diff --git a/app/mailers/user_mailer.rb b/app/mailers/user_mailer.rb
index a1f6243..47b02dd 100644
--- a/app/mailers/user_mailer.rb
+++ b/app/mailers/user_mailer.rb
@@ -1,11 +1,11 @@
 class UserMailer < ActionMailer::Base
   default from: Rails.configuration.branding[:organisation][:email]
-  
+
   def welcome_notification(user)
     @user = user
     FastGettext.with_locale FastGettext.default_locale do
       mail(to: @user.email, 
-           subject: "#{_('Welcome to')} #{Rails.configuration.branding[:application][:name]}")
+           subject: _('Welcome to %{tool_name}') %{ :tool_name => Rails.configuration.branding[:application][:name] })
     end
   end
   
@@ -14,19 +14,20 @@
     @user = user
     FastGettext.with_locale FastGettext.default_locale do
       mail(to: @role.user.email, 
-           subject: "#{_('A Data Management Plan in ')} #{Rails.configuration.branding[:application][:name]} #{_(' has been shared with you')}")
+           subject: _('A Data Management Plan in %{tool_name} has been shared with you') %{ :tool_name => Rails.configuration.branding[:application][:name] })
     end
   end
   
-  def permissions_change_notification(role, current_user)
+  def permissions_change_notification(role, user)
     @role = role
-                @current_user = current_user
+    @user = user
     FastGettext.with_locale FastGettext.default_locale do
       mail(to: @role.user.email, 
-           subject: "#{_('Changed permissions on a DMP in')} #{Rails.configuration.branding[:application][:name]}")
+           subject: _('Changed permissions on a Data Management Plan in %{tool_name}') %{ :tool_name => Rails.configuration.branding[:application][:name] })
     end
   end
   
+  # TODO evaluate if it is needed since https://docs.google.com/document/d/1Zt3QfPZ2q6yMOCVFOevXviwRX-XbZeGSxAAvbRa9w-M/edit does not mention it
   def project_access_removed_notification(user, plan, current_user)
     @user = user
     @plan = plan
@@ -41,7 +42,7 @@
       @user = user
       FastGettext.with_locale FastGettext.default_locale do
         mail(to: @user.email, 
-             subject: "#{_('API rights in')} #{Rails.configuration.branding[:application][:name]}")
+             subject: _('API rights in %{tool_name}') %{ :tool_name => Rails.configuration.branding[:application][:name] })
       end
   end
   
diff --git a/app/models/role.rb b/app/models/role.rb
index 588d55c..28f63f1 100644
--- a/app/models/role.rb
+++ b/app/models/role.rb
@@ -37,6 +37,27 @@
       return 1
     end
   end
+  # Returns a hash of hashes where each key represents an access level (e.g. see access_level method to understand the integers)
+  # This method becomes useful for generatic template messages (e.g. permissions change notification mailer)
+  def self.access_level_messages
+    {
+      3 => {
+        :type => _('co-owner'),
+        :placeholder1 => _('write and edit the plan in a collaborative manner.'),
+        :placeholder2 => _('You can also grant rights to other collaborators.')
+        },
+      2 => {
+        :type => _('editor'),
+        :placeholder1 => _('write and edit the plan in a collaborative manner.'),
+        :placeholder2 => nil,
+        },
+      1 => {
+        :type => _('read-only'),
+        :placeholder1 => _('read the plan and leave comments.'),
+        :placeholder2 => nil,
+      }
+    }
+  end
 
   def set_defaults
     self.active = true if self.new_record?
