Here are eight UAT email templates you can copy, fill in and send. They cover every message a UAT lead normally needs, from inviting testers to confirming the round is complete.

Replace anything in square brackets. Keep the emails short, because the people reading them are doing UAT on top of their day job.

Which UAT testing email template to send when

Email	Send it	From	To
1. Invitation	1 to 2 weeks before testing	UAT lead	Testers and their managers
2. Kick-off	The morning testing opens	UAT lead	Testers
3. Reminder	Midway through, and the day before close	UAT lead	Testers with tasks left
4. Issue found: more detail needed	When a report cannot be reproduced	UAT lead or developer	The tester who raised it
5. Testing paused	When a blocker stops testing	UAT lead	All testers and the approver
6. Sign-off request	When retests are complete	UAT lead	Approver
7. Sign-off chaser	When the sign-off date is at risk	UAT lead	Approver
8. UAT complete	After the decision is recorded	UAT lead	Everyone involved

Plan these alongside the dates in your UAT test plan, so nobody is writing an invitation the day before testing starts. Our guide to user acceptance testing explains where each one falls.

1. UAT invitation email

Ask for a specific amount of time. It is much easier for someone to say yes to "three hours next week" than to "some testing".

Subject: Can you help test the new [Project] website? [X] hours by [Date]Hi [Name],We are nearly ready to launch the new [Project] website and we wouldlike you to help test it first. You know how [team or task] works dayto day, so you will spot things we cannot.What we need from you:- About [X] hours between [Start date] and [End date]- A 30-minute kick-off call on [Date] at [Time]- Testing on your usual device, following a short list of tasksNo technical knowledge is needed. If something looks wrong or confusing,that is exactly what we want to hear.Can you let me know by [Date] if you are able to help? If not, who elsein your team could do it?Thanks,[Your name]

2. UAT kick-off email

This is the one testers will keep open all week, so put everything they need in it.

Subject: UAT for [Project] is open, please finish by [End date]Hi all,Thanks for helping test [Project]. Testing is now open and closes at[Time] on [End date].Where to test: [UAT URL]Login: [Username], password sent separatelyYour tasks: [Link to scenarios]Test card: [Test card number, expiry and CVC]How to report a problem:[One or two lines on your reporting route]A good report says what you did, what you expected and what happenedinstead.Please do not:- Use real card details or real customer information- Send issues by email or chat, as they get lostWe review new issues every day at [Time], so you will see progress asthe week goes on. If you get stuck, call me on [Phone].Thanks,[Your name]

If you collect feedback through a widget, the reporting lines can be this simple. With QualityHive (our product), the guest link needs the Lite plan or above.

How to report a problem:Open this link: [Guest link]. There is no login or install.Click the part of the page that looks wrong and type what youexpected to happen. Your browser details are recorded for you.

3. UAT reminder email

Send it only to the people with tasks left, and tell them exactly how many. A reminder to everyone gets ignored by everyone.

Subject: [Project] UAT: [X] tasks left, closes [Day]Hi [Name],Quick nudge on the [Project] testing. You have [X] tasks left andtesting closes at [Time] on [Day].It should take about [X] minutes. Here is your list: [Link]If you are short on time, let me know today and we will rearrange it.Thanks,[Your name]

Save countless hours on your projects

Raise tasks in under 3 seconds using our revolutionary widget

4. Issue found: more detail needed

Send this when a report does not give a developer enough to go on. Keep it friendly, and ask only for what you are missing.

Subject: [Project] UAT: quick question on [Issue ID]Hi [Name],Thanks for reporting [short description]. We have tried to reproduceit and cannot so far, so we need a bit more from you.Could you tell us:- Which page you were on- What you clicked or typed just before it happened- Which device and browser you were using- Whether it happens every timeA screenshot or short screen recording would help if you have one.Once we have this we will get it fixed and ask you to retest.Thanks,[Your name]

If you find yourself sending this often, share our guide on how to give website feedback with the testers before the round starts.

5. Issue found: testing paused

A blocker needs one clear message rather than ten confused replies. State what is broken, what to do now and when you will update them.

Subject: [Project] UAT paused: [short description of the problem]Hi all,Please pause testing on [area of the site] for now. We have found aproblem that stops you completing [task].What we know: [One line]What we are doing: [Action and owner]When we will update you: [Date and time]What you can still test: [Other areas, or "nothing for now"]Anything you have already logged is saved, so you will not need toredo it. The closing date is [unchanged / moved to Date].Thanks,[Your name]

6. UAT sign-off request

Give the approver the numbers, the outstanding list and a simple choice. Ask for a decision by a date, and link the date to the go-live so the deadline means something.

Subject: [Project] UAT sign-off needed by [Date]Hi [Name],UAT on [Project] is finished. We need your decision by [Date] to keepthe go-live on [Go-live date].Results:- [X] of [Y] scenarios passed- [X] issues raised and [X] fixed and retested- [X] still open, none of them critical or high severityOutstanding issues, with an owner and date against each: [Link]Please reply with one of these:1. Accepted, go live as planned2. Accepted with conditions, and tell us what must happen and by when3. Not accepted, and tell us what is blocking itThe sign-off form is attached. A reply to this email is fine if thatis easier.Thanks,[Your name]

The form itself is in our UAT sign-off template, including how to word conditions.

7. Sign-off chaser

Name the consequence once, calmly, and offer to help. Pressure works less well than making the decision easy.

Subject: Re: [Project] UAT sign-off needed by [Date]Hi [Name],Just following up on the sign-off below. We need your decision by[Time] on [Day] to keep the [Go-live date] launch. After that the nextavailable launch slot is [Date].Is anything stopping you from signing? If there is an issue you areunsure about, I can talk you through it in 10 minutes today.Thanks,[Your name]

8. UAT complete

Close the round properly. Testers gave up their time and should know what happened.

Subject: [Project] UAT complete, going live on [Date]Hi all,UAT for [Project] is complete and [Approver name] has signed it off.Thank you for your time and for the detail in your reports.What happens next:- Go-live: [Date and time]- The UAT site closes on [Date]- Test accounts and test data will be removed- Items agreed for after launch: [Link or list]If you spot anything after launch, please tell [Name or contact route].Thanks again,[Your name]

Getting the most out of these emails

Write subject lines that do the work. Put the project name, the action and the date in the subject. People filter their inbox by what needs doing.

Copy line managers on the invitation only. They need to protect the testers' time once. After that, extra recipients only add noise.

Send the password separately. Do not put a UAT password and URL in the same email if the site holds anything sensitive.

Use the same reporting route all the way through. If you accept a bug by email on day one, you will receive them by email for the rest of the round. Website UAT software gives you a single route to point everyone to.

If you are collecting feedback at design stage instead of UAT, our website feedback email templates are better suited.

Revolutionise your QA processes

Frequently asked questions

Who should send UAT emails?

One person, usually the UAT lead or project manager, so that testers always know who to reply to. Approvers respond better when the sign-off request comes from someone they already work with.

How many reminders should I send during UAT?

Two is usually enough: one around the midpoint and one the day before testing closes. Send them only to people with tasks left. After that, a direct call tends to work better than another email.

Should I attach the test cases to the kick-off email?

Link to them instead. A shared document or spreadsheet means testers always see the latest version, and you can correct a scenario without emailing everyone again.