✔️Go-Live Announcement Email Templates
Ready-to-use email templates for communicating with users throughout your Zoom Phone implementation and go-live process.
⏱️ Estimated Time: 5-10 minutes to customize each template
👤 Who's This For
Zoom Phone administrators and IT communications teams managing user communications during deployment.
💼 Use Case
Use these templates to keep users informed, reduce support tickets, and ensure a smooth transition to Zoom Phone. Customize the templates to match your organization's tone and specific implementation details.
✔️ Prerequisites
Go-live date confirmed
Extension directory prepared
Support resources documented
Training materials ready to share
Email 1: Initial Announcement (2-3 Weeks Before Go-Live)
Subject: Exciting News: We're Upgrading to Zoom Phone on [Date]
Body:
Hi Team,
I'm excited to announce that we're upgrading our phone system to Zoom Phone on [Day, Month Date]. This modern cloud phone system will improve call quality, add new features, and integrate seamlessly with the tools you already use.
What's Changing:
Your phone number and extension stay the same
You'll make/receive calls through the Zoom app (desktop and mobile)
New desk phones will be deployed to [departments/locations]
Enhanced features like voicemail-to-email, call recording, and mobile flexibility
What Stays the Same:
Your direct phone number: [Example format]
Your extension: [Example format]
How customers reach you
What You Need to Do:
Nothing yet! We'll send detailed instructions next week
Make sure you have the latest Zoom app installed
Watch for training materials coming soon
Questions? Contact [IT Team/Help Desk] at [email/extension]
We're here to make this transition as smooth as possible!
[Your IT Team]
Email 2: Training & Preparation (1 Week Before Go-Live)
Subject: Action Required: Prepare for Zoom Phone Launch on [Date]
Body:
Hi Team,
Our Zoom Phone launch is one week away on [Day, Month Date]. Here's what you need to know and do to be ready:
Before Go-Live Day:
Install/Update Zoom App
Desktop: Download latest version at zoom.us/download
Mobile: Update Zoom app from App Store or Google Play
Sign in with your work email
Review Training Materials
Quick Start Guide: [Link]
Video Tutorial: [Link]
FAQ Document: [Link]
Note Your Extension
Your extension is: [Will be provided individually or link to directory]
Extension directory: [Link]
What to Expect on Go-Live Day:
Cutover window: [Time] - [Time] on [Date]
During this window, phone service may be briefly interrupted (5-10 minutes expected)
After cutover, all calls will use Zoom Phone
IT team will be available for immediate support
New Features You'll Love:
Call from any device (computer, phone, desk phone)
Visual voicemail with transcription
Seamless transition between devices mid-call
Integration with Zoom meetings
SMS/text messaging capabilities
Need Help?
Email: [support email]
Extension: [support extension]
Help desk hours extended on go-live day: [hours]
See you on the new system!
[Your IT Team]
Email 3: Go-Live Day Morning
Subject: Today's the Day! Zoom Phone Goes Live at [Time]
Body:
Good morning,
Just a friendly reminder that Zoom Phone goes live today at [Time].
Timeline:
[Time]: Cutover begins
[Time]: Cutover complete, Zoom Phone fully active
During cutover: 5-10 minute service interruption expected
What to Do Right Now:
Make sure you're signed into the Zoom app
Check that you can see the "Phone" tab in Zoom
Have your mobile phone handy for testing
Bookmark the quick start guide: [Link]
First Call Checklist:
When making your first call:
Click the Phone tab in Zoom
Dial using the keypad or search for a contact
Test your audio (microphone and speakers)
Leave yourself a voicemail to test that feature
We're Here to Help:
Our support team is standing by with extended coverage today:
Help desk: [extension] or [email]
Emergency support: [phone number]
IT team will be monitoring the system closely
Pro Tip: Test your setup with an internal call to a colleague before making external calls.
Let's do this! 🎉
[Your IT Team]
Email 4: Go-Live Confirmation (2 Hours After Cutover)
Subject: ✅ Zoom Phone is Live! You're All Set
Body:
Hi Team,
Great news—Zoom Phone is now live and operational!
Cutover Complete:
All phone numbers successfully migrated
Call queues are active and routing correctly
Voicemail systems are operational
Desk phones are online and ready
Quick Start Reminders:
To Make a Call:
Open Zoom app
Click Phone tab
Use keypad or search contacts
Click Call
To Check Voicemail:
Click Phone tab
Look for voicemail badge
Click to play and read transcription
Having Issues? We've had [X successful calls] already and the system is performing great! If you experience any issues:
First, try signing out and back into Zoom
Check your internet connection
Restart the Zoom app
Contact support if issues persist
Support Channels:
Help desk: [extension] or [email]
Quick start guide: [Link]
FAQ: [Link]
What's Next:
Optional training sessions this week: [Schedule link]
We'll send a follow-up survey in a few days to gather your feedback
Advanced features training coming next week
Thank you for your patience during the transition. Enjoy your new phone system!
