Legal & compliance

NDA request

Asks someone to review and sign a non-disclosure agreement before you share confidential details, with a link to the e-signature service and a date to sign by.

Subject: An NDA for [recipient company] to review and sign

NDA signed confirmation

Confirms that a non-disclosure agreement is signed by both sides, links to the signed copy and says what you’ll share next.

Subject: NDA signed: [recipient company] and [company name]

Contract signed by both parties

Confirms that an agreement is countersigned and in force from its effective date, links to the signed copy and names the next step.

Subject: Signed by both sides: [agreement name]

Contract amendment proposal

Proposes a change to an existing agreement: why, what would change in plain words, the proposed date and a link to the draft wording.

Subject: A proposed amendment to our [agreement name]

Contract renewal confirmation

Confirms that an agreement has been renewed, with the dates of the new term, what changes and a link to the signed renewal.

Subject: Renewed: [agreement name] with [recipient company]

Contract non-renewal notice

Tells a counterparty that an agreement will end at the close of its term and not renew: the end date, the clause, the handover and a link to the formal notice. Review with HR/legal before sending; send individually.

Subject: Our [agreement name] will not renew

Contract breach notice

Gives formal notice of an issue under an agreement, to be remedied within the period its clause sets: the facts, what would resolve it, and a link to the formal notice. Review with HR/legal before sending; send individually.

Subject: Notice of an issue under our [agreement name]

Contract termination notice

Gives notice that you are ending an agreement for convenience: the clause, the effective date, what each side does next and a link to the formal notice. Review with HR/legal before sending; send individually.

Subject: Notice of termination: [agreement name]

Terms of service update

Tells a customer that the terms of service for a product are changing: a plain summary, when the new terms take effect, a link to them and what they can do if they don’t agree.

Subject: Updates to the [product name] terms of service

Privacy policy update

Tells a customer that the privacy policy is changing: a plain summary of what’s different, when it takes effect, their choices and who to contact.

Subject: Changes to our privacy policy from [effective date]

Data subject request acknowledgement

Confirms a request to access, correct or delete personal information: the reference, the date you will respond by, what happens next and who is handling it. Review with HR/legal before sending; send individually.

Subject: Your privacy request [reference number]

Data deletion confirmation

Confirms that a request to delete personal information is complete: what was deleted, what was kept and why, and who to contact. Review with HR/legal before sending; send individually.

Subject: Deletion request [reference number]: what we’ve done

Legal hold notice

Asks an employee to preserve records relating to a matter: what is in scope, what to do and not do, who to ask and a link to confirm they have read it. Review with HR/legal before sending; send individually.

Subject: Legal hold: please preserve your records

Compliance documentation request

Asks a supplier for compliance documents: why, what is needed by when, where to upload them and who to ask.

Subject: Compliance documents needed from [recipient company]

Contract register expiry reminder

Asks the internal owner of any agreement in the contract register to decide whether to renew, renegotiate or end it before the notice deadline, and to record that decision.

Subject: Renewal decision needed: [agreement name]

Contract review completed

Returns legal’s review of a contract to the business owner: the outcome, the points still to negotiate, the marked-up draft and the approvals needed before anyone signs.

Subject: Legal review complete: [agreement name]

Contract review request

Sends a contract to the legal team for review: the counterparty, whose paper it is, value and term, what is non-standard, whether personal data is involved and the date the business needs to sign.

Subject: Legal review needed: [agreement name]

Draft agreement for internal comments

Circulates a draft agreement under negotiation to the internal functions that own parts of it, such as finance, security and operations, with the clauses each should check and the date comments are needed.

Subject: Comments needed: [agreement name] draft

IP clearance outcome

Gives legal’s answer to an IP clearance request: whether the name, content or code is cleared, the conditions of use such as attribution or territory, and what to do if plans change.

Subject: IP clearance result: [asset name]

IP clearance request

Asks legal to clear a name, logo, image, music, text or code before it is used: what it is, where it comes from, the intended use, the territories and the launch date.

Subject: IP clearance needed: [asset name]

Account terms and rates change notice

Gives account holders notice that their account terms, fees or interest rates are changing: a plain summary, the effective date, a link to the full terms and their options if they don’t agree.

Subject: Changes to your [product name] terms

Content permission granted

Confirms to someone who asked to use your material that permission is granted on stated terms: the use, channels, territory, period, credit line, any fee and the conditions.

Subject: Permission granted: [work title]

Rights clearance request

Asks a rights holder for permission to use a photo, text extract, clip, track or post in a defined way: the work, use, channels, territory, period and credit line, with a request for their fee and terms or a signed permission.

Subject: Permission to use your [work type]

Startup advisor agreement for signature

Sends a startup advisor their agreement to sign: the role and time commitment in brief, the terms as the agreement sets them out, any approval still needed and a date to sign by.

Subject: Your advisor agreement with [company name]

Data processing agreement request

Asks a supplier to sign a data processing agreement before any personal data is shared: the purpose, the kinds of data, the sub-processor details needed and the e-signature link.

Subject: Data processing agreement for [recipient company]

Data sharing agreement request

Asks a partner organisation to sign a data sharing agreement before a dataset is shared: what is shared and why, the safeguards, who signs and the date needed. No data moves before signature.

Subject: Data sharing agreement for [dataset name]

Privacy request extension notice

Tells someone their privacy request will take longer than first said: the original and new response dates, the reason as the privacy team states it, what has been done so far and who to contact.

