M-T1-CP-01-SD-06 — Post-Event Follow-Up Email Template

Release control

Adaptation note

Prepare separate versions for attendees, registered non-attendees, partners and volunteers, recognising each recipient’s actual relationship to the Community Open Day. Thank people without claiming impact and refer only to verified outcomes. Offer one relevant path, such as an upcoming project, a conversation, a promised resource or feedback. Close promised actions in F05. Send future promotion only within the person’s recorded preference.

Instructions

1. Segment from verified attendance and role records. Never expose recipients to one another.
2. Select exactly one of the four configured bodies below for each segment; do not merge them into a generic bulk message.
3. Use a fact or acknowledgement only after the debrief owner has approved it. Attendance, funds, volunteer hours and outcomes must not be estimated in public copy.
4. Give one low-friction next step matched to the recipient’s recorded interest. Event administration permission does not become future-promotion consent.
5. Send attendee, partner and volunteer thanks within 24 hours where practical; send the non-attendee version within 48 hours.
6. Resolve all double-brace fields and apply preference changes before distribution.

Controlled fields

Configured email A — Attendee thanks

Audience: Verified attendees. Subject: Thank you for joining {{PUBLIC_EVENT_NAME}}

Hello {{FIRST_NAME}},

Thank you for spending time with {{HOST_ENTITY}} at {{PUBLIC_EVENT_NAME}}. We appreciated your contribution to {{PURPOSE_SENTENCE}}.

{{APPROVED_FACT}}

One next step

{{NEXT_STEP}}

If you would like to share feedback, use {{FEEDBACK_ROUTE}}. The route explains how your response will be used.

Thank you again for being part of the Open Day.

Warm regards, {{PRIMARY_CONTACT_NAME}} {{HOST_ENTITY}}

Privacy information: {{PRIVACY_NOTICE_URL}} Communication preferences: {{PREFERENCE_ROUTE}}

Configured email B — Registered non-attendee

Audience: People recorded as registered but not in attendance. Subject: A follow-up from {{PUBLIC_EVENT_NAME}}

Hello {{FIRST_NAME}},

We missed you at {{PUBLIC_EVENT_NAME}} and hope all is well. There is no need to explain.

If this next step is useful, you are welcome to {{NEXT_STEP}}.

If not, no action is needed. You can change future communication preferences at {{PREFERENCE_ROUTE}}.

Warm regards, {{PRIMARY_CONTACT_NAME}} {{HOST_ENTITY}}

Configured email C — Partner or volunteer thanks

Audience: Verified partners and volunteers, separated by role. Subject: Thank you for your contribution to {{PUBLIC_EVENT_NAME}}

Hello {{FIRST_NAME}},

Thank you for the care and time you contributed to {{PUBLIC_EVENT_NAME}}. Your role in {{PURPOSE_SENTENCE}} was appreciated.

{{APPROVED_ACKNOWLEDGEMENT}}

Agreed next step

{{NEXT_STEP}}

Please let us know if any public acknowledgement, image, quotation or organisation detail needs correction.

Warm regards, {{PRIMARY_CONTACT_NAME}} {{HOST_ENTITY}}

Configured email D — Promised future opportunity

Audience: Only people whose recorded interest and communication preference cover this exact follow-up. Subject: The Open Day information you asked about

Hello {{FIRST_NAME}},

At {{PUBLIC_EVENT_NAME}}, you asked about {{NEXT_STEP}}.

Here is the promised information: {{PROMISED_INFORMATION_ROUTE}}

This is an invitation, not an obligation. If your interests have changed, no reply is needed. You can update future communication preferences at {{PREFERENCE_ROUTE}}.

Warm regards, {{PRIMARY_CONTACT_NAME}} {{HOST_ENTITY}}

Distribution and closeout checklist

• [ ] Attendance status and recipient role are verified; ambiguous records are held back.
• [ ] Attendees, non-attendees, partners and volunteers use separate lists and messages.
• [ ] The selected outcome fact or acknowledgement is approved and traceable.
• [ ] The one next step is relevant, achievable and owned, with a due date in F05.
• [ ] Future-opportunity messages are limited to recipients with matching recorded permission.
• [ ] Feedback, promised-resource, privacy and preference routes have passed direct and mobile tests.
• [ ] Declines, unsubscribes, bounces and no-further-contact requests are suppressed.
• [ ] The message contains no guilt, impact inflation, membership pressure or unresolved double-brace fields.
• [ ] Replies and access questions go to a monitored owner.
• [ ] Sends, responses, promised actions, preference changes and completion are recorded under this asset code.

Review record