Canned Responses

Draft routine legal communications - data subject requests, subpoena receipts, vendor inquiries - in the right tone

Canned Responses drafts the kind of letters and emails that show up in every in-house and law firm inbox: a data subject access request, a subpoena receipt confirmation, a vendor compliance questionnaire, an NDA request from a stranger. Pick the category, set the tone, and get a draft you can edit and send.

Categories

Category	Examples
Data Subject Request	Access, correction, deletion, portability requests under privacy laws
Discovery Hold	Litigation hold notices to internal custodians
Privacy Inquiry	General privacy questions from customers or regulators
Vendor Question	Compliance questionnaires, security reviews, DPA negotiation openers
NDA Request	Responses to incoming requests for a mutual NDA
Subpoena	Receipt acknowledgments, motions to quash openers, compliance letters
Insurance	Notice of claim, coverage inquiries, broker correspondence

How To Use It

1. Open Canned Responses

   Launch the tool from the tools menu.

2. Pick the category

   Choose the matching category (DSR, hold notice, subpoena, etc.) so the draft uses the right framework.

3. Paste the incoming communication

   Or describe the situation in a sentence or two if you do not have a source email.

4. Pick the tone

   Formal, professional, friendly, or empathetic. Tone changes word choice and structure, not substance.

5. Review and edit the draft

   Fill in any placeholders the tool could not infer, then send.

Ready-to-run prompt

Canned Responses - draft a routine but defensible response in the right tone with a follow-up checklist.

CopiedCopy prompt

Tone Options

Tone	When To Use
Formal	Regulators, opposing counsel, court correspondence
Professional	Standard business communications
Friendly	Internal employee communications, friendly vendor relationships
Empathetic	Customer-facing privacy requests, complaint responses

The tone affects word choice, sentence structure, and the opening and closing - but the substantive content stays consistent.

Escalation Detection

The tool flags whether the incoming communication likely requires escalation:

• None - Standard routine response
• Standard - Loop in a senior associate or counsel
• Urgent - Partner or General Counsel attention within 24 hours
• Critical - Immediate escalation; may involve breach response, regulatory enforcement, or litigation hold triggers

The escalation tag appears at the top of the draft so you know whether to send or route up.

Follow-Up Actions

Each draft comes with a checklist of follow-up actions:

• Calendar reminders for response deadlines
• Internal notifications to send (IT, HR, security)
• Documents to gather before responding
• Logs or tickets to open

For data subject requests, for example, the follow-up list includes verifying identity, scoping the request, and the statutory response deadline.

Variables and Customization

Drafts use placeholders for the variables you need to fill in:

• [Client Name], [Matter Reference]
• [Date of Request], [Response Deadline]
• [Custodian List], [Document Categories]

The tool pre-fills variables when it has the information from the matter or the incoming communication.

Tips

Build a house style. For high-volume categories like data subject requests and hold notices, save your customized version as a Skill so the next draft matches your firm’s voice automatically.

Forward to your matter’s email address. Canned Responses runs on the ingested email automatically, so you can triage from your inbox without leaving your mail client.

The follow-up checklist often surfaces a statutory deadline you would otherwise have to look up. Always read the deadline line before you hit send - missing a CCPA 45-day or FRCP 45 compliance window is not recoverable by a polite second email.

Related

Skills

Save customized responses as reusable, firm-wide playbooks.

Compliance Check

Underlying framework requirements that drive response obligations.

Matters & Workspaces

Email-to-matter ingestion for incoming requests.

Risk Assessment

Roll critical inbound communications into a structured risk register.