Policy or terms change email template
Notifying people about changes they may not welcome.
A policy change email should state what is changing, when it takes effect, and what the reader needs to do, in that order and in the first three lines. Burying an unwelcome change inside pleasant framing is what causes the backlash.
At a glance
| Use it when | Terms, pricing or a policy changes for existing users |
|---|---|
| Length | 150 to 250 words |
| Tone | Direct and unspun |
| Ask for | Any action needed, with a deadline |
The template
Subject lines that work with it
- Changes to [policy name], effective [date]
- Important: [what is changing] from [date]
- [Company]: update to our [terms or pricing]
How to write this email well
- Say what is changing in the subject line. Neutral subjects on unwelcome news destroy trust when opened.
- Give the effective date twice and the action needed once, clearly.
- Explain the reason in one sentence. More than that reads as justification.
Questions
How much notice should I give?
Thirty days is a common minimum for pricing and terms. Check what your jurisdiction and your own terms require.
Should I explain why?
One sentence. A long explanation invites debate on the reasoning rather than the change.
What if people are unhappy?
Expect it, and reply individually. A change communicated early and plainly recovers far better than one that felt hidden.
More announcements templates
Announcements
Product update
Telling users what changed and why it matters to them.
Announcements
Company news
A milestone, hire or change worth telling people about.
Use this template in Gmail
Copy the HTML above and paste it into Mailplate, the free Gmail extension that inlines the CSS so the layout survives sending. Or edit the wording directly in the preview and insert it into your message.
See Mailplate