# Announce planned IT maintenance or a system change to staff

Writes a clear employee notice about downtime or a change, with what to do before, during, and after.

- Topic: Email & Workplace Communication
- Framework: Few-Shot
- Level: Standard
- Tags: Email, Communication, Write, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/announce-planned-it-maintenance-or-a-system-change-to-staff

## Prompt

```text
Write an announcement to employees about planned IT maintenance or a system change.

**What is happening:** [e.g. "email migration", "Wi-Fi upgrade", "new MFA app required"]
**When:** [DATE, START, END, TIME ZONE]
**Who is affected:** [everyone / specific offices or teams]
**What will not work during it:** [SERVICES]
**What people must do, and by when:** [ACTIONS - or "nothing"]
**Workarounds during the window:** [e.g. "use webmail", "call the helpdesk line"]
**Where to get help:** [helpdesk contact, guide link]

Requirements:
- Subject line that states the impact and date, e.g. "Email unavailable Saturday 8-11 pm".
- First two lines: what is happening, when, and whether the reader needs to act.
- Action steps numbered, with the deadline in bold. Explain any technical step simply.
- One sentence on why we are doing it, in terms of benefit to them.
- No jargon or acronyms without a plain explanation.
- Under 180 words.

Return:
1. The main announcement email.
2. A reminder message to send the day before (under 60 words).
3. A "we're done" message for after, including how to report problems.
4. A one-line chat or intranet banner version.
```

## What to fill in

- DATE, START, END, TIME ZONE
- everyone / specific offices or teams
- SERVICES
- ACTIONS - or "nothing"
- e.g. "use webmail", "call the helpdesk line"
- helpdesk contact, guide link

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.