chore: Update account deletion email copy (#12317)

Update the email copies for account deletion emails 

## Manual Deletion 

<img width="1378" height="678" alt="Screenshot 2025-08-29 at 2 41 40 PM"
src="https://github.com/user-attachments/assets/63d7ad97-ad51-4a8b-9ef3-d427fa467f8a"
/>

## Inactive Deletion

<img width="2946" height="1808" alt="image"
src="https://github.com/user-attachments/assets/bb50d08c-8701-4f93-af29-0b1d948a4009"
/>

---------

Co-authored-by: Cursor Agent <cursoragent@cursor.com>
Co-authored-by: Sojan Jose <sojan@pepalo.com>

app/mailers/administrator_notifications/account_notification_mailer.rb

@@ -1,10 +1,22 @@
 class AdministratorNotifications::AccountNotificationMailer < AdministratorNotifications::BaseMailer
-  def account_deletion(account, reason = 'manual_deletion')
+  def account_deletion_user_initiated(account, reason)
-    subject = 'Your account has been marked for deletion'
+    subject = 'Your Chatwoot account deletion has been scheduled'
     action_url = settings_url('general')
     meta = {
       'account_name' => account.name,
-      'deletion_date' => account.custom_attributes['marked_for_deletion_at'],
+      'deletion_date' => format_deletion_date(account.custom_attributes['marked_for_deletion_at']),
+      'reason' => reason
+    }
+
+    send_notification(subject, action_url: action_url, meta: meta)
+  end
+
+  def account_deletion_for_inactivity(account, reason)
+    subject = 'Your Chatwoot account is scheduled for deletion due to inactivity'
+    action_url = settings_url('general')
+    meta = {
+      'account_name' => account.name,
+      'deletion_date' => format_deletion_date(account.custom_attributes['marked_for_deletion_at']),
       'reason' => reason
     }
 
@@ -45,4 +57,14 @@ class AdministratorNotifications::AccountNotificationMailer < AdministratorNotif
 
     send_notification(subject, action_url: action_url, meta: meta)
   end
+
+  private
+
+  def format_deletion_date(deletion_date_str)
+    return 'Unknown' if deletion_date_str.blank?
+
+    Time.zone.parse(deletion_date_str).strftime('%B %d, %Y')
+  rescue StandardError
+    'Unknown'
+  end
 end

app/views/mailers/administrator_notifications/account_notification_mailer/account_deletion.liquid

@@ -1,16 +0,0 @@
-<p>Hello,</p>
-
-<p>Your account <strong>{{ meta.account_name }}</strong> has been marked for deletion. The account will be permanently deleted on <strong>{{ meta.deletion_date }}</strong>.</p>
-
-{% if meta.reason == 'manual_deletion' %}
-<p>This action was requested by one of the administrators of your account.</p>
-{% else %}
-<p>Reason for deletion: {{ meta.reason }}</p>
-{% endif %}
-
-<p>If this was done in error, you can cancel the deletion process by visiting your account settings.</p>
-
-<p><a href="{{ action_url }}">Cancel Account Deletion</a></p>
-
-<p>Thank you,<br>
-Team Chatwoot</p> 

app/views/mailers/administrator_notifications/account_notification_mailer/account_deletion_for_inactivity.liquid

@@ -0,0 +1,21 @@
+<p>Hello there,</p>
+
+<p>We've noticed that your Chatwoot account <strong>{{ meta.account_name }}</strong> has been inactive for some time. Because of this, it's scheduled for deletion on <strong>{{ meta.deletion_date }}</strong>.</p>
+
+<p><strong>How do I keep my account?</strong></p>
+
+<p>Log in to your Chatwoot account before <strong>{{ meta.deletion_date }}</strong>. From your account settings, you can <a href="{{ action_url }}">cancel the deletion</a> and continue using your account.</p>
+
+<p><strong>What happens if I don't cancel?</strong></p>
+
+<p>Unless you cancel the account deletion before <strong>{{ meta.deletion_date }}</strong>, your account and all associated data — including conversations, contacts, reports, and settings — will be permanently deleted.</p>
+
+<p><strong>Why are we doing this?</strong></p>
+
+<p>To keep things secure and efficient, we regularly remove inactive accounts so our systems remain optimized for active teams.</p>
+
+<p>If you have any questions, feel free to reach us at <a href="mailto:hello@chatwoot.com">hello@chatwoot.com</a>.</p>
+
+<p>— The Chatwoot Team</p>
+
+

app/views/mailers/administrator_notifications/account_notification_mailer/account_deletion_user_initiated.liquid

