Dwarves email templates, part 2: employees, clients and community

These are the email templates Dwarves Operations and HR send to employees, clients and the community mailing list. The templates for candidates and new hires are in part 1, which also has the table that lists every audience. This part ends with how to keep your own copies as Gmail templates. The set is a snapshot from 2020, so some tools and numbers have changed.

Part 2 of 2 in the email template library series. Previous: Dwarves email templates, part 1: candidates and new hires

1Employees

1.1Confirm resume date

Welcomes an employee back to work and confirms the return details. The benefit package stays the same.

Subject: Dwarves Foundation - Welcome Back

Dear [employee name],

Warmly welcome you to come back with us. We hope you have had all the things arranged perfectly.

This email is to confirm your returning to work with these below details:

• Resume date:
• Office hours:

Please be reminded that your benefit package will remain the same. We understand it might take some time to catch up with other members. Please take any time you need to get back with the chase and impress us with your enthusiasm.

On behalf of other Dwarves, it's good to have you back!

Best regards,

Dwarves Foundation

1.2Salary increment

Announces a raise to the employee.

Subject: Dwarves Foundation - Salary Increment

Dear [name],

As mentioned earlier, your amazing performance as a [current position] did reveal an impressive dedication that greatly impacted our objectives and long term goals.

It gratifies us to officially inform you on your salary increment with details as follows:

• Current salary:
• New salary:
• Effective day:

On behalf of other Dwarves, we want to extend our warm congratulations. It's a fortune to have you in our team and we hope to do so for years to come.

Best regards,

Dwarves Foundation

1.3Referral bonus confirmation

Use case: Whenever a Dwarves member refers a teammate who is successfully deployed to a project, this template announces the official start date of the referral bonus. The bonus follows the Referral bonus policy.

Subject: Dwarves Foundation: Referral bonus confirmation note

Hi [name]

This email is to confirm your referral bonus for the referring case of

We're glad to announce that [referred employee] has been successfully deployed. As in the Referral bonus policy, your referral bonus will be as followed:

• Referral bonus amount: [$]

Please be noted that this bonus will be included into your monthly payslip and will be paid upon completion of the project invoice.

Thank you for helping us meet another cool teammate. If you have any questions regarding the effective date, please let me know.

Regards,

1.4Farewell letter after a failed probation

Tells an employee that the probation ends because performance did not meet expectations. It invites them to apply again for future roles.

Subject: Dwarves Foundation - Farewell letter

Hi [name],

On behalf of DF, we would like to express our gratitude for contribution in the last three months.

However, we regret to inform that your probationary period at DF will be concluded since your performance cannot meet our expectation. Still, we want to thank you for spending your time and effort being a part of the team.

We encourage you to re-apply for any of our next vacant positions in your expertise area. In the mean time, may all the good luck will come to you in your next endeavor.

Thank you,

Dwarves Foundation

2Clients

2.1Holiday announcement

The five holiday versions share one structure. Only the holiday paragraph, the emergency contact line and the closing sentence change, so the shared body comes first and the variants follow.

Subject: Dwarves Foundation - Holiday Announcement

Dear [company name],

Dwarves Foundation would like to thank you for your kind cooperation during the time.

[Holiday paragraph, see the variants below]

According to the Government's regulation about the public holiday [year], we are pleased to inform the schedule of the holiday as follow:

Dwarves Foundation will be closed from [date] to the end of [date]. We will resume our normal business hours on [date].

Please note that all the queries and orders should be requested at least 3 days up to 1 week before the holidays starts. Any further riddle within this time shall be promptly processed as soon as we join back.

In case of emergencies or critical issues, please contact [emergency contact].

We sincerely apologize for any inconvenience this may cause. Thank you for your understanding.

Best regards,

Team Dwarves

Hung King commemoration day. Holiday paragraph:

In the history of Vietnam, we annually hold a ceremony on the 10th day of the 3rd lunar month. The purpose of Hung King commemoration day is to remember and express our gratitude to the contribution of the Hung Kings - who are known as the traditional founders of the nation and became its first emperors.

International Labour Day. Holiday paragraph:

In the history of Vietnam, April 30th, 1975 is the day that marks the fall of Saigon Government, ending the Vietnam War and leading to the liberation of Vietnam's Southern part. This is followed by the International Labour Day, May 1st.

