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


```markdown