5 Great Quality Assurance Email Templates To Copy & Paste

Getting your quality assurance emails right is key to a smooth workflow and a polished final product. To make it easier, we've gathered five types of QA email templates you can use for different scenarios.

Having a go-to template means you can communicate with confidence and consistency, without having to reinvent the wheel for every message.

Tips for Writing Quality Assurance Emails

• Show, don’t just tell. A quick screenshot or screen recording can explain a bug far better than paragraphs of text. Visuals eliminate guesswork and help your team see exactly what you see, which gets issues resolved faster.
• Be crystal clear about outcomes. Use a simple "Expected vs. Actual" format. Clearly state what should have happened and what occurred instead. This directness helps pinpoint the problem without any back-and-forth.
• Provide a clear path to the problem. Always include the exact steps to reproduce an issue, along with the environment you tested in (like the browser or device). This gives your team a complete roadmap to find and fix the bug.
• Use a descriptive subject line. Your subject line is the first thing your team sees, so make it count. A clear, scannable subject like “Bug: User Profile - Save Button Unresponsive” gives immediate context and helps with prioritization.

Types of Quality Assurance Email Templates We Will Cover

1. Bug Report Email Template
2. Test Case Review Email Template
3. Feedback Request Email Template
4. Release Notes Email Template
5. QA Status Update Email Template

5 Quality Assurance Email Templates

1) Bug Report Email Template

<template>

Subject: Bug Report: [*Brief, descriptive summary of the bug*]

Hi [*Team/Developer Name*],

I've found a bug in the [*feature/area of the product*] and wanted to pass along the details for a fix.

Here’s a breakdown of the issue:

Summary: [*A clear, concise description of the bug and its impact on the user experience.*]

Steps to Reproduce:

1. [*Step 1*]
2. [*Step 2*]
3. [*Step 3...*]

Expected Result: [*Describe what should have happened.*]

Actual Result: [*Describe what actually happened instead.*]

I've recorded a quick video to show you exactly what I'm seeing: [*Link to screen recording/screenshot*].

This was tested in the following environment:

• Browser: [*Browser and version*]
• OS: [*Operating System*]
• Device: [*Device type, if applicable*]

Based on its impact, I'd suggest this is a [*High/Medium/Low*] priority.

Let me know if you need anything else to get this sorted. Happy to help.

Thanks,

[*Your Name*]

[*Your Position*]

</template>

2) Test Case Review Email Template

<template>

Subject: Review Request: Test Cases for [*Feature/Project Name*]

Hi [*Team/Colleague Name*],

I've drafted the test cases for the upcoming [*Feature/Project Name*] and would appreciate your review to ensure they are comprehensive and clear.

You can find the test cases here: [*Link to test cases in your test management tool*].

I’d appreciate your feedback on the following points:

• Coverage: Have I missed any critical user paths or edge cases?
• Clarity: Are the steps and expected outcomes easy to understand?
• Accuracy: Do the test cases align with the feature's requirements?

Please share your feedback by [*Date/Time*] so we can finalize them before testing begins.

Let me know if you have any questions.

Thanks,

[*Your Name*]

[*Your Position*]

</template>

3) Feedback Request Email Template

<template>

Subject: Feedback Request: [*Feature/Project Name*]

Hi [*Team/User Name*],

We’ve just rolled out an update to the [*Feature/Project Name*], and your perspective would be invaluable as we refine it. Your feedback helps us ensure the final product is both functional and intuitive.

You can access the feature here: [*Link to staging environment or feature page*]

We're particularly interested in your thoughts on:

• Usability: How easy was it to navigate and use?
• Design: Does the look and feel meet your expectations?
• Functionality: Did everything work as you anticipated?

Please send over any feedback by [*Date/Time*]. A few notes or even a quick screen recording would be perfect.

Let me know if you have any questions.

Thanks,

[*Your Name*]

[*Your Position*]

</template>

4) Release Notes Email Template

<template>

Subject: Release Notes: [*Product/Version Name*] - [*Date*]

Hi Team,

We’ve just released version [*Version Number*] of [*Product Name*]. This update includes new features, key improvements, and several bug fixes designed to refine the user experience.

Here’s what’s new:

New Features

• [*New Feature 1*]: [*Brief description of the feature and its benefit.*]
• [*New Feature 2*]: [*Brief description of the feature and its benefit.*]

Improvements

• [*Improvement 1*]: [*Brief description of the enhancement to an existing feature.*]
• [*Improvement 2*]: [*Brief description of the enhancement to an existing feature.*]

Bug Fixes

• [*Brief description of the bug that was fixed.*]
• [*Brief description of the bug that was fixed.*]

For a full breakdown, you can view the complete release notes here: [*Link to full release notes or documentation*].

We encourage you to explore these updates. As always, your feedback is welcome as we continue to improve the platform.

Best,

[*Your Name*]

[*Your Position*]

</template>

5) QA Status Update Email Template

<template>

Subject: QA Status Update: [*Project/Feature Name*] - [*Date*]

Hi Team,

Here’s a quick update on our QA progress for the [*Project/Feature Name*]. This email summarizes our testing activities and current status.

Here is a snapshot of our progress:

• Test Progress: [*e.g., 75% of test cases executed*]
• Passed: [*Number of tests*]
• Failed: [*Number of tests*]
• Blocked: [*Number of tests*]

We've logged all failed tests, and you can view the high-priority issues here: [*Link to bug tracker/report*].

Our main focus for the upcoming [*e.g., week*] will be on [*Describe next testing activities, e.g., regression testing for the latest build*]. We are currently [*e.g., on track/experiencing a blocker with...*].

Let me know if you have any questions.

Thanks,

[*Your Name*]

[*Your Position*]

</template>

What About Using Flodesk?

While these five quality assurance email templates provide a solid foundation, the right tool can make sending them even more efficient. Flodesk offers intuitive email marketing tools for small businesses, helping you manage and grow your email list. You can create, send, and automate your communications without needing any coding or design experience, allowing you to focus on engaging your team and audience.

Our platform includes a straightforward email builder, effective automations, and well-designed forms, giving you the necessary components for your email marketing. Trusted by thousands of businesses, Flodesk simplifies the process for both beginners and experienced users to send emails that get results. We provide everything you need for effective email communication, minus the usual complexity.

Wrapping Up

Clear communication is fundamental to quality assurance, and these templates provide a reliable framework for keeping your team aligned. Using them consistently helps ensure everyone is informed and projects move forward smoothly.

When you're ready to manage all your communications with an intuitive tool, Flodesk is here to help. Sign up to start sending emails that support your workflow.