LUNCHLINK SURVEY EMAIL TEMPLATES -------------------- Original editable drafts. Replace all bracketed details, check the responder link and timezone, and review the recipient list in your own email app. Nothing is sent automatically. Send the confirmed-meal draft only after written supplier confirmation. Reconcile non-responders using your own invitation roster. -------------------- INITIAL SURVEY INVITATION Subject: Please reply: [event / team meal] on [meal date] Hi team, We are planning [event / team meal] for [meal date] at [site / shift or break group], with food served at [eating time and timezone]. Please complete [survey responder link] by [response deadline, time and timezone]. Let us know whether you will eat this meal, your choice from the listed options and any dietary requirements you would like us to review. Select None if you have no requests, or contact [organizer] privately if you prefer. A request is not a confirmed dietary accommodation. We will review the actual menu and arrangements with the caterer. You do not need to share a diagnosis or explain personal beliefs. If your plans change, use [response edit route] or contact [organizer]. Thank you, [organizer name] [private organizer contact] -------------------- REMINDER BEFORE THE DEADLINE Subject: Reminder: your meal response is due [deadline] Hi team, Please confirm whether you will eat [event / team meal] for [meal date / site / service]. If you have not replied, please use [survey responder link] by [response deadline, time and timezone]. If your answer has changed, use [response edit route] or contact [organizer] so we can reconcile the update. Please keep personal dietary details out of a reply-all message; contact [organizer] privately instead. Thank you, [organizer name] [private organizer contact] -------------------- FINAL RESPONSE REMINDER Subject: Final response reminder: [survey name] closes [deadline] Hi team, Responses for [event / team meal] on [meal date / site / service] close at [response deadline, time and timezone]. Please reply at [survey responder link] if you would like to contribute or correct your answer. We will reconcile confirmed and tentative responses before finalizing the meal request. The caterer's confirmed final-count cutoff is [supplier cutoff — include only when confirmed]. After the response deadline, contact [organizer] directly. Late requests and changes need organizer and supplier review; they are not automatically accepted. Thank you, [organizer name] [private organizer contact] -------------------- SHIFT SUPERVISOR / TEAM LEAD EMAIL Subject: Please coordinate meal replies for [site / date / shift] Hi [team lead], Please share [survey responder link] with the employees eating at [site / meal date / actual break group]. Food is requested for [eating time and timezone]; the arrival window will be confirmed separately with the caterer. Replies are due [response deadline, time and timezone]. Offer paper or assisted entry to colleagues without work email or form access. Use consistent organizer-assigned IDs, one response per person per actual meal service, and reconcile duplicate entries before sending counts. Please send the organizer confirmed and tentative counts by service, plus unresolved meal choices and private follow-up counts. Keep named dietary lists private; do not post them in a break room or group channel. Do not assume everyone on the shift roster will eat or that dietary selections are additional portions. Please confirm the receiving contact and handout location at [organizer contact]. Thank you, [organizer name] [private organizer contact] -------------------- PRIVATE DIETARY FOLLOW-UP Subject: Private follow-up about [meal / date] Hi [attendee], Thank you for your meal response. Would you prefer to discuss the ingredient or preparation requirements we should review with the caterer for [meal / date / service]? We only need information relevant to arranging the food; you do not need to explain a diagnosis or personal beliefs. You can use [private organizer contact] rather than a group reply. We will share only the necessary meal requirements with the people arranging the service. The request is still under review. We will contact you once the caterer has confirmed what can be arranged, or discuss alternatives if it cannot be confirmed. Thank you, [organizer name] [private organizer contact] -------------------- CONFIRMED MEAL AND PICKUP DETAILS Subject: Confirmed meal and pickup details for [date / service] Hi [attendee / team], The organizer has received the supplier's written confirmation for the following arrangements: Meal / service: [confirmed meal and service label] Date and eating time: [confirmed date, time and timezone] Pickup / handout location: [confirmed location] Agreed dietary arrangement, if relevant: [supplier-confirmed details; send individual information privately] On-site contact: [name / contact] Please check that these details match what you expected and contact [organizer] promptly if anything is unclear. Follow the agreed pickup and labelling instructions. Do not assume a substitution is suitable without checking with the organizer and supplier. Thank you, [organizer name] [private organizer contact] -------------------- REPLY TO A LATE CHANGE Subject: Re: Meal change for [date / service] Hi [attendee], Thank you for letting us know about [attendance / meal-choice change — keep private dietary details out of the subject]. The survey response deadline has passed. I will check the supplier's actual change cutoff, availability and any effect on the order. Your change is pending and is not confirmed by this reply. I will follow up through [private contact route] once the organizer and supplier have reviewed it. If the requested change cannot be arranged, we can discuss the available alternatives. Thank you, [organizer name] [private organizer contact] -------------------- POST-MEAL FEEDBACK REQUEST Subject: How was [meal] on [date / site]? Hi team, Please share feedback on [completed meal / date / site or shift] at [survey responder link] by [response deadline, time and timezone]. We would like to hear about food, portions, timing, pickup and labels so we can improve the next service. Use Not applicable for anything you cannot rate, and keep comments optional. Please do not include another person's name or personal dietary details in the survey comments. If you would like a private follow-up, contact [organizer] through [private contact route]. For an urgent concern, contact [organizer / supplier contact] directly now; this later feedback survey is not monitored as an urgent reporting channel. This survey does not reserve another meal. Thank you, [organizer name] [private organizer contact] -------------------- LUNCH PREFERENCES INVITATION Subject: Help shape our future team lunches Hi team, We are considering [proposed lunch program / sites / cadence]. Please share your likely participation days, preferred cuisines from our shortlist, serving-format preferences and practical barriers at [survey responder link] by [response deadline, time and timezone]. This is a planning survey, not a meal reservation or an approved recurring order. We will ask for attendance and meal selections separately before an actual service. For a private dietary discussion, contact [organizer] directly. If you cannot use the form, ask for [paper / assisted response route]. Thank you, [organizer name] [private organizer contact] -------------------- More planning contexts and AI drafting prompts: https://lunchlink.ca/resources/ai-catering-survey-prompts