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DORIS Email Playbook

Purpose

To create clear, warm, actionable emails more quickly and consistently while preserving a human, conversational DORIS voice. If you need to draft project specific comms you can find those here.

 

Responsible Party

Any DORIS team member drafting or sending email communication. Operations Manager maintains the playbook and templates.

 

Interdependencies

  • The purpose of the email is known
  • The recipient or audience is known
  • Relevant project details, links, owners, and deadlines are available
  • The DORIS Email Playbook is accessible

 

Directions

Questions to answer before drafting

  • What does this person need to know or do after reading this email?
  • Is the email internal to DORIS or external/client-facing?
  • Which playbook template best matches the purpose of the email?
  • Is there a specific action, owner, or deadline that must be clear?
  • What context is necessary for the recipient to understand the request, and what context can be left out?

Drafting and review steps

1. Choose the appropriate template from the Email Playbook:

  • The Ask
  • Meeting Setup
  • Meeting Follow-Up + Next Steps
  • Please Review This
  • Project Update / Heads-Up
  • Participant / Research Recruitment
  • Logistics + Instructions
  • The Gentle Nudge
  • Introduction / Welcome / Relationship Email

2. Use the DORIS email structure as a default: why they are getting the email → what they need to know → what you need from them → when → human close.

3. Adjust for audience: internal DORIS emails can move quickly to the point; client/external emails should include one brief beat of context first.

4. Make the action unmistakable. If the email contains an ask, the recipient should be able to identify it without rereading the message.

5. Use bullets or labels when the reader needs to retrieve information such as dates, owners, logistics, decisions, or next steps.

6. Before sending, use the editing checklist in the playbook. Remove unnecessary context, broad requests such as “let me know your thoughts,” and corporate filler that does not sound like DORIS.

7. If the email documents a project decision, action, or next step, save or reference it in the appropriate project system according to the project workflow.

 

Voice Rules

DORIS emails should feel warm, clear, conversational, competent, and low-ceremony.

  • Lead with the point instead of making the reader excavate the ask.
  • Give only the context the recipient needs to act or understand.
  • Use specific requests and deadlines whenever possible.
  • Explain a deadline through the dependency when useful (for example, “We need feedback Wednesday so Maria has time to incorporate changes before Friday.”).
  • Do not over-cushion a request to avoid sounding demanding; clarity is not impolite.
  • Avoid formal filler such as “I hope this email finds you well,” “at your earliest convenience,” or “please do not hesitate.”
  • Close like a human.

Resources

  • DORIS Email Playbook – full templates, examples, and editing checklist
  • Universal Emergency Template – for fast drafting when no specialized template is needed. Found in the DORIS Email Playbook at the end of the Email Playbook tab.
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