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Below are 3 starter email templates. You can customize to suit your language and tone preference. These templates will flow into
Ergo Email Templates
Email Subject
Body
1
Ergonomic Request Intake
Hi {1},
Thank you for inquiring about ergonomic equipment. Before a decision can be made regarding your request we need additional information from your Health Care Provider. As such, please schedule an appointment with your provider and request that they complete the Certification of Health Care Provider form, found here. Please submit the completed form within 10 calendar days from today (by {2}). If this date falls on a weekend or holiday, please provide the following business day.
When completing the Health Care Provider form, please have your provider be as specific as possible and include recommendations for specific ergonomic equipment that would best support your situation.
Once the medical questionnaire form is received back, we will review it and determine what additional steps are needed. Please be assured your medical information will remain confidential and shared only with those on a need to know basis.
Let me know if you have any other questions in the meantime.
2
Ergonomic Request Approved
Hi {1},
Your ergonomic request has been approved and below are pre-approved items for you to choose from that have been selected for an ergonomic friendly set-up.
We hope you can find something within budget that balances both suiting your needs and helping [company] stay financially responsible. Your budget should not exceed $[XX] for an ergo adjustable desk and no more than $[XX] for an ergo office chair. If the recommended items do not suit your needs, please send links to items you have in mind and we can continue to explore something agreeable.
Once items have been agreed upon, we will purchase the items on your behalf. Please provide your mailing address.
A disclaimer — Please note, we reserve the right to collect from you the equipment upon the termination of your employment or the value of the damaged, lost, or item in question if deemed necessary.
3
Ergonomic Request Denied
Hi {1},
After careful consideration and review, we regret to inform you that we are unable to fulfill your request for ergonomic equipment at this time.
Our current resources and budget constraints prevent us from accommodating all individual requests for ergonomic equipment. Please know that this decision is not a reflection of your work or the significance of your request.
In the meantime, we encourage you to explore alternative ways to enhance your comfort while working. You may consider adjusting your workstation setup, incorporating lumbar support accessories, or taking short breaks to stretch and move throughout the day.
We genuinely appreciate your understanding and cooperation in this matter. If you have any further questions or if there are specific concerns we can address, please feel free to reach out to [HR email or HR Representative].
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Keep track of different ergonomic equipment you research for easier reference.
Pre-approved ergo equipment
Item
Cost
Link
Name
Notes
Ergo Chair
Standing Desk
Ergo Keyboard
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