed a deadline. I am sorry I missed the [Deadline] deadline for [Task]. It will be with you by [New date].
- Sorry: Forgot a birthday Snippet Forgot a birthday. I am so sorry I missed your birthday, [Name]! Can I take you out to make up for it?
- Sorry: Wrong order Snippet Wrong order. We are sorry we got your order wrong. The right [Item] is on its way today, on us.
- Sorry: Double booking Snippet Double booking. Apologies, I double-booked our slot on [today]. Could we move to [Alternative]?
- Sorry: Invoice error Snippet Invoice error. Sorry, invoice [Invoice] had an error. The corrected version is attached.
- Sorry: Missed call Snippet Missed call. Sorry I missed your call! Free now, or I can ring you at [time now].
- Sorry: Cancelled plans Snippet Cancelled plans. I am really sorry to cancel [Plan]. Can we rebook for [Alternative]?
- Sorry: Rude comment Snippet Rude comment. I am sorry for what I said about [Topic]. It was unkind and not what I really think.
- Sorry: Forgot to reply Snippet Forgot to reply. Sorry, I completely forgot to reply to this!
- Sorry: Service outage Snippet Service outage. We are sorry for the disruption to [Service] today. It is fixed, and we are making sure it does not happen…
- Sorry: Wrong information Snippet Wrong information. Apologies, I gave you the wrong information about [Topic]. The correct answer is [Correct].
- Sorry: Noise Snippet Noise. Sorry about the noise last night. We will keep it down from now on.
- Sorry: Broken item Snippet Broken item. I am so sorry I broke your [Item]. Please let me replace it.
- Sorry: Missed meeting Snippet Missed meeting. Sorry I missed our meeting. Could we find another time this week?
- Sorry: Delayed delivery Snippet Delayed delivery. We are sorry your order is delayed. It should now arrive on [today].
- Sorry: Long wait Snippet Long wait. Sorry for the wait today, [Name]. Thank you for your patience.
- Sorry: Misunderstanding Snippet Misunderstanding. I think we misunderstood each other, and I am sorry for my part. Can we talk it through?
- Sorry: Late payment Snippet Late payment. Apologies for the late payment on [Invoice]. It has been sent today.
Reminders
Nudges people do not mind.
- Reminder: Payment due Snippet Payment due. Friendly reminder: [Amount] is due on [Due date]. Thank you!
- Reminder: Appointment tomorrow Snippet Appointment tomorrow. Reminder: your appointment is tomorrow at [time now]. Reply if you need to change it.
- Reminder: RSVP Snippet RSVP. Just a reminder to RSVP for [Event] by [RSVP date].
- Reminder: Document needed Snippet Document needed. Reminder: please send [Document] by [Deadline].
- Reminder: Meeting today Snippet Meeting today. Reminder: [Meeting] today at [time now]. Link: [Copied text]
- Reminder: Deadline Snippet Deadline. Reminder: [Task] is due [Deadline].
- Reminder: Renewal Snippet Renewal. Reminder: your [Service] renews on [today].
- Reminder: Event this week Snippet Event this week. Reminder: [Event] is this [Day]. See you there!
- Reminder: Library book due Snippet Library book due. Reminder: [Book] is due back on [today].
- Reminder: Class tomorrow Snippet Class tomorrow. Reminder: [Class] tomorrow at [time now]. Bring [Bring].
- Reminder: Form closes Snippet Form closes. Last reminder: the form for [Purpose] closes [today].
- Reminder: Trial ending Snippet Trial ending. Reminder: your trial ends on [today].
- Reminder: Bin day Snippet Bin day. Reminder: bins out tonight!
- Reminder: Timesheet Snippet Timesheet. Reminder: please submit your timesheet by [time now] [Day].
- Reminder: Review due Snippet Review due. Reminder: your review of [Thing] is due [today].
Welcome messages
Make people feel at home.
