Sending an email with sensitive information requires a bit of care. To make it simple, we're sharing five types of confidential email templates you can use right away.
Relying on a template removes the pressure of what to write, so you can communicate clearly and securely.
Don't be clever. A subject line like "Confidential: Q3 Financial Report" or "Private: Project Phoenix Details" tells your recipient exactly what to expect. It’s clear, direct, and sets the right tone from the get-go.
This is the one you can't mess up. Before you hit send, take a deep breath and verify every single email address in the "To," "CC," and "BCC" fields. Autocomplete is not your friend here. Sending sensitive info to the wrong person is a nightmare you can easily avoid.
Instead of pasting sensitive details directly into the email or attaching a standard file, upload the document to a secure service and share a protected link. This gives you more control, allowing you to track access or even revoke it if needed.
A short footer can make a big difference. Something simple like, "This email and any attachments are confidential and intended solely for the use of the individual to whom it is addressed." It’s a professional touch that reinforces the private nature of your message.
<template>
Subject: CONFIDENTIAL & PRIVILEGED: Legal Notice Regarding [*Matter*]
Dear [*Recipient Name*],
This email serves as a formal legal notice concerning [*briefly describe the legal matter*]. The information contained herein and in any attachments is confidential and may be legally privileged.
Please find the detailed notice and relevant documents attached [*or linked here: link to secure document*]. We require you to review this information carefully as it outlines [*describe the purpose of the notice, e.g., a breach of contract, a demand for payment, etc.*] and the required actions on your part.
We expect a formal response by [*Date*]. Please direct all future correspondence on this matter to our legal counsel, [*Legal Counsel Name*], at [*Legal Counsel Email Address*].
Sincerely,
[*Your Name*]
[*Your Position*]
[*Company Name*]
Confidentiality Notice: This email and any attachments are confidential, legally privileged, and intended solely for the use of the individual to whom it is addressed. If you have received this email in error, please notify the sender immediately and delete this message from your system.
</template>
<template>
Subject: CONFIDENTIAL: Financial Report for [*Reporting Period*]
Dear [*Recipient Name*],
The financial report for [*Reporting Period*] is now available for your review. This document contains sensitive financial data and is intended for internal use only.
You can access the full report via this secure link: [*Link to Secure Report*]. For security purposes, please access the report from a secure network and avoid sharing the link or its contents.
This report details our performance, including key financial statements and analysis. We encourage you to focus on the [*mention specific section, e.g., 'cash flow statement' or 'revenue growth analysis'*].
Please review the attached information and be prepared to discuss it during our upcoming meeting. Let me know if you have any questions before then.
Sincerely,
[*Your Name*]
[*Your Position*]
[*Company Name*]
Confidentiality Notice: This email and any attachments are confidential and intended solely for the use of the individual to whom it is addressed. If you have received this email in error, please notify the sender immediately and delete this message from your system.
</template>
<template>
Subject: CONFIDENTIAL: Update to [*Policy Name*]
Dear Team,
This email is to inform you of an important update to our company policies. Effective [*Date*], we will be implementing a new [*Policy Name*] policy.
This updated policy outlines [*briefly describe the purpose or key changes of the policy, e.g., our updated remote work guidelines, new expense reporting procedures, etc.*]. We encourage you to review it thoroughly to understand the new guidelines.
You can access the complete policy document here: [*Link to Secure Policy Document*]. Please take the time to familiarize yourself with the contents.
If you have any questions, please feel free to reach out to the HR department.
Sincerely,
[*Your Name*]
[*Your Position*]
[*Company Name*]
Confidentiality Notice: This email and any attachments are confidential and intended solely for the use of the individual to whom it is addressed. If you have received this email in error, please notify the sender immediately and delete this message from your system.
</template>
<template>
Subject: CONFIDENTIAL: An Important Announcement About Our Future
Dear Team,
I’m writing to share some significant news. Today, we are announcing that [*Company Name*] has agreed to be acquired by [*Acquiring Company Name*].
This decision was made after careful consideration, and we believe it marks a pivotal next step in our journey. Joining with [*Acquiring Company Name*] will allow us to accelerate our mission of [*state your company's mission*] by combining our strengths with their resources and expertise in [*mention their area of expertise*].
We want to be clear about what this means for all of you. In the short term, it’s business as usual. Over the coming weeks, we will be working closely with the team at [*Acquiring Company Name*] to integrate our operations smoothly. We are committed to a transparent process and will share more details about the integration plan as they are finalized.
We will be holding an all-hands meeting on [*Date*] at [*Time*] to discuss this in more detail and answer your questions. A calendar invitation will follow shortly.
We are genuinely excited about the opportunities this new chapter presents for our product, our customers, and for all of you. Thank you for your dedication and hard work that has brought us to this point.
Sincerely,
[*Your Name*]
[*Your Position*]
[*Company Name*]
Confidentiality Notice: This email and any attachments are confidential and intended solely for the use of the individual to whom it is addressed. If you have received this email in error, please notify the sender immediately and delete this message from your system.
</template>
<template>
Subject: URGENT & CONFIDENTIAL: Security Incident Notification
Dear [*Recipient Name*],
We are writing to inform you of a security incident we identified on [*Date of Discovery*]. Our investigation shows that an unauthorized party gained access to parts of our system and may have accessed certain user data.
We want to be transparent about what happened and what it means for you. The data involved may include [*list of compromised data, e.g., your name and email address*]. We want to assure you that sensitive information such as [*list of data that was NOT compromised, e.g., passwords and payment details*] was not affected.
Upon discovery, we immediately secured our systems and launched a full investigation with external cybersecurity experts to understand the scope of the incident. We have already implemented enhanced security measures to protect against future threats.
As a precaution, we recommend you take the following steps: [*list recommended actions, e.g., reset your password and enable two-factor authentication*].
We deeply regret any concern this may cause. The security of your data is our highest priority, and we are committed to protecting it. For further questions, please contact our support team directly at [*Support Email or Link to Support Page*].
Sincerely,
[*Your Name*]
[*Your Position*]
[*Company Name*]
Confidentiality Notice: This email and any attachments are confidential and intended solely for the use of the individual to whom it is addressed. If you have received this email in error, please notify the sender immediately and delete this message from your system.
</template>
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