Find out how to Write Crisp and Clear Safety Operations Communications Earlier than You Hit Ship [Template + Infographic] thumbnail

[Chris Crowley is a cybersecurity instructor and industry analyst. This is Part 1 of his series of easy-to-use “best practice” documents – a veritable Swiss Army Knife of security operations assets on topics ranging from email writing to shift handoffs to training –  created to help SOC professionals save time on common housekeeping tasks. ]

You ship messages ceaselessly. Textual content, chat and electronic mail: all day, daily. One thing so commonplace dangers complacency and growing dangerous habits. Plus, many individuals received’t give a second thought to cranking out a fast message, however on the subject of writing one thing you recognize it’s a must to write – and which may have a large viewers – your tendency could also be to freeze up (and get away into a chilly sweat).

That’s not excellent, particularly while you’re a safety operations skilled, and your time is already stretched skinny. Let’s discover just a few greatest practices with respect to safety operations communications that can make the method extra seamless and efficient, and really feel much less burdensome.

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This communications verification template will principally cope with electronic mail. However these options additionally apply to talk and different short-form communications.

In cybersecurity, you usually should convey details about delicate topics in a well timed and authoritative method. The viewers of your messages consists of IT professionals who would possibly perceive the technical jargon, however usually consists of non-technical individuals who have to decide based mostly on the shared info. Anticipate folks with a number of backgrounds and views will learn your writing.

Learn: How the Siempilfy Safety Operations SOAR Platform can assist coordinate a companywide disaster response

Clear and concise language is critical to verify recipients are knowledgeable about vital info. Let’s have a look at the vital elements of fine messaging. This submit assumes you might be composing a proper communication. A distilled model of those practices are useful in much less formal writing, too.

Content material

A written message is meant to convey one thing. Within the case of the SOC, it’s often a couple of probably dangerous state of affairs. The SOC may be requesting info or motion from different departments, warning about threats on this planet at massive, or informing particular folks a couple of recognized drawback that must be addressed. Be clear and upfront what sort of message you’re delivering.

In developing the communication, write a top level view first. If it is a much less formal message, begin by writing the bullet factors of what you propose to jot down within the electronic mail physique. Then confirm an important merchandise is addressed first. You may change the order after you’ve began composing the message. However, the define helps to prioritize and construction the knowledge you’re making an attempt to convey earlier than you begin that extra detailed effort. 

My 10 greatest suggestions for enhancing your writing expertise, amassed over a pair many years of working with phrases:


— Emily Triplett Lentz (@emilytlentz) January 13, 2021

Be transient and be good. Categorical what you recognize. If there’s uncertainty, that’s OK. Characterize how sure you might be about info. If there’s uncertainty, state what you might be doing to deal with the uncertainty if it may be addressed.

Let’s briefly take into account an instance within the template beneath. There was a phishing electronic mail despatched into your setting, and a number of workers obtained it. The next is an effective instance of characterizing the state of affairs. (For the aim of this instance, assume this message is being despatched to IT operations managers and enterprise unit results in inform them of the growing state of affairs. This isn’t one thing despatched to the entire firm. Additionally discover the URL is expressed, however damaged in a manner an electronic mail shopper received’t reconstruct it.)

Instance Electronic mail Template

Topic: [SOC: AWARENESS] Widespread profitable phishing electronic mail

To your consciousness, there was a broadly distributed phishing electronic mail with the topic line, “Nice Information about Extending Work From House at MyCompany!” 

No motion is required presently from you. You’re being knowledgeable within the occasion that workers you handle ahead this message. Please point out they need to instantly desist from any forwarding of this message, and mustn’t enroll on the https[:][//] work-from-home- mycompany[.]com on-line type. It is a fraudulent, imposter web site supposed to steal account passwords. 

Please don’t ship any additional broadcast of this info except you obtain a duplicate of the message. We’re working rapidly to take away the malicious messages from inside all mailboxes.

The safety crew is taking motion to determine all workers who signed up at this web site. The safety crew is suspending accounts the place passwords are suspected as stolen. We’ve roughly 5,000 extra accounts to evaluation (roughly half of the account whole) and have to date suspended 350 accounts as a safety measure. This could take roughly three (3) extra hours with deliberate completion by 21:00 GMT (5:00pm US Jap time).

If workers are instantly unable to entry electronic mail or the corporate issued laptop computer, the individual’s account could also be suspended. The workers member ought to contact the company assist desk for help. No direct notification shall be supplied to the affected person.

We don’t anticipate any follow-on notification for this case to be despatched. Once more, please inform affected workers to contact the assistance desk to revive entry to suspended accounts.

As is commonplace for safety operations messaging, please reply-all if you happen to reply to this message, and solely reply if there’s operational necessity for doing so. Detailed questions might be requested by calling the safety crew hotline: x.55555 or within the #security-open slack chat channel.

Safety Crew

Safety Replace: 2021-09-14 — 17:48 GMT

As a normal apply, don’t ship emails about phishing emails to the final consumer inhabitants. However this case is offering situational consciousness to managers who could be accustomed to receiving safety updates. It explains the state of affairs, what to do and why there could also be operational interruption of consumer accounts. We’ve used the conference of together with a label inside sq. brackets. Utilizing a label helps recipients to jot down filter guidelines and discover issues rapidly when looking out.