- Welcome: New customer Snippet New customer. Welcome to [Company], [Name]! If you need anything, just reply to this email.
- Welcome: New employee Snippet New employee. Welcome to the team, [Name]! We are so glad you are here.
- Welcome: New member Snippet New member. Welcome to [Community], [Name]! Start by introducing yourself in [Channel].
- Welcome: New student Snippet New student. Welcome to [Class], [Name]! I am looking forward to working with you this year.
- Welcome: New neighbour Snippet New neighbour. Welcome to the street! We are at number [Number]; knock if you need anything.
- Welcome: New subscriber Snippet New subscriber. Thanks for subscribing, [Name]! Your first issue arrives [Day].
- Welcome: New tenant Snippet New tenant. Welcome to [Address], [Name]! Here is everything you need to know: [Link]
- Welcome: New volunteer Snippet New volunteer. Welcome aboard, [Name]! Your first shift is [today].
- Welcome: New team member chat Snippet New team member chat. Everyone, please welcome [Name], who joins us as [Role]! 👋
- Welcome: New user Snippet New user. Welcome to [App]! Here is how to get started in two minutes: [Link]
- Welcome: New client Snippet New client. Welcome, [Name]! I am excited to start working together on [Project].
- Welcome: New patient Snippet New patient. Welcome to [Practice], [Name]. We look forward to seeing you on [today].
- Welcome: New player Snippet New player. Welcome to [Team], [Name]! Training is [Schedule].
- Welcome: New guest Snippet New guest. Welcome to [Property]! Wi-Fi is [Wi-Fi]. Enjoy your stay.
- Welcome: New parent in class group Snippet New parent in class group. Welcome to the class group, [Name]! This is where we share updates and reminders.
Follow-ups
Keep things moving after every step.
- Follow-up: After a meeting Snippet After a meeting. Great to meet today, [Name]. As agreed: [Next step].
- Follow-up: After an interview Snippet After an interview. Thank you again for the interview. I remain very excited about [Role].
- Follow-up: After a quote Snippet After a quote. Just following up on the quote I sent for [Job]. Any questions?
- Follow-up: After no reply Snippet After no reply. Just bumping this to the top of your inbox, [Name].
- Follow-up: After an event Snippet After an event. Lovely to meet you at [Event]! Let us stay in touch.
- Follow-up: After a purchase Snippet After a purchase. How are you getting on with your [Product]?
- Follow-up: After a proposal Snippet After a proposal. Have you had a chance to review the proposal for [Project]?
- Follow-up: After an introduction Snippet After an introduction. Thanks again for the intro to [Person]. We have set up a call.
- Follow-up: After a support ticket Snippet After a support ticket. Just checking the fix for [Issue] is still working for you.
- Follow-up: After a first date Snippet After a first date. I had a great time, [Name]. Would love to see you again.
- Follow-up: After a job offer Snippet After a job offer. Thank you for the offer! Could I have until [today] to decide?
- Follow-up: After sending a CV Snippet After sending a CV. I sent my CV for [Role] on [today] and wanted to check it arrived.
- Follow-up: After a sales call Snippet After a sales call. Thanks for your time today, [Name]. Here is the recap: [Recap].
- Follow-up: After a demo Snippet After a demo. Thanks for joining the demo. What did you think of [Feature]?
- Follow-up: After an application Snippet After an application. I applied for [Role] last week and wanted to reaffirm my interest.
Congratulations
Celebrate every kind of news.
- Congrats: New job Snippet New job. Congratulations on the new job, [Name]! [Company] is lucky to have you.
- Congrats: Promotion Snippet Promotion. Congratulations on your promotion, [Name]! So well deserved.
- Congrats: Graduation Snippet Graduation. Congratulations, graduate! All that hard work paid off.
- Congrats: Engagement Snippet Engagement. Congratulations on your engagement! So happy for you both.
