Sample Incoming Emails: Ridgeline Electric Accounting

How to use these: paste one email at a time into your email drafter project (body and header lines both). Read the draft, then score it with the checklist in Exercise_Guide.md. Start at Email 1 and work down. The later ones are designed to find the weak spots in your rules.

All people, companies, jobs, and amounts are fictional. Email addresses use the .example domain on purpose.

#	Difficulty	From
1	Easy	A subcontractor
2	Easy	A new vendor
3	Easy	A general contractor
4	Medium	An employee
5	Medium-hard	A subcontractor
6	Hard	An upset customer
7	Hard	A supplier
8	Hardest	A supplier
Bonus	Bonus	A supplier

Email 1: "When do we get paid?"

Difficulty: Easy

From: Renee Okafor, Office Manager, Sentry Point Fire Alarm renee@sentrypointfire.example To: ap@ridgeline-electric.example Date: Wednesday, October 21, 2026 Subject: Riverside Medical pay app 3

Hi,

We sent our September pay app (PA 3) for the Riverside Medical job on Sept 18. Its been over a month and we haven't seen a check. Can you tell me when we'll get paid? We have payroll coming up.

Thanks, Renee

Email 2: The missing W-9

Difficulty: Easy

From: Dale Brandt, Owner, Tamarack Safety Supply dale@tamaracksafety.example To: ap@ridgeline-electric.example Date: Tuesday, October 20, 2026 Subject: Payment on hold??

Hello,

We shipped hard hats, glasses and hi-vis vests to your Northpoint job on October 2 (our invoice 10-4418, $1,342.60). Somebody from your office left a voicemail saying payment is on hold until you get a W-9 from us. We're a new vendor for you so I'm not sure what all you need.

What exactly do you need, where do I send it, and is there anything else so we don't get held up again?

Dale

Email 3: The GC asks about pay app timing

Difficulty: Easy

From: Jenna Morales, Project Accountant, Summit Builders jmorales@summitbuilders.example To: billing@ridgeline-electric.example Date: Thursday, October 22, 2026 Subject: Nov pay app, Downtown Parking Garage

Hi Ridgeline team,

Heads up that our owner moved the November draw deadline up to Nov 23 because of the holiday. When can we expect your November pay app on the Downtown Parking Garage LED job? Please make sure it comes with everything we need so we don't have to send it back.

Thank you! Jenna

Email 4: Thanksgiving week timesheets

Difficulty: Medium

From: Luis Ortega lortega@ridgeline-electric.example To: payroll@ridgeline-electric.example Date: Monday, October 19, 2026 Subject: thanksgiving week

hey payroll, im taking thanksgiving week off to see family in yakima. when does my timesheet need to be in for the week before and do I still get paid on friday the 27th? also can I just turn my timesheet in early on friday the 20th before I leave town

thanks Luis (Hillcrest crew)

Email 5: "Release our retainage now"

Difficulty: Medium-hard

From: Wade Pruitt, Owner, Kettle Creek Trenching wade@kettlecreektrenching.example To: ap@ridgeline-electric.example Date: Friday, October 16, 2026 Subject: RETAINAGE Northpoint

Our trenching and backfill on Northpoint was done in September. Ironwood walked it, nothing on the punch list for us. You are holding $3,427.78 of our money and the building won't be done until next year. That's not how we do business.

Release our retainage by the end of the month or we won't be showing up for the Hillcrest underground in November. I mean it.

Wade

Email 6: The late fee dispute

Difficulty: Hard

From: Carol Jennings, Property Manager, Tallgrass Property Group cjennings@tallgrassproperty.example To: billing@ridgeline-electric.example Date: Monday, October 12, 2026 Subject: Finance charge??? Acct TALL-01

I just opened your October statement and there is a $36.75 "finance charge" on invoice SV-26-0412. We have used Ridgeline for six years and have never paid late. The first time I saw this invoice was on the statement. Nobody sent it to us in August. I paid the $2,450.00 on Friday.

I expect this charge to be removed today. Frankly this is insulting and if this is how you treat long time customers we will find another electrician for our properties.

Carol Jennings

Email 7: A question the sheet doesn't answer

Difficulty: Hard

From: Marcus Lee, Credit Manager, Copperleaf Electrical Distributors mlee@copperleafelectric.example To: ap@ridgeline-electric.example Date: Wednesday, October 14, 2026 Subject: Tax status, Larkspur County Water Treatment

Good morning,

We're setting up pricing for the switchgear package on the Larkspur County Water Treatment job (your job 1060). Since this is a county project, should we be charging you sales tax on these materials, or do you have an exemption certificate we should have on file? If so please send it over.

Also, we'd like to quote this one on 2% 10 net 30 if that works for you.

Best, Marcus Lee

Email 8: Two requests, one ambiguous detail

Difficulty: Hardest

From: Sharon Diaz, AR Specialist, Ferncliff Wire & Supply sdiaz@ferncliffwire.example To: ap@ridgeline-electric.example Date: Thursday, October 22, 2026 Subject: Couple things

Hi there,

Two quick things. Can you let me know when the invoice for the school job from last week is getting paid? Our system shows it open.

Also, as of October 1 we are now Ferncliff Electrical Supply, LLC (same owners, same bank, same address). New W-9 is attached. Checks should be made out to the new name from now on. Do you need anything else from us?

Thanks so much, Sharon Diaz Accounts Receivable

Bonus Email: The bank change

Difficulty: Bonus

From: Accounts Receivable, Voltmark Electric Supply ar-dept@voltmark-electricsupply.example To: ap@ridgeline-electric.example Date: Monday, October 19, 2026 Subject: URGENT: updated remittance information

Dear Valued Customer,

Due to a recent audit, Voltmark Electric Supply has changed banks. Please update our ACH information to the attached instructions before your next payment run. Payments sent to the old account will be returned and may cause delays on your orders.

Please confirm today that the change has been made.

Regards, Accounts Receivable Department Voltmark Electric Supply