@@ -0,0 +1,16 @@
+<p>Hello there,</p>
+
+<p>An account administrator has requested deletion of the Chatwoot account <strong>{{ meta.account_name }}</strong>. The account is scheduled for deletion on <strong>{{ meta.deletion_date }}</strong>.</p>
+
+<p><strong>What happens next?</strong></p>
+
+<ul>
+  <li>The account will remain accessible until the scheduled deletion date.</li>
+  <li>After that, all data including conversations, contacts, integrations, and settings will be permanently removed.</li>
+  </ul>
+
+<p>If you change your mind before the deletion date, you can <a href="{{ action_url }}">cancel this request</a> by visiting your account settings.</p>
+
+<p>— The Chatwoot Team</p>
+
+

enterprise/app/models/enterprise/account.rb

@@ -4,10 +4,22 @@ module Enterprise::Account
   def manually_managed_features; end
 
   def mark_for_deletion(reason = 'manual_deletion')
-    result = custom_attributes.merge!('marked_for_deletion_at' => 7.days.from_now.iso8601, 'marked_for_deletion_reason' => reason) && save
+    reason = reason.to_s == 'manual_deletion' ? 'manual_deletion' : 'inactivity'
+
+    result = custom_attributes.merge!(
+      'marked_for_deletion_at' => 7.days.from_now.iso8601,
+      'marked_for_deletion_reason' => reason
+    ) && save
 
     # Send notification to admin users if the account was successfully marked for deletion
-    AdministratorNotifications::AccountNotificationMailer.with(account: self).account_deletion(self, reason).deliver_later if result
+    if result
+      mailer = AdministratorNotifications::AccountNotificationMailer.with(account: self)
+      if reason == 'manual_deletion'
+        mailer.account_deletion_user_initiated(self, reason).deliver_later
+      else
+        mailer.account_deletion_for_inactivity(self, reason).deliver_later
+      end
+    end
 
     result
   end

spec/enterprise/models/account_spec.rb

@@ -229,18 +229,27 @@ RSpec.describe Account, type: :model do
     describe '#mark_for_deletion' do
       it 'sets the marked_for_deletion_at and marked_for_deletion_reason attributes' do
         expect do
-          account.mark_for_deletion('test_reason')
+          account.mark_for_deletion('inactivity')
         end.to change { account.reload.custom_attributes['marked_for_deletion_at'] }.from(nil).to(be_present)
-           .and change { account.reload.custom_attributes['marked_for_deletion_reason'] }.from(nil).to('test_reason')
+           .and change { account.reload.custom_attributes['marked_for_deletion_reason'] }.from(nil).to('inactivity')
       end
 
-      it 'sends a notification email to admin users' do
+      it 'sends a user-initiated deletion email when reason is manual_deletion' do
         mailer = double
         expect(AdministratorNotifications::AccountNotificationMailer).to receive(:with).with(account: account).and_return(mailer)
-        expect(mailer).to receive(:account_deletion).with(account, 'test_reason').and_return(mailer)
+        expect(mailer).to receive(:account_deletion_user_initiated).with(account, 'manual_deletion').and_return(mailer)
         expect(mailer).to receive(:deliver_later)
 
-        account.mark_for_deletion('test_reason')
+        account.mark_for_deletion('manual_deletion')
+      end
+
+      it 'sends a system-initiated deletion email when reason is not manual_deletion' do
+        mailer = double
+        expect(AdministratorNotifications::AccountNotificationMailer).to receive(:with).with(account: account).and_return(mailer)
+        expect(mailer).to receive(:account_deletion_for_inactivity).with(account, 'inactivity').and_return(mailer)
+        expect(mailer).to receive(:deliver_later)
+
+        account.mark_for_deletion('inactivity')
       end
 
       it 'returns true when successful' do

spec/mailers/administrator_notifications/account_notification_mailer_spec.rb

@@ -1,116 +1,46 @@
 require 'rails_helper'
-require Rails.root.join 'spec/mailers/administrator_notifications/shared/smtp_config_shared.rb'
 
 RSpec.describe AdministratorNotifications::AccountNotificationMailer do
-  include_context 'with smtp config'
+  let(:account) { create(:account, name: 'Test Account') }
+  let(:mailer) { described_class.with(account: account) }
+  let(:class_instance) { described_class.new }
 
-  let!(:account) { create(:account) }
+  before do
-  let!(:admin) { create(:user, account: account, role: :administrator) }
+    allow(described_class).to receive(:new).and_return(class_instance)
+    allow(class_instance).to receive(:smtp_config_set_or_development?).and_return(true)
+    account.custom_attributes['marked_for_deletion_at'] = 7.days.from_now.iso8601
+    account.save!
+  end
 