diff --git a/app/views/devise/mailer/invitation_instructions.html.erb b/app/views/devise/mailer/invitation_instructions.html.erb
index c7235c1..9476b25 100644
--- a/app/views/devise/mailer/invitation_instructions.html.erb
+++ b/app/views/devise/mailer/invitation_instructions.html.erb
@@ -1,8 +1,26 @@
+<%
+  tool_name = Rails.configuration.branding[:application][:name]
+  link = accept_invitation_url(@resource, :invitation_token => @token)
+  helpdesk_email = Rails.configuration.branding[:organisation][:helpdesk_email]
+  contact_us_url = Rails.configuration.branding[:organisation][:contact_us_url]
+  email_subject = _('Query or feedback related to %{tool_name}') %{ :tool_name => tool_name }
+%>
 <% FastGettext.with_locale FastGettext.default_locale do %>
-<p><%= _("Hello") %> <%= @resource.email %>,</p>
-<p><%= _("A colleague has invited you to contribute to their Data Management Plan at ") %> <%= link_to Rails.configuration.branding[:application][:name], root_url %>.</p>
-<p><%= link_to _("Click here to accept the invitation"), accept_invitation_url(@resource, :invitation_token => @token) %> (<%= _("or copy") %> <%= accept_invitation_url(@resource, :invitation_token => @token) %> <%= _("into your browser") %>).</p>
-<p><%= _("If you don't want to accept the invitation, please ignore this email.") %><br /><%= _("Your account won't be created until you access the link above and set your password.") %></p>
-<p><%=_('All the best,')%><br /><%= _('The ')%><%= Rails.configuration.branding[:application][:name] %><%=_(' team')%>.</p>
-
-<% end %>
+  <p>
+    <%= _('Hello %{user_email}') %{ :user_email => @resource.email } %>
+  </p>
+  <p>
+    <%= _('A colleague has invited you to contribute to their Data Management Plan in %{tool_name}') %{ :tool_name => tool_name } %>
+  </p>
+  <p>
+    <%= raw(_('%{click_here} to accept the invitation, (or copy %{link} into your browser). If you don\'t want to accept the invitation, please ignore this email.') %{ :click_here => link_to(_('Click here'), link), :link => link }) %>
+  </p>
+  <p>
+    <%= _('All the best') %>
+    <br />
+    <%= _('The %{tool_name} team') %{:tool_name => tool_name} %>
+  </p>
+  <p>
+    <%= _('Please do not reply to this email.') %>&nbsp;<%= raw(_('If you have any questions or need help, please contact us at %{helpdesk_email} or visit %{contact_us_url}') %{ :helpdesk_email => mail_to(helpdesk_email, helpdesk_email, subject: email_subject), :contact_us_url => link_to(contact_us_url, contact_us_url) }) %>
+  </p>
+<% end %>
\ No newline at end of file
diff --git a/app/views/devise/mailer/reset_password_instructions.html.erb b/app/views/devise/mailer/reset_password_instructions.html.erb
index 55858c9..27b4a91 100644
--- a/app/views/devise/mailer/reset_password_instructions.html.erb
+++ b/app/views/devise/mailer/reset_password_instructions.html.erb
@@ -1,13 +1,24 @@
+<%
+  tool_name = Rails.configuration.branding[:application][:name]
+  helpdesk_email = Rails.configuration.branding[:organisation][:helpdesk_email]
+  contact_us_url = Rails.configuration.branding[:organisation][:contact_us_url]
+  email_subject = _('Query or feedback related to %{tool_name}') %{ :tool_name => tool_name }
+%>
 <% FastGettext.with_locale FastGettext.default_locale do %>
-  <p><%= _("Hello ") %><%= @resource.email %></p>
-
-  <p><%= _("Someone has requested a link to change your ") %><%= Rails.configuration.branding[:application][:name] %><%= _(" password. You can do this through the link below.") %></p>
-
-  <p><%= link_to _('Change my password'), edit_password_url(@resource, :reset_password_token => @token) %></p>
-
-  <p><%= _("If you didn't request this, please ignore this email.") %></p>
-  
   <p>
-    <%= _("Many thanks,") %><br /><%= _('The ') %><%= Rails.configuration.branding[:application][:name] %><%= _(' team') %>
+    <%= _('Hello %{user_email}') %{ :user_email => @resource.email } %>
+  </p>
+  <p>
+    <%= _('Someone has requested a link to change your %{tool_name} password. You can do this through the link below.') %{ :tool_name => tool_name } %>
+  </p>
+  <p><%= link_to _('Change my password'), edit_password_url(@resource, :reset_password_token => @token) %></p>
+  <p><%= _("If you didn't request this, please ignore this email.") %></p>
+  <p>
+    <%= _('All the best') %>
+    <br />
+    <%= _('The %{tool_name} team') %{:tool_name => tool_name} %>
+  </p>
+  <p>
+    <%= _('Please do not reply to this email.') %>&nbsp;<%= raw(_('If you have any questions or need help, please contact us at %{helpdesk_email} or visit %{contact_us_url}') %{ :helpdesk_email => mail_to(helpdesk_email, helpdesk_email, subject: email_subject), :contact_us_url => link_to(contact_us_url, contact_us_url) }) %>
   </p>
 <% end %>
\ No newline at end of file
diff --git a/app/views/user_mailer/api_token_granted_notification.html.erb b/app/views/user_mailer/api_token_granted_notification.html.erb
index 69051d0..6177c46 100644
--- a/app/views/user_mailer/api_token_granted_notification.html.erb
+++ b/app/views/user_mailer/api_token_granted_notification.html.erb
@@ -1,12 +1,24 @@
+<%
+  tool_name = Rails.configuration.branding[:application][:name]
+  username = @user.name
+  api_documentation_url = Rails.configuration.branding[:application][:api_documentation_url]
+  helpdesk_email = Rails.configuration.branding[:organisation][:helpdesk_email]
+  contact_us_url = Rails.configuration.branding[:organisation][:contact_us_url]
+  email_subject = _('Query or feedback related to %{tool_name}') %{ :tool_name => tool_name }
+%>
 <% FastGettext.with_locale FastGettext.default_locale do %>
-  <p><% _('Hello ') %><%= @user.name %></p>
-  
-  <p><%= _('You have been granted permission by your organisation to use our API. Your API token and instructions for using the API endpoints can be found ')%><a href="https://github.com/DMPRoadmap/roadmap/wiki/API-Documentation">here</a>.
