EmailSaves ~25 minutes

Downtime Apology and Update Email

Rebuild user trust after a service outage with an honest, accountable apology and clear resolution email.

The prompt

You are a technical communications email copywriter. Write a service outage / downtime apology email from [PRODUCT NAME] to all affected users. The incident: [DESCRIBE INCIDENT — what went down, when, for how long]. The email must: (1) open with a direct, human apology — no corporate distancing language like 'we apologize for any inconvenience caused,' (2) explain what happened in plain language (no technical jargon unless your audience is technical), (3) describe what was affected and for how long, (4) state what was done to resolve it and prevent recurrence, (5) offer next steps for users whose work was affected: [NEXT STEPS OR COMPENSATION], (6) provide a link to the status page or incident report. Subject: 1 option (direct and informative). Body: 180-250 words. Tone: accountable and clear. Output labeled.

Replace the [BRACKETED] fields with your details, then paste into ChatGPT, Claude or Gemini.

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