- Congrats: Wedding Snippet Wedding. Congratulations on your wedding! Wishing you a lifetime of happiness.
- Congrats: New baby Snippet New baby. Congratulations on your new arrival! Welcome to the world, [Baby].
- Congrats: New home Snippet New home. Congratulations on the new home! Housewarming soon?
- Congrats: Retirement Snippet Retirement. Congratulations on your retirement! Enjoy every minute.
- Congrats: Award Snippet Award. Congratulations on winning [Award]! Brilliant news.
- Congrats: Anniversary at work Snippet Anniversary at work. Happy [Years]-year work anniversary, [Name]! Thank you for all you do.
- Congrats: Passing exams Snippet Passing exams. Congratulations on passing [Exam]! You worked so hard for this.
- Congrats: Driving test Snippet Driving test. You passed! Congratulations, [Name]. Drive safe!
- Congrats: Business launch Snippet Business launch. Congratulations on launching [Business]! Wishing you every success.
- Congrats: Book published Snippet Book published. Congratulations on publishing [Book]! I cannot wait to read it.
- Congrats: Marathon finish Snippet Marathon finish. You finished [Race]! Incredible effort, [Name].
- Congrats: Milestone birthday Snippet Milestone birthday. Happy [Age]th birthday! Here is to the next chapter.
- Congrats: Funding raised Snippet Funding raised. Congratulations on the raise, [Name]! Huge milestone for [Company].
- Congrats: Citizenship Snippet Citizenship. Congratulations on becoming a citizen, [Name]! What a special day.
- Congrats: Recovery Snippet Recovery. So glad you are feeling better, [Name]! Welcome back.
- Congrats: Sobriety milestone Snippet Sobriety milestone. Congratulations on [time now], [Name]. That takes real strength. Proud of you.
Invitations
Ask people to join you.
- Invite: Coffee Snippet Coffee. Fancy a coffee this week? My treat.
- Invite: Lunch Snippet Lunch. Want to grab lunch on [Day]? I am thinking [Place].
- Invite: Dinner party Snippet Dinner party. We are having a few friends over for dinner on [today] at [time now]. Would love you to come!
- Invite: Birthday party Snippet Birthday party. You are invited to [Name]'s birthday on [today] at [Place]! RSVP by [RSVP date].
- Invite: Team lunch Snippet Team lunch. Team lunch on [Day] at [time now], [Place]! Let me know if you can make it.
- Invite: Game night Snippet Game night. Game night at mine on [today]! Bring a snack and your competitive spirit.
- Invite: BBQ Snippet BBQ. BBQ at ours on [today] from [time now]! Bring whoever you like.
- Invite: Book club Snippet Book club. Our next book club is [today]. We are reading [Book]. Join us!
- Invite: Walk Snippet Walk. Fancy a walk on [Day]? [Route], around [time now].
- Invite: Wedding save the date Snippet Wedding save the date. Save the date! [Couple] are getting married on [today] in [Place]. Invitation to follow.
- Invite: Baby shower Snippet Baby shower. Join us for [Name]'s baby shower on [today] at [Place]!
- Invite: Housewarming Snippet Housewarming. We have moved! Come and see the new place on [today] from [time now].
- Invite: Farewell drinks Snippet Farewell drinks. Farewell drinks for [Name] on [today] at [Place]. Come say goodbye!
- Invite: Online hangout Snippet Online hangout. Video catch-up on [today] at [time now]? Link: [Link]
- Invite: Launch party Snippet Launch party. Help us celebrate the launch of [Product] on [today] at [Place]!
Announcements
Share your news.
- Announce: We moved Snippet We moved. We have moved! Our new address is [Address] from [today].
- Announce: New phone number Snippet New phone number. New number alert: [Number]. Please update your contacts!
- Announce: Engagement announcement Snippet Engagement announcement. Big news: [Partner] and I are engaged! 💍
- Announce: Pregnancy announcement Snippet Pregnancy announcement. We are thrilled to share that we are expecting a baby in [Month]!