-  </p>
-  
   <p>
-    <%=_('All the best,')%>
+    <%= _('Hello %{username}') %{ :username => username } %>
+  </p>
+  <p>
+    <%= raw(_('You have been granted permission by your organisation to use our API. Your API token and instructions for using the API endpoints can be found at: %{link}') %{ :link => link_to(api_documentation_url, api_documentation_url) }) %>
+  </p>
+  <p>
+    <%= _('All the best') %>
     <br />
-    <%= _('The ')%><%= Rails.configuration.branding[:application][:name] %><%=_(' team')%>.
+    <%= _('The %{tool_name} team') %{:tool_name => tool_name} %>
+  </p>
+  <p>
+    <%= _('Please do not reply to this email.') %>&nbsp;<%= raw(_('If you have any questions or need help, please contact us at %{helpdesk_email} or visit %{contact_us_url}') %{ :helpdesk_email => mail_to(helpdesk_email, helpdesk_email, subject: email_subject), :contact_us_url => link_to(contact_us_url, contact_us_url) }) %>
   </p>
 <% end %>
\ No newline at end of file
diff --git a/app/views/user_mailer/permissions_change_notification.html.erb b/app/views/user_mailer/permissions_change_notification.html.erb
index c2c0740..0987cdb 100644
--- a/app/views/user_mailer/permissions_change_notification.html.erb
+++ b/app/views/user_mailer/permissions_change_notification.html.erb
@@ -1,18 +1,27 @@
-<% FastGettext.with_locale FastGettext.default_locale do %>
-<% 
-  access_level = "read-only"
-  permissions = "This means you can read the plan and leave comments."
-  if @role.editor?
-    access_level = "editor"
-    permissions = "This means you can write and edit the plan in a collaborative manner."
-  end
-  if @role.administrator?
-    access_level = "co-owner"
-    permissions = "This means you can write and edit the plan in a collaborative manner. You can also grant rights to other collaborators."
-  end
+<%
+  tool_name = Rails.configuration.branding[:application][:name]
+  username = @user.name
+  plan_title = @role.plan.title
+  access = nil
+  helpdesk_email = Rails.configuration.branding[:organisation][:helpdesk_email]
+  contact_us_url = Rails.configuration.branding[:organisation][:contact_us_url]
+  email_subject = _('Query or feedback related to %{tool_name}') %{ :tool_name => tool_name }
+  access_level = @role.access_level()
+  access_level_messages = Role.access_level_messages
 %>
-<p><%= _('Hello ') %><%= @role.user.name %>,</p>
-<p><%= _('Your permissions relating to ') %> "<%= link_to @role.plan.title, url_for(action: 'show', controller: 'plans', id: @role.plan.id, locale: FastGettext.default_locale) %>" <%= _(' have been changed by') %><%="#{@current_user.name(false)}. " %><%= _('You now have ') %><%= access_level %><%= _(' access. ') %><%= permissions %></p>
-<p><%=_('All the best,')%><br /><%= _('The ')%><%= Rails.configuration.branding[:application][:name] %><%=_(' team')%>.</p>
-
+<% FastGettext.with_locale FastGettext.default_locale do %>
+  <p>
+    <%= _('Hello %{username}') %{ :username => username } %>
+  </p>
+  <p>
+    <%= _('Your permissions relating to %{plan_title} have changed. You now have %{type} access. This means you can %{placeholder1} %{placeholder2}') %{ :plan_title => plan_title, :type => access_level_messages[access_level][:type], :placeholder1 => access_level_messages[access_level][:placeholder1], :placeholder2 => access_level_messages[access_level][:placeholder2] } %>
+  </p>
+  <p>
+    <%= _('All the best') %>
+    <br />
+    <%= _('The %{tool_name} team') %{:tool_name => tool_name} %>
+  </p>
+  <p>