[Your IT Team]
Email 5: Week 1 Follow-Up & Tips
Subject: Zoom Phone Tips & Tricks You'll Love
Body:
Hi Team,
You've been using Zoom Phone for a week—great job! Here are some features you might have missed:
Time-Saving Features:
1. Call from Anywhere
Desktop app, mobile app, or desk phone—your calls follow you
Start a call on your computer, continue on your mobile while walking to a meeting
2. Visual Voicemail
See transcriptions of voicemails before listening
Read and prioritize messages without playing audio
Forward voicemails via email
3. SMS/Text Messaging
Send and receive texts from your business number
Keep work and personal messages separate
Access from desktop or mobile
4. Custom Voicemail Greetings
Record personal or department-specific greetings
Set different greetings for business hours vs. after hours
Guide: [Link]
5. Call Settings
Forward calls to mobile when out of office
Set "Do Not Disturb" during focus time
Customize your caller ID
Settings guide: [Link]
By the Numbers:
Upcoming Training: Join us for advanced features training:
Date: [Date and time]
Topics: Call forwarding, SMS, integrations
Register: [Link]
Still Have Questions?
Help desk: [extension] or [email]
FAQs: [Link]
Keep up the great work!
[Your IT Team]
Email 6: Survey Request (End of Week 2)
Subject: Help Us Improve: Quick Zoom Phone Survey
Body:
Hi Team,
It's been two weeks since we launched Zoom Phone, and we'd love to hear how it's going for you.
Please take 2 minutes to share your experience: [Survey Link]
We Want to Know:
What's working well?
What features do you use most?
What challenges have you faced?
What additional training would be helpful?
Your Feedback Matters: Your input helps us:
Improve support and training
Prioritize new features
Make the system work better for everyone
System Stats So Far:
Thank You! We appreciate you taking the time to share your thoughts. Survey responses are anonymous and will be used only to improve our phone system and support.
[Your IT Team]
Email 7: Advanced Features Training (Week 3-4)
Subject: Level Up: Advanced Zoom Phone Features Training
Body:
Hi Team,
Now that you're comfortable with Zoom Phone basics, join us for advanced features training to get even more from the system.
Training Sessions:
Session 1: Power User Features
Date/Time: [Details]
Topics:
Call forwarding and routing strategies
Presence and status management
Call delegation and shared lines
Keyboard shortcuts
Register: [Link]
Session 2: Mobile Productivity
Date/Time: [Details]
Topics:
Optimizing mobile app settings
SMS/texting best practices
Using Zoom Phone while traveling
Battery and data optimization
Register: [Link]
Session 3: Integration & Workflows
Date/Time: [Details]
Topics:
Calendar integration
CRM integration (if applicable)
Teams/department-specific workflows
Reporting and analytics
Register: [Link]
Can't Attend Live? All sessions will be recorded and available at: [Link]
Feature Spotlight: Call Recording [If enabled] Did you know you can record calls for training or documentation? Learn how: [Link]
Questions? Reply to this email or contact [support email]
See you at training!
[Your IT Team]
💡 Email Best Practices
Timing is Everything Space emails appropriately to avoid overwhelming users. The cadence above (weeks 2-3, week 1, day-of, 2 hours after, week 1, week 2, week 3-4) provides steady communication without fatigue.
Keep It Scannable Use headers, bullet points, and bold text. Busy users should be able to scan and find what they need in 30 seconds.
Include Specific Dates and Times Replace all [bracketed placeholders] with actual information. Vague "coming soon" creates uncertainty.
Make Support Easy to Find Include support contact info in every email. Users should never have to search for how to get help.
Celebrate Wins Include positive stats and milestones. "We've made 5,000 calls with 9.5/10 quality!" builds confidence.
Use Friendly, Encouraging Tone Change is hard. Acknowledge that, celebrate progress, and maintain an upbeat, supportive tone throughout.
🚀 Quick Wins
Create an Email Template Library Save these templates in your email system for reuse in future rollouts or for sharing with other admins.
Customize for Departments Modify templates for specific groups (sales vs. support) to highlight features most relevant to their work.
Include Visual Elements Add screenshots, short GIFs, or simple diagrams to emails to increase engagement and understanding.
Set Up Auto-Reminders Schedule follow-up emails in advance so you don't forget during the busy go-live period.
⚠️ Common Communication Mistakes
Too Much Information Too Soon → Break information into digestible chunks over multiple emails rather than one massive message.
Technical Jargon → Write for non-technical users. Avoid terms like "SIP," "provisioning," "IVR" without explanation.
No Clear Call-to-Action → Every email should have 1-2 specific things users need to do. Make them obvious and easy.
Forgetting Mobile Users → Many users will read emails on phones. Test email formatting on mobile before sending.
One-Way Communication → Encourage questions and feedback. Make it easy for users to reply or reach support.
🎯 Communication Success
✨ Templates ready! You now have:
Pre-launch announcement strategy
Go-live day communications
Post-launch follow-up sequence
Training and feedback templates
Next Steps:
Customize templates with your specific details
Schedule emails in advance
Coordinate with your communications/HR team
Monitor response and adjust messaging as needed
Need Help? Review the Testing & Go-Live Checklist for the complete launch timeline.
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