National Day. Holiday paragraph:

Vietnam National Day is held on September 2 to commemorate the Vietnam Declaration of Independence from France on September 2, 1945.

New Year. Holiday paragraph:

New Year's Eve and New Year Day have always been the time that everyone is looking forward to and we are no different from you. It is the symbol for festivities to say goodbye to the last year and mark the start of the new one.

Tet. Holiday paragraph:

Tet holiday, or Vietnamese Lunar New Year, is the most important public holiday in Vietnamese culture. We celebrate the arrival of spring based on the Chinese Calendar by visiting relatives and family reunion.

The originals differed in two small places. Check them against the table before sending.

The National Day original had the year fixed as 2019. Use the [year] placeholder like the others.

2.2Resource change

Confirms a change in the development team on a project, under the consultancy agreement signed on hellosign.com. The client replies to agree.

Subject: Dwarves Foundation - Resource Changes Agreement on [Name of Project] from [date]

Dear [customer name]

Thank you for your kind collaboration with us on the [Name of Project].

According to the consultancy agreement no [CA Number] we signed on hellosign.com, this email confirms the changes in the development services which is specified in the Services term in the Appendix 1.

We are presently in the process of [stage of process] with the current resource of

• Position of Devs

This email is to inform you about our changes in resource in order to meet the requirements on both sides from [date]. The new resource for [Name of Project] shall be updated as below

• New resource

As a result, the status of the resources going forward from [date] with this following details

• Updated resource

We do hope this change brings better fit the mutual requirements.

Please kindly confirm your agreement for this by providing us with your response email. Shall you have any idea on the changes, please let us know.

Best regards,

Team Dwarves

The example below shows the three resource lists filled in.

2.3Milestone sign-off

Sent to a client to confirm that the last milestone is done. The invoice email follows the client's confirmation.

Subject: Project XX - Milestone Signoff

Dear [Name],

As discussed in previous meeting, we have agreed to sign off the last milestone [name of milestone] of [project]. Please help us to confirm on this email, upon confirmed we will send another invoice email.

Thank you for your collaboration.

Sincerely,

Dwarves Foundation

2.4Thank-you letter

Sent to a partner after the project closes.

Subject: Dwarves Foundation - Thank you Letter

Dear [company name],

We would like to express our gratitude towards your invaluable cooperation this whole time.

Thank you for working and entrust us with [type of service we offer]. We value your credibility in Dwarves Foundation and we do hope the outcome of the work did meet your expectation.

It has been a great pleasure having you as a steady partner during this project. Quality and customer service are what distinguish us from others. Your continued patronage and suggestions are the vital parts of our growth and we are grateful for that.

We look forward to having our paths crossed again and genuinely we wish you an amazing journey ahead.

Best regards,

Team Dwarves

3Community

3.1Welcome to Dwarves Updates

Sent to people who have interacted with Dwarves through the website, Facebook or Discord. It introduces the monthly newsletter and links three earlier issues. It has no subject line in the original.

Hey there!

You're receiving this because you've interacted with Dwarves Team through our website, our Facebook posts, or the active Discord Network.

No matter which platform you've stopped by, we thank you for doing that! Welcome to Dwarves Updates.

Dwarves Updates is where we share our lesson learned, where we head to and what we stay proud of - as a team. Short enough for your morning coffee, and get delivered once every month.

Dwarves Foundation is an innovative tech firm. We help business resolve their problem using tech solutions, offshore development and technical consultancy.

We simply want everyone who visits Dwarves Team can somehow be a part of our journey. It's the companion that makes the road enjoyable.

Got a minute? Let's walk through some of our previous issues at log.d.foundation

• It's a wrap: 2021 in Review
• Nov 30: Engineering organization structure
• Oct 31: The path to growth at dwarves

In case this email doesn't suit your need, please kindly unsubscribe here. Hope to see you again real soon.

4Set up templates in Gmail

Turn on Canned Responses (Templates)

• Log in to your Gmail account.
• Open Settings, then the Advanced tab.
• Change Canned Responses (Templates) to Enabled.

Add and use a template

When you compose an email, you can either:

• Save the current draft as a template for later.
• Pick a saved template for the email.

If a template contains placeholders, mark them red so teammates notice and replace them when they use the template.