+    <%= _('You may change your notification preferences on your profile page.') %>&nbsp;<%= _('Please do not reply to this email.') %>&nbsp;<%= raw(_('If you have any questions or need help, please contact us at %{helpdesk_email} or visit %{contact_us_url}') %{ :helpdesk_email => mail_to(helpdesk_email, helpdesk_email, subject: email_subject), :contact_us_url => link_to(contact_us_url, contact_us_url) }) %>
+  </p>
 <% end %>
diff --git a/app/views/user_mailer/sharing_notification.html.erb b/app/views/user_mailer/sharing_notification.html.erb
index dc2fed4..2b55207 100644
--- a/app/views/user_mailer/sharing_notification.html.erb
+++ b/app/views/user_mailer/sharing_notification.html.erb
@@ -1,22 +1,28 @@
-<% FastGettext.with_locale FastGettext.default_locale do %>
-<% 
-  access_level = "read-only"
-  permissions = "This means you can read the plan and leave comments."
-  if @role.editor?
-    access_level = "editor"
-    permissions = "This means you can write and edit the plan in a collaborative manner."
-  end
-  if @role.administrator?
-    access_level = "co-owner"
-    permissions = "This means you can write and edit the plan in a collaborative manner. You can also grant rights to other collaborators."
-  end
+<%
+  tool_name = Rails.configuration.branding[:application][:name]
+  user_email = @user.email
+  link = url_for(action: 'show', controller: 'plans', id: @role.plan.id)
+  helpdesk_email = Rails.configuration.branding[:organisation][:helpdesk_email]
+  contact_us_url = Rails.configuration.branding[:organisation][:contact_us_url]
+  email_subject = _('Query or feedback related to %{tool_name}') %{ :tool_name => tool_name }
 %>
-<p><%= _('Hello ') %><%= @role.user.name %>,</p>
-<p><%= _('A colleague has invited you to contribute to their Data Management Plan at ') %><%= link_to Rails.configuration.branding[:application][:name], root_url %>.</p>
-<p><%= _('You have been given ') %><%= access_level %><%= _(' access to') %> "<%= link_to @role.plan.title, url_for(action: 'show', controller: 'plans', id: @role.plan.id, locale: FastGettext.default_locale) %>" <%=_('by ')%><%= "#{@user.name(false)}" %>.</p>
-<p><%= link_to _('Click here'), url_for(action: 'show', controller: 'plans', id: @role.plan.id, locale: FastGettext.default_locale) %><%= _(' to accept the invitation, (or copy ') %><%= url_for(action: 'show', controller: 'plans', id: @role.plan.id, locale: FastGettext.default_locale) %><%= _(' into your browser)')%></p>
-<p><%= _('If you don\'t want to accept the invitation, please ignore this email.') %></p>
-<p><%=_('All the best,')%><br /><%= _('The ')%><%= Rails.configuration.branding[:application][:name] %><%=_(' team')%>.</p>
-
+<% FastGettext.with_locale FastGettext.default_locale do %>
+  <p>
+    <%= _('Hello %{user_email}') %{ :user_email => user_email } %>
+  </p>
+  <p>
+    <%= _('A colleague has invited you to contribute to their Data Management Plan in %{tool_name}') %{ :tool_name => tool_name }%>
+  </p>
+  <p>
+    <%= raw(_('%{click_here} to accept the invitation, (or copy %{link} into your browser). If you don\'t want to accept the invitation, please ignore this email.') %{ :click_here => link_to(_('Click here'), link), :link => link }) %>
+  </p>
+  <p>
+    <%= _('All the best') %>
+    <br />
+    <%= _('The %{tool_name} team') %{:tool_name => tool_name} %>
+  </p>
+  <p>
+    <%= _('Please do not reply to this email.') %>&nbsp;<%= raw(_('If you have any questions or need help, please contact us at %{helpdesk_email} or visit %{contact_us_url}') %{ :helpdesk_email => mail_to(helpdesk_email, helpdesk_email, subject: email_subject), :contact_us_url => link_to(contact_us_url, contact_us_url) }) %>
+  </p>
 <% end %>
 
diff --git a/app/views/user_mailer/welcome_notification.html.erb b/app/views/user_mailer/welcome_notification.html.erb
index 7bda2d0..a02da97 100644
