Sending an email with sensitive information requires a bit more care, but it doesn’t have to be complicated. We’re breaking down five essential confidential email templates to help you communicate with clarity.
Using a template takes the guesswork out of the process, ensuring you include the necessary disclaimers and professional language every time.
<template>
Subject: [Confidential & Privileged] Legal Notice: [*Brief Description of Matter*]
Dear [*Recipient Name*],
This email and any attachments are confidential and contain legally privileged information intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error, please notify the sender immediately and delete it from your system.
We are writing to formally notify you regarding [*specific legal matter, e.g., a breach of contract, a pending legal action*]. Please find the relevant documents attached for your review, which detail [*briefly explain what the documents contain*].
We require that you take the following action by [*Date*]: [*Clearly state the required action*]. Failure to comply by the specified date may result in further legal action.
This communication is made without prejudice to our rights, all of which are hereby expressly reserved. Please confirm receipt of this notice at your earliest convenience.
Sincerely,
[*Your Name*]
[*Your Position*]
[*Your Law Firm/Company Name*]
</template>
<template>
Subject: [Confidential] Financial Report for [*Quarter/Year*]
Dear [*Recipient Name*],
Please find the attached financial report for [*period, e.g., Q3 2024*]. This document contains sensitive financial data and is intended for internal review only.
The report provides a detailed overview of our performance, including [*e.g., revenue, expenses, and profit margins*]. We recommend paying close attention to the section on [*specific area, e.g., departmental spending*] as it offers key insights into our operational efficiency.
The information in this email and the attached document is confidential and proprietary. Please do not forward or share it with anyone outside of the intended distribution list. Let me know if you have any questions after your review.
Best regards,
[*Your Name*]
[*Your Position*]
[*Your Company Name*]
</template>
<template>
Subject: [Confidential] Important Update to [*Policy Name*]
Dear Team,
This email is to inform you of an important update to our [*Policy Name*], effective [*Effective Date*]. This document contains sensitive information and is intended for internal use only.
The key changes include [*briefly describe main changes, e.g., updates to our remote work guidelines or changes in benefits administration*]. We encourage you to review the attached policy document thoroughly to understand the updates in full.
Please familiarize yourself with these changes. If you have any questions, please reach out to the HR department.
Best regards,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: [Confidential & Embargoed] Important News Regarding [*Your Company Name*]
Dear [*Team/Stakeholders*],
We are writing to share significant news about the future of our company. We have entered into an agreement for [*Your Company Name*] to be acquired by [*Acquiring Company Name*]. This information is confidential until the public announcement at [*Time*] on [*Date*].
This partnership will accelerate our mission by combining our strengths with [*Acquiring Company Name*]’s resources and reach. We are confident this will create new opportunities for our products and our team. For now, it is business as usual, and your day-to-day responsibilities remain unchanged.
We are committed to a transparent and smooth transition. Please do not share this information externally until the official announcement. We will be holding a company-wide meeting at [*Time*] on [*Date*] to discuss this further and answer your questions.
Sincerely,
[*Your Name*]
[*Your Position*]
[*Your Company Name*]
</template>
<template>
Subject: [Urgent & Confidential] Security Incident Notification
Dear [*Recipient Name/Team*],
This email is to inform you of a security incident we recently identified. The information contained in this message is confidential and intended solely for the recipient.
On [*Date of Discovery*], we detected unauthorized activity within our systems. We immediately took steps to secure our environment and launched a full investigation. Our findings show that the incident involved [*briefly describe the nature of the breach, e.g., unauthorized access to a specific database*].
The investigation indicates that the affected information may include [*list specific data types, e.g., names, email addresses*]. We want to be clear that [*specify what was NOT compromised, e.g., no financial information or credit card details*] were exposed.
As a precautionary measure, we have initiated a mandatory password reset for all accounts. Please follow the instructions sent in a separate email to update your credentials. We also strongly recommend you enable two-factor authentication for your account as an added layer of security.
We are treating this matter with the utmost seriousness and have implemented additional security protocols to protect our systems moving forward. Please do not share this information externally. If you have any questions, please direct them to [*Security Contact Email/Department*].
Sincerely,
[*Your Name*]
[*Your Position*]
[*Your Company Name*]
</template>
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Sending confidential information correctly is crucial for building trust. These templates provide a solid foundation for clear and secure communication.
Flodesk gives you the tools to put these templates into action through a simple, design-forward platform. Sign up to start sending emails that connect with your audience.