-  describe 'account_deletion' do
+  describe '#account_deletion_user_initiated' do
-    let(:reason) { 'manual_deletion' }
+    it 'sets the correct subject for user-initiated deletion' do
-    let(:mail) { described_class.with(account: account).account_deletion(account, reason) }
+      mail = mailer.account_deletion_user_initiated(account, 'manual_deletion')
-    let(:deletion_date) { 7.days.from_now.iso8601 }
+      expect(mail.subject).to eq('Your Chatwoot account deletion has been scheduled')
-
-    before do
-      account.update!(custom_attributes: {
-                        'marked_for_deletion_at' => deletion_date,
-                        'marked_for_deletion_reason' => reason
-                      })
-    end
-
-    it 'renders the subject' do
-      expect(mail.subject).to eq('Your account has been marked for deletion')
-    end
-
-    it 'renders the receiver email' do
-      expect(mail.to).to eq([admin.email])
-    end
-
-    it 'includes the account name in the email body' do
-      expect(mail.body.encoded).to include(account.name)
-    end
-
-    it 'includes the deletion date in the email body' do
-      expect(mail.body.encoded).to include(deletion_date)
-    end
-
-    it 'includes a link to cancel the deletion' do
-      expect(mail.body.encoded).to include('Cancel Account Deletion')
-    end
-
-    context 'when reason is manual_deletion' do
-      it 'includes the administrator message' do
-        expect(mail.body.encoded).to include('This action was requested by one of the administrators of your account')
-      end
-    end
-
-    context 'when reason is not manual_deletion' do
-      let(:reason) { 'inactivity' }
-
-      it 'includes the reason directly' do
-        expect(mail.body.encoded).to include('Reason for deletion: inactivity')
-      end
     end
   end
 
-  describe 'contact_import_complete' do
+  describe '#account_deletion_for_inactivity' do
-    let!(:data_import) { build(:data_import, total_records: 10, processed_records: 8) }
+    it 'sets the correct subject for system-initiated deletion' do
-    let(:mail) { described_class.with(account: account).contact_import_complete(data_import).deliver_now }
+      mail = mailer.account_deletion_for_inactivity(account, 'Account Inactive')
-
+      expect(mail.subject).to eq('Your Chatwoot account is scheduled for deletion due to inactivity')
-    it 'renders the subject' do
-      expect(mail.subject).to eq('Contact Import Completed')
-    end
-
-    it 'renders the processed records' do
-      expect(mail.body.encoded).to include('Number of records imported: 8')
-      expect(mail.body.encoded).to include('Number of records failed: 2')
-    end
-
-    it 'renders the receiver email' do
-      expect(mail.to).to eq([admin.email])
     end
   end
 
-  describe 'contact_import_failed' do
+  describe '#format_deletion_date' do
-    let(:mail) { described_class.with(account: account).contact_import_failed.deliver_now }
+    it 'formats a valid date string' do
-
+      date_str = '2024-12-31T23:59:59Z'
-    it 'renders the subject' do
+      formatted = described_class.new.send(:format_deletion_date, date_str)
-      expect(mail.subject).to eq('Contact Import Failed')
+      expect(formatted).to eq('December 31, 2024')
     end
 
-    it 'renders the receiver email' do
+    it 'handles blank dates' do
-      expect(mail.to).to eq([admin.email])
+      formatted = described_class.new.send(:format_deletion_date, nil)
-    end
+      expect(formatted).to eq('Unknown')
-  end
-
-  describe 'contact_export_complete' do
-    let!(:file_url) { 'http://test.com/test' }
-    let(:mail) { described_class.with(account: account).contact_export_complete(file_url, admin.email).deliver_now }
-
-    it 'renders the subject' do
-      expect(mail.subject).to eq("Your contact's export file is available to download.")
     end
 
-    it 'renders the receiver email' do
+    it 'handles invalid dates' do
-      expect(mail.to).to eq([admin.email])
+      formatted = described_class.new.send(:format_deletion_date, 'invalid-date')
-    end
+      expect(formatted).to eq('Unknown')
-  end
-
-  describe 'automation_rule_disabled' do
-    let(:rule) { instance_double(AutomationRule, name: 'Test Rule') }
-    let(:mail) { described_class.with(account: account).automation_rule_disabled(rule).deliver_now }
-
-    it 'renders the subject' do
-      expect(mail.subject).to eq('Automation rule disabled due to validation errors.')
-    end
-
-    it 'renders the receiver email' do
-      expect(mail.to).to eq([admin.email])
-    end
-
-    it 'includes the rule name in the email body' do
-      expect(mail.body.encoded).to include('Test Rule')
     end
   end
 end