--- a/app/views/user_mailer/welcome_notification.html.erb
+++ b/app/views/user_mailer/welcome_notification.html.erb
@@ -1,11 +1,23 @@
+<%
+  tool_name = Rails.configuration.branding[:application][:name]
+  username = @user.name
+  helpdesk_email = Rails.configuration.branding[:organisation][:helpdesk_email]
+  contact_us_url = Rails.configuration.branding[:organisation][:contact_us_url]
+  email_subject = _('Query or feedback related to %{tool_name}') %{ :tool_name => tool_name }
+%>
 <% FastGettext.with_locale FastGettext.default_locale do %>
-  <p><%= _('Welcome to ') %><%= Rails.configuration.branding[:application][:name] %></p>
-
-  <p><%= Rails.configuration.branding[:application][:name] %><%= _(' will help you to develop your Data Management Plan. If you have any queries or feedback as you use the tool, please contact us on ') %><%= Rails.configuration.branding[:application][:email] %></p>
-
   <p>
-    <%=_('All the best,')%>
+    <%= _('Welcome to %{tool_name}, %{username}') %{ :tool_name => tool_name, :username => username } %>
+  </p>
+  <p>
+    <%= raw(_('%{tool_name} will help you to develop your Data Management Plan. If you have any queries or feedback as you use the tool, please contact us at %{helpdesk_email} or visit %{contact_us_url}') %{ :tool_name => tool_name, :helpdesk_email => mail_to(helpdesk_email, helpdesk_email, subject: email_subject), :contact_us_url => link_to(contact_us_url, contact_us_url) }) %>
+  </p>
+  <p>
+    <%= _('All the best') %>
     <br />
-    <%= _('The ')%><%= Rails.configuration.branding[:application][:name] %><%=_(' team')%>.
+    <%= _('The %{tool_name} team') %{:tool_name => tool_name} %>
+  </p>
+  <p>
+    <%= _('You may change your notification preferences on your profile page.') %>&nbsp;<%= _('Please do not reply to this email.') %>
   </p>
 <% end %>
\ No newline at end of file
diff --git a/config/branding_example.yml b/config/branding_example.yml
index 47d0b2c..a81af4c 100644
--- a/config/branding_example.yml
+++ b/config/branding_example.yml
@@ -8,6 +8,8 @@
     url: 'https://github.com/DMPRoadmap/roadmap/wiki'
     copywrite_name: 'Curation Centre (CC)'
     email: 'tester@cc_curation_centre.org'
+    helpdesk_email: 'someone@somewhere.com'
+    contact_us_url: 'https://somewhere.com/contact-us'
 
   application:
     name: 'DMPRoadmap'
@@ -16,6 +18,7 @@
     release_notes_url: 'https://github.com/DMPRoadmap/roadmap/wiki/Releases'
     issue_list_url: 'https://github.com/DMPRoadmap/roadmap/issues'
     user_group_subscription_url: 'http://listserv.ucop.edu/cgi-bin/wa.exe?SUBED1=ROADMAP-L&A=1'
+    api_documentation_url: 'https://github.com/DMPRoadmap/roadmap/wiki/API-Documentation'
 
   preferences:
     email:
diff --git a/test/mailers/previews/user_mailer_preview.rb b/test/mailers/previews/user_mailer_preview.rb
new file mode 100644
index 0000000..a55b3be
--- /dev/null
+++ b/test/mailers/previews/user_mailer_preview.rb
@@ -0,0 +1,17 @@
+class UserMailerPreview < ActionMailer::Preview
+  def welcome_notification
+    UserMailer.welcome_notification(User.find_by(email: 'super_admin@example.com'))
+  end
+  def sharing_notification
+    user = User.find_by(email: 'super_admin@example.com')
+    UserMailer.sharing_notification(Role.find_by(user_id: user.id), user)
+  end
+  def permissions_change_notification
+    user = User.find_by(email: 'super_admin@example.com')
+    UserMailer.permissions_change_notification(Role.find_by(user_id: user.id), user)
+  end
+  def api_token_granted_notification
+    user = User.find_by(email: 'super_admin@example.com')
+    UserMailer.api_token_granted_notification(user)
+  end
+end
\ No newline at end of file