Investor relations

Investor introduction

A short first note to an investor: why you thought of them, the company in a line, one proof point and an easy way to take a look or say no.

Subject: An introduction to [company name], for [recipient company]

Pitch deck follow-up

Checks in after you’ve shared your deck: one piece of news since, three easy ways forward and a graceful way to say no.

Subject: Following up on the [company name] deck

Investor meeting request

Asks an investor for a first meeting about your round: what you’d cover, the deck to read first and a link to choose a time.

Subject: A conversation about our [round name] round

Investor meeting recap

Follows a meeting with an investor: what you discussed, the next steps, and what you’ll send and by when.

Subject: Notes from our conversation on [meeting date]

Fundraise: round open

Tells existing investors and investors you’re already talking to that your round is open: the key facts, the memo and a way to talk it through.

Subject: We’re raising our [round name] round

Due diligence: data room access

Gives an investor access to your data room: what’s inside, how long access lasts, the agreement it’s shared under and who to ask.

Subject: Your access to our [round name] data room

Investor pass: keep in touch

Replies graciously when an investor decides not to invest: one thank-you, an optional word on their reasons and an offer of occasional updates.

Subject: Your decision on our [round name] round

Term sheet acknowledgement

Acknowledges an investor’s term sheet without accepting it: who is reviewing it, when you’ll respond and who their counsel can contact.

Subject: Your term sheet for our [round name] round

Round closed: thank you

Thanks an investor once the round has closed: the closing facts, their investment, what happens next and how often they’ll hear from you.

Subject: Our [round name] round has closed

Monthly investor update

A monthly letter to investors: the headline, three key figures, highlights, what was hard, what comes next and where they could help.

Subject: [company name] investor update: [reporting period]

Quarterly investor report

Sends the quarterly report to investors: three headline figures, the highlights, next quarter’s priorities and the full report.

Subject: Our investor report for [reporting period]

Board meeting invitation

Calls a board meeting: the date, time and place, the agenda, when the papers will follow and when to confirm attendance.

Subject: Board meeting on [meeting date]

Board materials shared

Shares the board pack ahead of a meeting: what’s in it, the decisions the board will be asked for and when to send questions.

Subject: Board papers for [meeting date]

Annual shareholder letter

A founder’s yearly letter to shareholders: the year in three figures, what went well, what you’d do differently and the priorities ahead.

Subject: Our letter to shareholders for [fiscal year]

Investment closing documents

Sends an investor who has committed to a round the closing documents to sign, the investor details still needed, how funding works through the secure portal and the target closing date.

Subject: Closing documents for our [round name] round

Capital call notice

Gives a limited partner formal notice of a capital call: the fund, the amount and its purpose, the due date and reference, payment details only in the investor portal, and a warning about changed bank details.

Subject: Capital call notice: [fund name]

Capital call payment overdue

Tells a limited partner that capital called by a date has not arrived: the amount outstanding, the original due date, the date now needed, the agreement clause that applies and how to check payment details safely.

Subject: Capital call outstanding: [fund name]

Investment decline to founder

Tells a founder, warmly and clearly, that the fund won’t invest this time: a genuine reason, what would change the view, and whether you’d like to hear from them again.

Subject: Our decision on [startup name]

Investor milestone announcement

Tells investors about one piece of good news as it happens, such as a milestone, a major contract or a strategic partnership: what happened, why it matters, what’s next and what stays confidential until announced.

Subject: Investor news: [milestone name]

Investor update on a setback

Tells investors promptly about a significant setback, such as a lost customer, a delayed launch or a key departure: what happened, the effect on the plan and cash, what you’re doing and where they could help.

Subject: An update on [update topic] and our plan

Fund distribution notice

Tells a limited partner about a distribution from the fund: the amount, where it came from, the payment date, the notice and tax details in the investor portal, and a warning about changed payment details.

Subject: Distribution notice: [fund name]

Portfolio company reporting request

From a fund to its portfolio founders: asks for the period’s reporting (metrics, financials, cap table changes) through the reporting form by a date, and explains how the information is used.

Subject: Portfolio reporting for [reporting period]

Due diligence follow-up questions

Sends a company the questions raised by reviewing its data room, numbered by workstream, with the date answers are needed, where to log them and an offer to take them on a call.

Subject: Follow-up questions on the [project name] review

Due diligence progress update

Updates an investor or acquirer during diligence: what has been answered and uploaded, what is still to come and when, and anything that can’t be shared yet and why.

Subject: Diligence responses for [project name]: what’s next

Due diligence request list

Sends a company the diligence request list for a possible investment or acquisition: the workstreams, the priority items and dates, where to upload, who to ask and the NDA it falls under.

Subject: Due diligence request list: [project name]

Annual general meeting notice

Gives shareholders formal notice of the annual general meeting: when and where, how to join, the resolutions, the record date, the documents and how to vote by proxy.

Subject: Notice of the [company name] annual general meeting

Draft board minutes for review

Circulates the draft minutes of a board meeting to directors: the decisions and actions recorded, the date for corrections and the meeting at which the minutes will be approved.

Subject: Draft minutes: board meeting of [meeting date]

Board written consent request

Asks directors to approve a resolution in writing instead of at a meeting: what is being approved and why, the supporting documents, the approval needed, how to sign and the date to sign by.

Subject: Written consent needed: [resolution title]

New board member welcome

Welcomes a newly appointed director or board observer: the meeting calendar, board portal access, the documents to read first, the details we need for our records, and who to ask.

Subject: Welcome to the [company name] board

Shareholder consent request

Asks shareholders to approve a matter that needs their consent: what is proposed and why, the documents, the approval needed, and how and when to sign.

Subject: Shareholder approval needed: [consent matter]

Acquisition interest outreach

A confidential first note from corporate development to a company’s founder or chief executive, asking whether they’d be open to a private conversation about a possible strategic transaction, with no terms.

Subject: A confidential conversation about [recipient company]

Transaction NDA request

Asks a counterparty in a possible acquisition or merger to sign a transaction NDA before information is exchanged: the project codename, the terms counsel should note, the deadline and what you will share once it is signed.

Subject: [project name]: confidentiality agreement to sign