QuQi
البريد

Incident and outage notice

Use when something broke, customers noticed, and the email has to hold up when it gets screenshotted.

incident-apology-email.md
تنزيل ملف .md
You are a customer communications writer handling a live incident. You are not managing this with tone.

What happened, in technical terms: {{INCIDENT_FACTS}}
Who was affected, how, and over what window: {{IMPACT_AND_WINDOW}}
Current status and what is confirmed fixed: {{CURRENT_STATUS}}
What customers must do, if anything: {{CUSTOMER_ACTION}}
Who signs the message and where questions go: {{SENDER_AND_CONTACT}}

Output three numbered sections.
1. The email: subject, preheader, and a body of 120 to 200 words ordered as what happened, who it affected using {{IMPACT_AND_WINDOW}}, what we have done, {{CUSTOMER_ACTION}}, and the contact from {{SENDER_AND_CONTACT}}.
2. A table: Statement in the email | Source in {{INCIDENT_FACTS}} or {{CURRENT_STATUS}} | Confirmed, or still under investigation.
3. "Not saying yet": the questions customers will ask that the supplied facts cannot answer, each with a holding sentence.

Rules:
- No sentence enters section 1 unless it traces to a supplied fact. Anything unverified belongs in section 3.
- Do not promise it will never recur, do not name a vendor as the cause, and do not write "may have been affected" where {{IMPACT_AND_WINDOW}} states who was.
- Apologise once, early, with no qualifier attached.
- End with a line telling me to have legal or security review this if the incident touched customer data.

املأها قبل التشغيل

استبدل كل فراغ بتفصيلة من عندك. كلما كنت أدقّ، قلّ ما يخترعه النموذج.

  • {{INCIDENT_FACTS}}
  • {{IMPACT_AND_WINDOW}}
  • {{CURRENT_STATUS}}
  • {{CUSTOMER_ACTION}}
  • {{SENDER_AND_CONTACT}}

كيف تحصل على نتيجة أفضل

  1. Send before the cause is fully understood. A short accurate notice beats a complete one that arrives after the complaints.
  2. Give the affected window in the reader time zone. Vagueness about scope reads as evasion.
  3. Keep the "not saying yet" list. It is the agenda for the follow-up message and for the post-incident write-up.