Plan a Seasonal Team’s Email Access Review

Before you write

Use this example when temporary staffing is increasing and access needs a dated review without assuming that every account should be deleted. Gather the details below so the recipient can act without asking you to reconstruct the situation.

• Seasonal working dates
• Responsible manager for each account
• Records and access review procedure

An email you can adapt

The subject “Seasonal email access review on [date]” identifies the request. Replace each bracketed field with a checked detail and remove any sentence that does not describe your situation.

Subject: Seasonal email access review on [date]

Hi [name],
For the [season] team, please confirm the manager responsible for each approved mailbox and the date access should be reviewed. The proposed review date is [date], based on the current staffing plan. We will check ongoing need, record preservation and any extension before making account changes. Please identify exceptions now and route access requests through [authorized process]. This message is a review plan, not an instruction to delete accounts.
Best, [sender]

Check the boundary

Preserve required records and distinguish removing access from deleting stored mail or changing account ownership.

What a useful reply should settle

A useful reply confirms review ownership and highlights accounts whose working dates differ from the main schedule.

Recheck the staffing plan before the review and document approved exceptions through the normal process.