Sample Email Templates
Initial outreach and follow-up after a meeting
Dear Amadou,
I'm writing to introduce Writemedia. We're a software development team based in The Gambia, and we build custom systems for government agencies and development organisations.
I noticed the NHRC is looking at digital solutions for complaints management. We've built similar systems — including a multilingual public portal with case tracking, anonymous reporting, and audit trails — and would be happy to share what we've learned.
We could put together a short technical overview showing how a system like this might work, with no obligation. If that would be useful, I'm available for a call at your convenience.
Best regards,
Tone: warm, direct, specific. Mentions a concrete project rather than generic capabilities. Offers something useful (technical overview) rather than asking for something (a meeting). No sales pressure.
Hi Amadou,
Thank you for the conversation on Tuesday. It was useful to understand the current process and the challenges around tracking cases across regional offices.
Based on what you described, I think the most practical first step would be a short Discovery Sprint — we'd spend 2–3 weeks understanding the full workflow, then produce an interactive prototype you and the team can review. That gives you something concrete to evaluate before committing to a full build.
I've attached a one-page overview of how we typically run these. Happy to answer any questions, or if you'd prefer, I can put together a more detailed proposal.
Best regards,
Tone: slightly warmer (existing relationship). References specific details from the meeting. Suggests a concrete next step with clear scope. Offers options rather than pushing.