Admin ConsoleEnd-User Onboarding

Rollout Email Templates

This page provides comprehensive email templates to help you communicate your Bitwarden rollout at every stage. Customize these templates with your company-specific information to ensure smooth adoption across your organization. Make sure you replace placeholder text (for example, [company]) with information specific to your business.

Example timeline:

Month 1: Initial announcements to IT, leadership, and end users (templates 1A, 1B, 1C)
Month 2: Account setup, migration, and admin training (templates 2A, 3B)
Month 3: User training sessions and engagement follow ups (template 3A)
Month 4: Full deployment and adoption tracking

Initial rollout announcements

Use these templates for your first major communications about adopting Bitwarden

Template 1A: IT administrator announcement

example

When: Use to inform your IT team about their role in the rollout

Subject: URGENT: New security initiative - Your role in protecting [company] from credential attacks

Hello [company] IT administrators,

The situation

This year, businesses like ours are losing an average of $6 million a year to credential stuffing attacks - where attackers use compromised passwords to break into systems. Scan the news on what happened at Levi’s, Amtrak, 23andMe – in each case, employees through their passwords were secure, having no idea that reusing credentials was the equivalent of giving attackers access to everything. 

Our solution

We're implementing Bitwarden Password Manager company-wide to transform how we handle our most vulnerable security layer: credentials.

Your critical role

You'll be our security champions, helping colleagues move from password chaos to password confidence. This isn't just a software rollout. You're enabling every employee to work securely without the daily frustration of forgotten passwords and locked accounts.

What makes this different

Bitwarden doesn't just store passwords. It generates strong and unique ones, makes secure login faster than insecure login, enables secure sharing, and helps us keep [company name] more secure. 

Your next steps

  1. [Insert company-preferred onboarding workflow]

  2. Join our admin training sessions (you'll see firsthand how this transforms the user experience)

Admin training sessions:

  • Option 1: [event details]

  • Option 2: [event details]

You're not just implementing a tool. You're giving every employee superpowers against cyber threats.

Thank you, 
[Sender's name and title]

Template 1B: Leadership team announcement

example

When: Use to inform senior leadership about the rollout and request their advocacy

Subject: Your leadership needed: Preventing the $4.8M mistake

Dear Leadership Team,

The wake-up call

This year, credential stuffing attacks are costing businesses an average of $6 million annually in direct losses, regulatory fines, and reputation damage. These aren’t sophisticated nation-state attacks – they were preventable breaches caused by employees reusing simple passwords across multiple systems. When one credential gets compromised, attackers gain access to everything - financial systems, customer databases, intellectual property, and more. 

The uncomfortable truth

This could happen to us tomorrow. Our employees are juggling countless passwords, writing them on sticky notes, or reusing "variations" like Password1!, Password2!, Password3!.

The transformation

Starting [date], we're implementing Bitwarden Password Manager. This isn't just about security. It's about giving every employee the confidence to work securely online.

Why your visible leadership matters

  • Employees watch what leadership does, not just what we say

  • When you mention using Bitwarden in meetings, it signals this matters

  • Your advocacy transforms this from "IT requirement" to "business priority"

What this means for our business

  • Eliminate password-related help desk tickets

  • Reduce breach risk by 95% according to industry studies

  • Free up 30+ hours per employee annually from password struggles

Your role

  1. Model the behavior: Use Bitwarden yourself and mention it naturally

  2. Champion in meetings: "I love how Bitwarden lets me focus on leadership instead of wrestling with passwords"

  3. Support the transition: Encourage participation in training

Next steps

  • Your Bitwarden invitation: [timeframe]

  • Executive briefing: [date/time]

  • Company-wide launch: [date]

This is our chance to turn our biggest security vulnerability into our competitive advantage.

Best, 
[Sender's name and title]


Template 1C: End user announcement

example

When: Use for initial company-wide announcement to all employees about the Bitwarden rollout

Subject: Finally! No more "forgot password" frustration - Meet Bitwarden

Hello everyone,

Picture this scenario

It's Monday morning. You're trying to log into three different systems to start your day. The first password doesn't work—was it Password123 or Password124? The second system locks you out after three attempts. By the time IT resets everything, you've lost 20 minutes and your momentum for the day.

Sound familiar? You're not alone. The average employee spends 12 minutes daily wrestling with passwords and gets locked out of systems 3 times per month.

The game-changer

Starting [date], we're giving everyone at [company] a digital superpower: Bitwarden Password Manager.

What this means for your daily life

  • Login to anything in 2 seconds - Bitwarden fills passwords instantly

  • Never forget another password - It remembers everything securely

  • Stop reusing weak passwords - generate strong and unique ones effortlessly

  • Work confidently - Browse and access systems knowing you're protected

This isn't another "security requirement" - it's freedom from password chaos.

What's next

  • Setup invitation coming [timeframe]

  • Training session: [date/time]

  • Full deployment: [date]

Get ready to transform your relationship with passwords from frustration to confidence.

Your IT Team

Rollout process communications

Use these templates throughout your rollout process for specific rollout scenarios

Template 2A: Migration from existing password manager

example

When: Use when migrating from an existing password manager to Bitwarden, focusing on the transition process.

Subject: Upgrade time! Why we're switching to Bitwarden (and why you'll love it)

Hello everyone,

The upgrade you've been waiting for: Starting [date], we're switching from [current password manager] to Bitwarden—and here's why this matters to your daily workflow:

What Bitwarden does better

  • Reliable sync across ALL devices - No more "why is this password available only in Chrome?"

  • Superior autofill - works on every website and app, every time

  • Secure sharing - collaborate safely without exposing passwords

  • Two-factor authentication - extra protection that's actually convenient

Your migration will be seamless

We'll provide step-by-step instructions to move your passwords from [current tool] to Bitwarden. Most people complete the transition in under 10 minutes.

The bottom line

This upgrade transforms password management from a daily frustration into an invisible superpower.

Migration instructions coming [timeframe].

Your IT Team

Post-rollout follow-ups

Use these templates after initial setup to drive engagement and ensure successful adoption

Template 3A: Post-setup engagement

example

When: Use as a follow-up email after users have received their Bitwarden invitations, encouraging engagement and training

Subject: How's your Bitwarden superpower working? (Plus: upcoming advanced training)

Hello everyone,

Quick check-in: You should have set up Bitwarden [timeframe ago]. Early feedback has been incredible.
If you haven't set up yet: Your invitation is waiting in your inbox. Don't miss out on joining colleagues who are already working faster and more securely.

Ready for advanced features? Join our upcoming training:

  • Date: [training session details]

  • Can't attend live? Pre-recorded session available

Quick wins to try today:

  1. Use the password generator for your next account signup

  2. Set up autofill to speed through logging in

You're not just using a password manager. You're joining a more confident way to work online.

Your IT Team

Template 3B: Account activation reminder

example

When: Use as a reminder for employees who haven't yet activated their Bitwarden accounts before training sessions

Subject: Don't miss out: join your colleagues' password transformation

Hello everyone,

Your colleagues are already experiencing the transformation: Since our Bitwarden launch on [date], we've eliminated countless password-related help desk tickets and employees report saving time daily.

You're missing out:

If you haven't activated your Bitwarden account yet, you're still dealing with the old password chaos while your colleagues have moved to password confidence.

Two-minute setup

Your invitation from [invitation date] is still waiting. Setup takes less time than your last password reset request.

Training deadline approaching:

Our hands-on training session is [date/time]. You'll need an active account to participate and learn advanced features.

Don't let password frustration hold you back when the solution is literally one click away. Activate your account today and join the transformation.

Your IT Team