templates Agent Email Reply Templates
Agent-generated replies should be specific, short, and auditable. These templates keep the agent from overclaiming, ask for clarification when confidence is low, and route risky cases to a human reviewer.
last updated 2026-05-07 4 templates
implementation note
Replace variables before sending, keep one primary action per email, and connect each template to a specific trigger rather than a generic drip schedule.
01 Clarification needed
Intent is clear but required fields are missing. subject
A quick clarification
preview
The agent needs one missing detail before taking action.
body
Hi {{recipient_name}},
To complete {{requested_action}}, one detail is still needed:
{{missing_detail}}
Reply with that detail and the request can continue.
{{sender_name}} variables
{{recipient_name}}{{requested_action}}{{missing_detail}}{{sender_name}}
mistakes to avoid
- ›Guessing the missing detail.
- ›Asking multiple unrelated questions.
- ›Pretending the action is already complete.
02 Action completed
Agent action completes and the policy allows automatic confirmation. subject
{{action_name}} is complete
preview
Confirmation after an approved action finishes.
body
Hi {{recipient_name}},
{{action_name}} is complete.
Reference: {{reference_id}}
Summary: {{safe_summary}}
{{sender_name}} variables
{{recipient_name}}{{action_name}}{{reference_id}}{{safe_summary}}{{sender_name}}
mistakes to avoid
- ›Including sensitive internal reasoning.
- ›Omitting a reference ID.
- ›Adding promotional copy to a transactional confirmation.
03 Human review handoff
Policy marks the outbound action as high risk or low confidence. subject
This request is under review
preview
A human reviewer needs to approve the next step.
body
Hi {{recipient_name}},
This request needs human review before the next step can happen.
Reason: {{review_reason}}
Expected review window: {{review_window}}
{{sender_name}} variables
{{recipient_name}}{{review_reason}}{{review_window}}{{sender_name}}
mistakes to avoid
- ›Blaming the model.
- ›Giving a fake review time.
- ›Sending the risky content before approval.
04 Unable to complete
Policy denies an email-based action. subject
This request cannot be completed
preview
Clear denial when policy blocks the action.
body
Hi {{recipient_name}},
This request cannot be completed by email.
Reason: {{safe_reason}}
Use this path instead: {{next_step_link}}
{{sender_name}} variables
{{recipient_name}}{{safe_reason}}{{next_step_link}}{{sender_name}}
mistakes to avoid
- ›Revealing security rule internals.
- ›Leaving the user without a next step.
- ›Using vague denial language.