Motion Gadgets 

Place motion requests on the very starting. Why? Do you learn each phrase of each electronic mail message? Generally a request for motion is buried in paragraph three, and the recipient didn’t get that far. That’s a distinct drawback of consideration and being too busy. However understand that drawback exists. Within the physique of the e-mail, use the conference of, “TODO(Identify of Individual Assigned):Motion to be carried out.” No ambiguity there. That is vital if you happen to’re conducting operations like response and directing folks to carry out motion. 


Not together with the attachment looks like an sincere mistake. We’ve all in all probability made it a minimum of as soon as. However, making it suggests that you simply’re going too quick or not attending to the small print. To keep away from this transgression, cease on the finish of the sentence while you reference an attachment, and add it proper then. If you recognize you will add an attachment finally, add it instantly. Ingrain a double test for the attachment earlier than hitting ship as a behavior. 

The Blueprint of Fashionable Safety Operations [Free E-Book Download]

Typically, a proper notification features a PDF doc as an attachment. You would possibly connect a doc for somebody to evaluation or for remark. You would possibly want to incorporate supporting documentation to make your level, however it’s too lengthy for the physique of the message. There are a selection of sorts of attachments you would possibly find yourself sending: Contemplate if the recipient can open it. Decrease and save money, and if you happen to’re writing a proper notification electronic mail, consolidate a number of attachments right into a single one. You may additionally use hyperlinks as a substitute of attachments in messages. The identical precept applies to hyperlinks.

To: (and CC: and BCC:)

In electronic mail messaging, we’ve got three choices for addressing recipients. This will appear elementary, however imagine me, it’s price rehashing, particularly for infosec incidents.

  • To: are the individuals who have to do one thing or are being informed one thing.
  • CC: (carbon copy) is mostly for individuals who must be conscious however aren’t being instantly addressed. When you have a hierarchical group, it’s thought-about good type to “CC up” the organizational hierarchy for situational consciousness in hostile safety conditions. 
  • BCC: (blind carbon copy) is informing another person however maintaining the remainder of the recipients of the message unaware the BCC addresses are receiving this message. BCC additionally means the individual is excluded from the remainder of the thread. 

Let’s begin with BCC. The easiest way to make use of it’s while you transfer somebody to BCC to point the individual is receiving the notification that they’re being faraway from the e-mail thread. State why the individual is being eliminated. It’s courteous, skilled and signifies the individual isn’t wanted for the dialog and that the individual doesn’t have to knowledgeable concerning the particulars of the remainder of the dialog.

Selecting between To: and CC: is extra about courtesy and conference than informing folks. In safety operations, the usual apply is to “at all times reply all.”

The largest takeaway on the subject of safety operations communications is that precisely the suitable individuals are included within the messaging. That’s, everybody who must be knowledgeable has been knowledgeable, and those that don’t “have to know” are excluded. That is in line with the “at all times reply all.”

Type, Threads, and Applicable Language

A well-written sentence is gorgeous. A topic and verb are required to type a sentence within the English language. A predicate may be included. Write in full sentences, except you deliberately embrace a listing of things. 

A paragraph is a set of sentences on the identical topic. If you happen to’re sending an advanced electronic mail, break it into a number of paragraphs to make it extra readable and digestible, and take into account together with a abstract at first of the message within the type of a listing of part titles. 

Listed here are some nice suggestions for writing coherent, impactful prose:

My 10 greatest suggestions for enhancing your writing expertise, amassed over a pair many years of working with phrases:


— lcamtuf (@lcamtuf) October 17, 2021

Hey, if you happen to’re having bother remembering this, simply keep in mind cats… Effectively, CAATS, however you get the thought.

✔ Content must be full and acceptable. Know one thing? Articulate it as recognized and sure. Are there unknowns? That’s OK, there often are. Clarify what’s being completed to make the unknown recognized. Estimate the time it can take to complete your investigation to resolve the issue of the unknown. Present a rely of what territory has been lined and what stays. Do that as a rely and share if relevant. For instance, “We’ve assessed 720 out of 10,000 (about 1% of) workstations for the particular indicators of the assault. We proceed to enhance the pace of evaluation, however we anticipate it can take one other six hours till we’ve assessed all workstations.”

✔ Action requested in your message? Repeat the request at first and finish. Don’t bury it within the center.

✔ Attach the attachment! (When you will have quite a bit in your thoughts, it’s simpler to neglect than you suppose.)

✔ To: Are the entire individuals who must be addressed by the e-mail on the To: line (or included within the thread for chat)? For electronic mail, are the individuals who must be knowledgeable however don’t have to take motion on the CC: line? If you might want to use BCC: (I counsel avoiding it), have you ever blind copied the proper individual, and indicated why they’re being eliminated within the physique of the message?

✔ Style counts! Write in grammatically appropriate sentences. Use paragraphs to prepare matters. Use sections for lengthy, difficult matters. Proofread your complete message, sentence by sentence, previous to sending it. If you happen to’re susceptible to errors, learn one sentence at a time, ranging from the final sentence and dealing to the primary sentence. This takes you out of the mindset of realizing what you meant to jot down, and places you within the mindset of studying what you really wrote.

So do you’re feeling you’re prepared to speak like a broadcast writer? OK, you don’t should be Hemingway, however if you happen to comply with the recommendation above, the method of writing shall be a lot simpler. To your comfort, the Siemplify crew has distilled a number of the key messages from this submit within the beneath infographic. Be happy to print it out and preserve it shut by the subsequent time you’re about to stage an vital SecOps communication.

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