> ## Documentation Index
> Fetch the complete documentation index at: https://vaquill.ai/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# 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
Launch the tool from the tools menu.
Choose the matching category (DSR, hold notice, subpoena, etc.) so the draft uses the right framework.
Or describe the situation in a sentence or two if you do not have a source email.
Formal, professional, friendly, or empathetic. Tone changes word choice and structure, not substance.
Fill in any placeholders the tool could not infer, then send.
## Ready-to-run prompt
Draft a response to the attached communication using **Canned Responses**.
Do these steps in order:
1. Classify the incoming communication (Data Subject Request, Discovery Hold, Subpoena, Vendor Question, Privacy Inquiry, NDA Request, Insurance, or Other) and quote the operative language that drove the classification.
2. Identify the controlling statute or rule (e.g., CCPA, GDPR, FRCP 45, state subpoena rules) and the statutory response deadline.
3. Set the **escalation level** - None / Standard / Urgent / Critical - and justify in one sentence.
4. Draft the response in **professional** tone, US English. Use placeholders for `[Client Name]`, `[Matter Reference]`, `[Response Deadline]`, and any identity-verification details that need to be filled in.
5. Include an inline follow-up checklist after the draft: deadlines to calendar, internal stakeholders to notify (IT, HR, security, GC), documents to gather before sending, and any logs or tickets to open.
6. If the incoming communication contains a statutory clock that has already started (e.g., a CCPA 45-day deadline or a litigation-hold trigger), put the deadline at the top of the response in bold.
End with a one-line recommendation: send as-is, send after partner review, or escalate immediately and do not send.
## 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](/docs/guides/skills) 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
Save customized responses as reusable, firm-wide playbooks.
Underlying framework requirements that drive response obligations.
Email-to-matter ingestion for incoming requests.
Roll critical inbound communications into a structured risk register.