TR02 — Outreach Email Templates
Four variants. All ~150-200 words. Peer tone. Small ask. Frame against the NHS SBS Healthcare AI Solutions Framework explicitly.
General rules
- Subject lines short, lowercase-leaning, no exclamation marks.
- First line should reference something specific to the trust (board paper, recent talk, recent publication). Generic openings get deleted.
- Sign-off: name, role, BritiAI, one-line credibility marker (Beever ACL 2025 / Lots 5,6,7 prime bidder).
- Never attach a deck on the first send. One link maximum.
Variant (a) — Cold to CCIO
Subject: Quick note ahead of NHS SBS AI framework awards
Dear Dr [Surname],
I’m writing briefly and won’t take much of your time. BritiAI is bidding prime on Lots 5, 6 and 7 of the NHS SBS Healthcare AI Solutions Framework (awards expected Q3 2026). We build sovereign, UK-hosted clinical AI — ambient documentation (Scribe-On-Site), agentic discharge support (WardFlow Copilot), and a neural-memory layer for trusts (Atlas). Our research subsidiary Beever AI published at ACL 2025 on the underlying NLP.
I noticed [specific recent statement / board paper / talk] from [Trust] and wanted to make sure you had visibility of us before the framework lands on your procurement desk. Two small asks, either of which would be valuable:
- A 15-minute call so you have a name and a face when the framework arrives.
- A short reference letter — even one paragraph on your letterhead — confirming awareness of our capability area and intent to evaluate post-award.
Happy to send a draft you can amend or discard.
With thanks for your time,
[Name] · BritiAI · [phone]
Variant (b) — Warm intro via LinkedIn 2nd-degree
Subject: Intro from [Mutual] — BritiAI ahead of NHS SBS framework
Dear Dr [Surname],
[Mutual contact] suggested I reach out. They mentioned you’ve been thinking about ambient documentation / agentic discharge / longitudinal patient context at [Trust] — and that the NHS SBS Healthcare AI Solutions Framework is on your radar.
BritiAI is bidding prime on Lots 5, 6 and 7. We’re a UK SME — sovereign by design (UK-hosted, on-prem option), with peer-reviewed evidence (Beever AI, ACL 2025) rather than the usual vendor marketing. Awards are expected Q3 2026.
Two small asks. Whichever is easier:
- A 15-minute introductory call before the framework awards — purely so you have us mapped.
- A brief reference letter on your letterhead confirming awareness of our capability and intent to evaluate under the framework. I can send a draft you’re free to amend.
Happy to defer entirely to whatever respects your time best. [Mutual] said the lightest possible ask was the right one.
With thanks,
[Name] · BritiAI
Variant (c) — Follow-up after no response (Day 3)
Subject: Re: Quick note ahead of NHS SBS AI framework awards
Dear Dr [Surname],
A short follow-up — entirely understanding if the timing isn’t right. My note from earlier this week may simply not have surfaced.
To keep this useful for you rather than another inbox-tax: if a reference letter is too much, a single sentence by email — “Trust X is aware of BritiAI’s capability in [area] and would evaluate the offering under the NHS SBS Healthcare AI Solutions Framework post-award” — would be genuinely helpful for our submission (deadline 21 July).
If even that is impractical, a simple “not at this time” reply lets me close the loop respectfully and not follow up again.
Either way, thank you — we know NHS leadership inboxes in summer are punishing.
With thanks,
[Name] · BritiAI
Variant (d) — Follow-up after meeting accepted (confirmation)
Subject: Confirming our 15-min call, [day] [time]
Dear Dr [Surname],
Thank you — confirming our 15-minute call on [day] [date] at [time] via [Teams link].
What I’ll cover, briefly:
- Two-minute overview of BritiAI and the three products relevant to [Trust]: [pick 1-2 based on dossier].
- Where we sit on the NHS SBS Healthcare AI Solutions Framework (Lots 5, 6, 7 — prime bidder).
- The reference-letter ask: what would actually be useful, and what’s the lightest version of it for you.
I’ll send a one-page brief 24 hours before so the call itself is conversation rather than presentation. If anything changes your end, please don’t hesitate to move it.
With thanks for the time,
[Name] · BritiAI · [phone]
Sign-off block (use consistently)
[First Last]
[Role] · BritiAI
Prime bidder, NHS SBS Healthcare AI Solutions Framework (Lots 5, 6, 7)
Beever AI (subsidiary) — ACL 2025
[phone] · [email]