Aiwyn Request Lists Marketing & Communications

Draft, copy-paste-ready emails for firms to send their staff and clients as part of a Request Lists rollout. Fill in the bracketed placeholders before sending. Suggested cadence is shown next to each stage — adjust to fit the actual project timeline.

Each email below includes a subject line and body. Where an email could go to either staff or clients, a client-facing or staff-only variant is included.

Email Templates

1. Early notice — "a change is coming"

Short and low-detail on purpose. The goal is just to put this on people's radar.

Primary version

Subject: A quick heads-up: how we collect your documents is changing

Body:

Hi [Recipient Name],

We wanted to give you an early heads-up that [Firm Name] is rolling out a new way to request and collect documents from you — it's called Aiwyn Request Lists.

Right now, there's nothing for you to do. We'll follow up with more details as we get closer to the switch, including exactly what will look different and when it takes effect.

In the meantime, if you have any questions, feel free to reach out to [Firm Contact Name] at [Firm Contact Email].

Thanks, [Firm Name] Team

Staff-only variant

Subject: Heads-up: Request Lists is coming to [Firm Name]

Body:

Hi team,

Just a heads-up that we'll be rolling out Aiwyn Request Lists over the next few months — this will change how we send and track document requests to clients. We're still in the planning stages, so no action needed yet.

More details, including training dates and your role in the rollout, will follow. If you have questions in the meantime, reach out to [Project Lead Name].

Thanks, [Project Lead Name]

2. Detailed timing and changes

This is where the specifics go: what's changing, why, and the actual go-live date.

Primary version

Subject: What's changing with how we request documents, and when

Body:

Hi [Recipient Name],

As mentioned earlier, [Firm Name] is moving to a new system called Aiwyn Request Lists for collecting documents from you. Here's what you need to know:

What's changing:

• You'll receive document requests through your email, where you can log into your client portal to upload files, answer questions, and track what's still outstanding — all in one place.
• [Add firm-specific details: e.g., "You'll no longer need to email documents directly to your engagement team," or "This replaces our use of [prior tool/method]."]

What's not changing:

• [Add anything staying the same, e.g., "Your point of contact at the firm remains the same."]

When it takes effect: Request Lists goes live on [Go-Live Date]. Any open requests before that date will be handled as usual; anything new after [Go-Live Date] will come through the new system.

What you'll need to do: [Add any client action needed — e.g., "You'll receive an email invitation to set up your portal login shortly before go-live."]

If you have questions, reach out to [Firm Contact Name] at [Firm Contact Email].

Thanks, [Firm Name] Team

Staff-only variant

Subject: Request Lists go-live: [Go-Live Date] — what you need to know

Body:

Hi team,

Request Lists goes live on [Go-Live Date]. Here's what's changing for you:

• Process changes:
  • New requests should be built and sent through Aiwyn Request Lists starting [date], not [old method]
• System/access changes:
  • You'll need access to Aiwyn Staging to test and train (INSERT LINK HERE)
• Timeline:
  • [Add timeline for templates/configuration being ready for staff use.]

Training sessions will be scheduled over the coming weeks — details to follow in a separate email. In the meantime, if you have questions, reach out to [Project Lead Name].

Thanks, [Project Lead Name]

3. Training communications

Two variants: an initial announcement, and a reminder closer to the session. Use as many of these as your rollout needs.

3a. Training announcement

Subject: Request Lists training: sign up for your session

Body:

Hi team,

Training on Request Lists is coming up ahead of our [Go-Live Date] go-live. Sessions cover [brief description — e.g., "how to build and send request lists, review client submissions, and troubleshoot common issues"].

Session details:

• Date/time: [Date/Time]
• Format: [In-person / virtual / recorded]
• Registration: [Link or instructions]

Please sign up by [registration deadline]. Reach out to [Trainer/Project Lead Name] with any questions.

Thanks, [Project Lead Name]

3b. Training reminder

Subject: Reminder: your Request Lists training is on [Date]

Body:

Hi [Recipient Name],

Quick reminder that your Request Lists training session is coming up:

• Date/time: [Date/Time]
• Where: [Location/link]
• What to bring/do beforehand: [Any prep needed]

If you can no longer attend, let [Trainer/Project Lead Name] know so we can get you into another session.

See you there, [Project Lead Name]

4. Go-live reminder — one week out

Sent about a week before go-live as a last check-in before things switch over.

Primary version

Subject: One week out: Request Lists goes live on [Go-Live Date]

Body:

Hi [Recipient Name],

Just a reminder that Request Lists goes live in one week, on [Go-Live Date]. Here's a quick refresher on what to expect:

• Starting [Go-Live Date], new document requests will come through [Client Portal Name] instead of [prior method].
• [Any last call to action — e.g., "If you haven't logged into your portal yet, do so this week so you're ready on day one: [Client Portal Link]."]

If anything is unclear before then, reach out to [Firm Contact Name] at [Firm Contact Email].

Thanks, [Firm Name] Team

Staff-only variant

Subject: One week to go-live: final prep for Request Lists

Body:

Hi team,

Go-live is one week away — [Go-Live Date]. Before then:

• [Final checklist item — e.g., "Confirm all request list templates are finalized and assigned."]
• [Final checklist item — e.g., "Make sure your training is complete; sessions wrap up by [date]."]
• [Any last access/config check — e.g., "Verify your production access is active."]

Flag anything that's not on track to [Project Lead Name] as soon as possible so we can address it before go-live.

Thanks, [Project Lead Name]

5. We're live!

Sent the day of go-live. Announces that Request Lists is active and immediately points people to help — no separate follow-up needed.

Primary version

Subject: We're live! Request Lists is now active

Body:

Hi team,

Request Lists is officially live as of today, [Go-Live Date]. Starting now, all new document requests should be sent through Request Lists rather than [prior method].

A few reminders:

• [Key reminder — e.g., "Use the approved templates in [location] when building new lists."]
• [Key reminder — e.g., "Reach out to [Support Contact] if a request doesn't behave as expected."]

If you have questions or run into an issue, here's where to go:

• Help articles: [Help Center Link]
• Office hours with the implementation team: [Days/times and link]
• Escalation contact for client-facing issues: [Contact Name/Email]

We're in hypercare for the next [X weeks] — please flag anything unusual so we can catch it early.

Thanks for your patience through the rollout — let's make this a smooth transition for our clients.

[Project Lead Name]

Client-facing variant

Subject: We're live! Here's how to send us documents (and get help if you need it)

Body:

Hi [Recipient Name],

Request Lists is now live. From today forward, you'll receive document requests from us through [Client Portal Name] instead of [prior method].

If you've already received a request, you can log in and get started here: [Client Portal Link].

Need help getting started?

• Help articles: [Help Center Link]
• Office hours: [Days/times and link, if applicable]
• Direct support: [Support Contact Name/Email]

Thanks for your flexibility as we roll this out, [Firm Name] Team