Scheduled outage notification template (Email)
In the event of a scheduled outage it is good practice to send out consistent and regular communications to the business. This raises the users awareness, lowers the chances that users will log a request or outage during this window and will also give users the opportunity to highlight any risk or business process happening during this Scheduled Outage.
Its very important to mark as high priority and send out notifications First at two weeks away, then at one week away and finally a day in advance then again once the sheduled work has been completed.
The Quick Explanation:
What? [BRIEF DESCRIPTION OF THE WORK BEING DONE]
When? [DATE, TIME AND TIMEZONE]
Who? Anyone who uses [SERVICES OR SYSTEM] in [OFFICE OR LOCATION]
Please be aware that on [DATE] the [OFFICE OR LOCATION] IT Team will conduct a scheduled outage on IT systems and services. All IT services hosted in [OFFICE OR LOCATION] may be affected during the controlled outage. Please note that from [START TIME AND TIMEZONE] until [END TIME AND TIMEZONE] all IT systems will be considered as down.
- Email, incl. Archives, via Outlook and BlackBerry devices
- Instant Messaging (Yahoo, MSN, Office Communicator etc)
- Shared drives
VOIP and Analogue services
What is NOT affected?
- [SERVICE OR SYSTEM 1]
- [SERVICE OR SYSTEM 2]
- [SERVICE OR SYSTEM 3]
Any emails sent to [OFFICE OR LOCATION] staff during this scheduled outage window will be queued and delivered once service has been resumed.
Still need more info?
If you have any questions, please do not hesitate to contact the IT ServiceDesk by replying to this email or call us on [ITSD CALL CENTER NUMBER]