How Do I Draft an Effective Email for Sharing the Admin Escalation Matrix with My Team?

Hi Team, I am Bipin Sharma from the HR team of an NGO and I need your support for the below mail format. I need to send an email regarding the Escalation Matrix (Admin Department) to all of my employees. The email will include an attachment of the escalation matrix, and the body of the email will contain the name, contact number, and email address of the concerned person. Kindly assist me with a template for the same.

Thanks, Bipin Sharma

Hi Bipin,

Below is a template for your email. Please customize the placeholders with the actual names, contact numbers, and email addresses before sending it out.

Subject: Important: Escalation Matrix for Admin Department

Dear [Employee Name],

I trust this email finds you well. We want to ensure seamless communication within our organization, especially in cases that require immediate attention. To streamline this process, we are introducing the Escalation Matrix for the Admin Department.

Attached to this email, you will find the Escalation Matrix document outlining the hierarchy and contact information for handling various concerns within the Admin Department.

In case you encounter any issues or have queries related to the Admin Department, please refer to the attached document. Additionally, feel free to reach out to the designated point of contact for prompt assistance.

Escalation Matrix - Admin Department

First Point of Contact:

Name: [First Contact Person Name]
Contact Number: [Phone Number Removed For Privacy-Reasons]
Email: [Email Removed For Privacy Reasons]

Second Point of Contact:

Name: [Second Contact Person Name]
Contact Number: [Phone Number Removed For Privacy-Reasons]
Email: [Email Removed For Privacy Reasons]

Third Point of Contact:

Name: [Third Contact Person Name]
Contact Number: [Phone Number Removed For Privacy-Reasons]
Email: [Email Removed For Privacy Reasons]

Please save this information for future reference. It will assist us in addressing and resolving your concerns efficiently.

Should you have any further questions or require clarification on the Escalation Matrix, do not hesitate to get in touch.

Thank you for your cooperation.

Best regards,

[Your Full Name]
[Your Position]
[Phone Number Removed For Privacy-Reasons]
[Email Removed For Privacy Reasons]

Thanks,