Subject: More time needed for privacy request [reference number]

Privacy request identity check

Asks the person behind a privacy request to confirm who they are before anything is disclosed or changed: why it’s needed, what proof is accepted, the secure way to send it and how this affects the response date.

Subject: Confirming your identity for request [reference number]

Privacy request outcome

Gives the outcome of a request to access, correct, restrict, object to or move personal information: what was done, where to collect any copy securely, anything withheld and why, and how to raise a concern.

Subject: Our response to privacy request [reference number]

Annual compliance attestation

Opens the yearly attestation window: the code of conduct and policies people are asked to confirm, how long it takes, the closing date and how to declare an exception rather than attest.

Subject: Your [attestation period] compliance attestation

Compliance document expiry reminder

Reminds a supplier, contractor or franchisee that a document their agreement requires, such as an insurance certificate or licence, is due to expire: what is needed, by when and where to upload the renewed copy.

Subject: Renewal due: your [document type]

Compliance training assignment

Assigns a required compliance course, such as anti-bribery or code of conduct: why it applies to the person, how long it takes, the date to finish by and who to ask for adjustments or help.

Subject: Required training: [course name]

Counterparty KYC documents request

Asks a business customer, partner or supplier for the registration, ownership and identity documents needed for know-your-customer and sanctions checks, through a secure portal and never as email attachments.

Subject: Verification documents for [recipient company]

Overdue compliance tasks for your team

Asks a manager to follow up with the people in their team whose compliance tasks, such as attestations, declarations or required training, are past due: the list, a date and where to see progress.

Subject: Your team’s overdue compliance tasks

Vendor due diligence questionnaire

Asks a supplier to complete an online due diligence questionnaire on areas such as anti-bribery, sanctions, modern slavery and data protection, signed off by someone who can speak for the company.

Subject: Due diligence questionnaire for [recipient company]

Audit evidence follow-up

Tells a control owner what the auditors still need after a first submission or a missed date: what arrived, what is missing or unclear, and the new date.

Subject: More evidence needed: [control reference]

Audit evidence request

Asks the owner of a control or process for the evidence an internal or external audit needs: the control, the sample period, what to provide, the format and the date.

Subject: Audit evidence needed: [control reference]

Audit finding remediation request

Assigns an audit finding to its owner: the finding and its rating, the date to agree an action plan, the target date to fix it and how to submit evidence of closure.

Subject: Audit finding [finding reference]: your action plan

Client audit evidence request

Asks a client you support for the evidence their own certification audit needs: a checklist by control with suggested owners, how to upload safely without secrets, the auditor’s fieldwork dates and the date needed.

Subject: Evidence needed for [audit name]

Contract assignment notice

Gives a counterparty formal notice that an agreement is moving to another entity: the new party, effective date, clause, any consent needed and the formal notice. Review with legal first.

Subject: Notice of assignment: [agreement name]

Legal hold release notice

Tells records holders that a legal hold has been lifted, from when normal retention applies again and that any other hold they received still stands. Review with legal before sending.

Subject: Legal hold [hold reference] has been released

Legal hold reminder

Reminds a records holder that an existing legal hold is still in effect, restates what to keep and asks them to confirm again. Review with legal before sending; send individually.

Subject: Reminder: legal hold [hold reference] is still in effect

Franchise territory change notice

Gives a franchisee formal notice of a change affecting their territory: what changes, from when, the agreement clause it follows, and links to the formal notice and map. Review with legal before sending; send individually.

Subject: Notice about your [brand name] territory

Conflict of interest declaration outcome

Gives someone the outcome of the review of a conflict they declared: the decision, any conditions such as recusal, when it will be looked at again and who to ask. Send individually.

Subject: The outcome of your declaration [reference number]

Annual conflict of interest declaration

Asks colleagues or board members for their yearly declaration of outside interests and relationships, with the closing date, examples of what to declare and a reminder that a nil return counts.

Subject: Your conflict of interest declaration for [declaration period]

Gifts and hospitality declaration reminder

Reminds colleagues to declare gifts and hospitality they give or receive above the policy threshold, when to ask before accepting or offering, and where the register is.

Subject: A reminder to declare gifts and hospitality

Regulator request acknowledgement

Formally acknowledges a request from a regulator or supervisory authority: their reference, the named point of contact and the date the organisation will respond by. Review with legal before sending.

Subject: Acknowledging your request [regulator reference]

Regulatory inquiry coordination

Tells the colleagues involved that a regulator has made an inquiry: who coordinates the response, that all contact goes through them, confidentiality, record keeping and the input needed by when. Review with legal before sending.

Subject: Confidential: regulatory inquiry [inquiry reference]

Regulatory response submission

Formally submits an organisation’s response to a regulator’s request: their reference, what is provided and how, any request for confidential treatment, items still to follow and the named contact. Review with legal before sending.

Subject: Our response to your request [regulator reference]

Research ethics application submission

A formal cover email to a research ethics committee with an application, amendment or response to conditions: the study, protocol version, documents enclosed and who to contact with queries. Review before sending.

Subject: Ethics submission: [study name], [submission type]

Research ethics approval notice

Tells the study team and collaborating sites that a study has ethics approval, with the reference, approved documents, conditions and start date. Send it once the approval letter is issued.

Subject: Ethics approval for [study name]