How to write IT emails


i sometimes got stacked on how i am going to write an email to communicate to my users when it comes to Server upgrade, Service maintenance, new printers has been installed etc...

Do you know where i can find some template on how to write proper and nice emails?
mallonyIT TechnicianAsked:
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JohnBusiness Consultant (Owner)Commented:
I do not think I have seen a template for ordinary emails.

1. We are doing maintenance on the server(s) and we need to restart at 12:30pm. Please log off your workstations before leaving for lunch.

Assuming you have tested printer installs:

2. We have just installed two new printers. Please open Devices and Printers, scan for our new printers and allow them to install

OR, if they cannot install printers.

2a. We have just installed two new printers and we will be around over the next two days to install the printers.

3. We will be installing a new version of Adobe Acrobat and we will come around next week to the individuals who use Acrobat and we will install the new version. We will contact you first to make sure the time is convenient.

So, you see the tone is one of helpfulness. The grammar is good and sentences are complete. I have not used any acronyms or geeky language. Just talk in their terms and be polite and matter-of-fact.

Write out a proposed communication and get a co-worker to read it over with you.  This part is important.. I send out a monthly email to board members for our monthly meeting. The managing director was unavailable so I got another director to review. She caught two small errors, we revised the wording and had a good email as a result.

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mallonyIT TechnicianAuthor Commented:
Thanks John!
JohnBusiness Consultant (Owner)Commented:
@mallony - You are very welcome. I hope the (brief) guidelines I gave you help you to write effective emails. Good luck.
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