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City Department E-Mail Template


This is the template to use for sending out surplus equipment notifications to City Employees for Department Use (Step 2)

Key Tips

  • Make sure to include the dimensions for medium to large items, such as chairs, desks, and tables
  • Let employees know that the items will be awarded on a first-come first-serve basis
  • Photos too large? Re-size them at
  • screenshot guide for re-sizing images
    • After saving the new reduced files, you can then copy/paste or upload them to the e-mail



Subject: Office Equipment Available for City Departments 

Dear City Employees, 

The [Insert Department Name] Department has several surplus office items that are available for use by other City departments. At this time, these are only available for City Department use, not personal usage.  

If you’re interested in any of the items below for department usage, please reply to this email. 

Please note: the items will be awarded on a first-come first serve basis 

  • Office Desk, 70.5” wide X 34.5” deep X 29.5” tall 

picture of desk

  • Meeting Table Chairs (6 available), 28” wide, adjustable height 

image of chairs

  • Office Supplies, binders, organizers, etc. 

image of office supplies

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