Canned Responses Step 1 Define The Use Case

Step 1: Define the Use Case (+6)

Step 1: Define the Use Case

• What type of inquiry does this address?
• How frequently does this come up?
• Who is the typical audience?
• What is the typical urgency level?

Step 2: Identify Required Elements

• What information must be included in every response?
• What regulatory requirements apply?
• What organizational policies govern this type of response?

Step 3: Define Variables

• What changes with each use? (names, dates, specifics)
• What stays the same? (legal requirements, standard language)
• Use clear variable names: {{requester_name}}, {{response_deadline}}, {{matter_reference}}

Step 4: Draft the Template

• Write in clear, professional language
• Avoid unnecessary legal jargon for business audiences
• Include all legally required elements
• Add placeholders for all variable content
• Include a subject line template if for email use

Step 5: Define Escalation Triggers

• What situations should NOT use this template?
• What characteristics indicate the matter needs individualized attention?
• Be specific: vague triggers are not useful

Step 6: Add Metadata

• Template name and category
• Version number and last reviewed date
• Author and approver
• Follow-up actions checklist

Template Format