End User Email Communication Template Guidelines

This template is used describe the impact to users of your change. It should be completed only when your scheduled change
requires will impact end users ability to perform their job or require them to perform an action prior to, during, or directly after
the scheduled outage. Examples include instances where:

Users will be unable to access the environment.

Make alternate work arrangements.

Users need to test some aspect of an application/login after the change.

Users wont have email, SharePoint, or multiple application access during the time they are required to access the
environment.

Its critical that you allow a minimum of 2 weeks lead time. Your planned change could be delayed if this lead time is not met.
The two weeks includes time to write the communication, receive all Symantec IT stakeholder and IT Communications
approval, and give ample notice to users.
If you have any questions contact Change Management DL.

Subject Line:
Distribution Date:
Audience (what Distribution List should this be sent to):

What is being done?

Provide an overview of what is happening and the reasoning. Example:

Bullet 1 Style. Example: A new file server (ROS1RFPFILPIN02) has been implemented at the Roseville, Minnesota
(USA) site for user data storage.

When will this take place?

Indicate when this will happen, including dates/times reflected in regional time zones. Example: IT will move the applications
and decommission the following servers between 1522 March. Note: During this migration period, access to the servers and
applications listed below will be impacted.
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Table Heading

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How will this affect me? Explain in plain English what the impact with be to those users who user this environment
Heading 2
Indicate how this will affect end users and what action is required. Example Text:

Data located on the ROSDAT01 server will be unavailable during the entire migration period. Once the data migration
has been completed, data on ROSDAT01 will no longer be accessible.

On Monday, 5 November, those who previously accessed folders in the \USERS file share located on the ROSDAT01
server will need to follow the below instructions for reconnecting to the new data drives to access the data located on
the ROS1RFPFILPIN02 server.

What actions are required?

This may be a procedure. If so, use the numbered style:
1. This uses the Numbered style
2. You should never have more than ten steps. If you do, break it down into smaller subheadings or consider linking to a
separate procedure guide.

Is the activity related to the Veritas Separation?

If yes add additional information as to what the impact will be and what actions need to be taken by the end users.
Who should I contact if I have questions?
Indicate contact information. Example: If you have any issues or require support, contact the IT Service Desk.
The IT Services mailbox is your main source for important IT-related communications. You can request IT services via IT SelfHelp, use the IT
Help options, or for urgent requests, contact the IT Service Desk by phone. Learn more about what to expect when interfacing with the IT
Service Desk.

[Sent to: XXXX, Copied to: XXXX]