- Announce: Birth announcement Snippet Birth announcement. Welcome to the world, [Baby]! Born [today], [Weight]. Mum and baby are doing well.
- Announce: New job announcement Snippet New job announcement. Personal news: I have started a new role as [Role] at [Company]!
- Announce: Retirement announcement Snippet Retirement announcement. After [Years] years, I am retiring on [today]. Thank you for everything.
- Announce: Business closing Snippet Business closing. After [Years] wonderful years, [Business] will close on [today]. Thank you to every customer.
- Announce: New opening hours Snippet New opening hours. Our new opening hours from [today]: [Hours].
- Announce: Price change Snippet Price change. From [today], our prices will change. Details: [Link]
- Announce: Name change Snippet Name change. I have changed my name to [New name]. Please update your records.
- Announce: Email change Snippet Email change. My email address has changed to [New email].
- Announce: Holiday closure Snippet Holiday closure. We are closed from [From] to [To]. Back on !
- Announce: Rebrand Snippet Rebrand. Same team, new look! [Old name] is now [New name].
- Announce: Milestone Snippet Milestone. We just reached [Milestone]! Thank you for being part of it.
Requests
Ask nicely for things.
- Ask: Borrow something Snippet Borrow something. Could I borrow your [Item] this [When]? I will return it by [Day].
- Ask: Lift Snippet Lift. Any chance of a lift to [Place] on [Day]? Happy to pay for fuel.
- Ask: Recommendation Snippet Recommendation. Can you recommend a good [What] in [Area]?
- Ask: Help moving Snippet Help moving. Could you help me move on [today]? Pizza and drinks on me!
- Ask: Pet sitting Snippet Pet sitting. Could you feed [Pet] while we are away from [From] to [To]?
- Ask: Review Snippet Review. Would you mind leaving a quick review? It really helps: [Link]
- Ask: Introduction Snippet Introduction. Would you be happy to introduce me to [Person]?
- Ask: Advice Snippet Advice. Could I pick your brain about [Topic] for 15 minutes?
- Ask: Feedback Snippet Feedback. Could you give me honest feedback on [What]?
- Ask: Reference Snippet Reference. Would you be willing to be a reference for my application to [Role]?
- Ask: Donation Snippet Donation. I am raising money for [Cause]. Anything helps: [Link]
- Ask: Vote Snippet Vote. Please vote for [Nominee] in [Competition] by [today]: [Link]
- Ask: Share Snippet Share. Could you share this with anyone who might be interested? [Link]
- Ask: Extension Snippet Extension. Could I have until [today] to finish [Task]?
- Ask: Quiet Snippet Quiet. Could you keep the noise down after [time now]? Thank you!
Saying no
Decline with kindness.
- Decline: Invitation Snippet Invitation. Thank you so much for the invite! Sadly I cannot make it, but have a wonderful time.
- Decline: Extra work Snippet Extra work. I would love to help, but I cannot take this on without dropping [Priority].
- Decline: Sales pitch Snippet Sales pitch. Thanks, but this is not something we need right now.
- Decline: Lending money Snippet Lending money. I am sorry, I am not able to lend money right now. I hope things get easier soon.
- Decline: Volunteering Snippet Volunteering. Thank you for asking. I cannot commit this time, but please ask me again.
- Decline: Date Snippet Date. Thank you for asking, but I do not feel a romantic connection. I wish you the best.
- Decline: Job offer Snippet Job offer. Thank you for the offer. After careful thought, I have decided to decline.
- Decline: Meeting Snippet Meeting. Thanks for the invite. I will not be able to join, but please share any notes.
- Decline: Donation request Snippet Donation request. Thank you for reaching out. I am not able to give at the moment.
- Decline: Social event Snippet Social event. I am going to have a quiet night in, but thank you for thinking of me!