Here's my take on it Michele...lots to improve i'm sure... 
If I was sending this personally i'd be more informal, but as a note representing the UASG, this is what I was thinking would have the most impact.  I'll leave it to you guys to decide. That's $0.04 now.
 

======
Dear Webmaster

We are writing with respect to your site:______ on behalf of the Universal Acceptance Steering Group, a subcommittee of ICANN tasked with coordinating a community effort to ensure that internet software accepts newly released Top Level Domains. ICANN has recently completed a roll out of over 1,000 new Top Level Domains like .tech, .xyz, .guru,.club and others and there are currently 10 Million domains using these new extensions such as [ enter examples here:  abc.xyz, coffee.club, ...  ]. 

As part of our ongoing tests we were informed that asdd@asdf.tech is not accepted at your website:  www.____.  Do you have a timeline for resolving this issue and accepting these new names ? There are potentially thousands of users who cannot access your site. 

For additional technical resources and general information on the Universal Acceptance Steering Group, ICANN and others, please visit us at: _________.


Sincerely
[ name ]
UASG staff member
[ email ]

The Universal Acceptance Steering Group (UASG)
The UASG is a subcommittee of ICANN tasked with coordinating a  community effort to ensure that internet software accepts newly released Top Level Domains. The UASG is made up of individuals and companies active in Internet software and services. The UASG may be contacted at : .... , tel: ...

Internet Corporation of Assigned Names and Numbers (ICANN)
Icann is the governing body that ... [ Fill this in  ]  ... runs the internet ;)

======


--
Dirk Bhagat

CoFounder, CTO
.CLUB DOMAINS LLC.
100 SE 3rd Ave, Suite 1310
Fort Lauderdale, Fl, 33394
o: 954.530.2580 m: 416.839.4945
Get.club

On Mon, Jun 6, 2016 at 9:21 AM, Michele Neylon - Blacknight <michele@blacknight.com> wrote:

Dirk

 

How would you word all that?

As a website / service administrator they need to know the absolute basics, so linking to more information might make sense, but a longer email than the one proposed might not be more effective

 

Just my two (Euro) cents

 

Regards


Michele

 

--

Mr Michele Neylon

Blacknight Solutions

Hosting, Colocation & Domains

http://www.blacknight.host/

http://blog.blacknight.com/

http://ceo.hosting/

Intl. +353 (0) 59  9183072

Direct Dial: +353 (0)59 9183090

-------------------------------

Blacknight Internet Solutions Ltd, Unit 12A,Barrowside Business Park,Sleaty

Road,Graiguecullen,Carlow,R93 X265,

Ireland  Company No.: 370845

 

From: <ua-discuss-bounces@icann.org> on behalf of Dirk Bhagat <dirk@get.club>
Date: Sunday 5 June 2016 at 22:27
To: Don Hollander <don.hollander@icann.org>
Cc: "UA-discuss@icann.org" <UA-discuss@icann.org>
Subject: Re: [UA-discuss] Review of UASG 002 - Outreach to Webmasters

 

Hi All

 

If this is part of a direct outreach effort, couple of points/experience on this:

 

 

1. Suggest having a description of ICANN, its role and responsibilities and a sentence or two about the Universal Acceptance Working Group (from who I'm assuming this letter is addressed). 

 

 

2. Anytime I've corresponded with someone on this personally, i've included info in the email about the new TLDs.

e.g. ".club has been delegated by ICANN in early 2014 and there now over 800,000 customers that use a .Club domain. Some of our customers include Coffee.club, Soap.club, Eat.club to name a few. Collectively, there are now more than X million customers worldwide that have registered a domain with one of the new extensions.".

 

 

3. Ask for a timetable on when the issue will be resolved 

"As the UASG is tasked with creating ensuring that all technical systems accept new names going forward, we are asking all non-compliant systems to indicate when they will be able to bring their systems into compliance.

 

 

4. A link to a technical page about how to get a system accept new domains in various programming languages would be good if one exists.

e.g. how to validate in JS,php etc..

 

 

Just my $0.02 on a sunny sunday afternoon in Toronto :) 

 


--
Dirk Bhagat

CoFounder, CTO
.CLUB DOMAINS LLC.
100 SE 3rd Ave, Suite 1310
Fort Lauderdale, Fl, 33394
o: 954.530.2580 m: 416.839.4945
Get.club

 

On Sat, Jun 4, 2016 at 2:20 AM, Don Hollander <don.hollander@icann.org> wrote:

It’s been nearly six months since we drafted our Outreach to Webmaster text in UASG002.

 

Since that time, the UASG has produced a number of other documents and the http://ua.thedna.org/ has stopped resolving.  The UASG also expects to launch our dedicated website shortly





 

Here is the current version:

 

 

English

Dear Website Administrator,

I tried to create an account using my email address: xxxxx@xxxxx.xxxxx.   Your site does not recognize it and I’m reaching out to you to please look into and fix this issue. There are thousands of others that are using new web address extensions for email and are also affected.

 

I found more information on new domain names here:  and here: https://www.icann.org/resources/pages/universal-acceptance-2012-02-25-en.

----

I would suggest that we alter this to:

 

English
Dear Website Administrator,

I tried to create an account using my email address: xxxxx@xxxxx.xxxxx.   Your site does not accept it and I’m reaching out to you to please look into and fix this issue. 

I found more information on new domain names and email addresses at www.uasg.tech.

You might find the information there helpful as you work to fix this problem.

 

Thank you.

 

——

 

 

I would like to leave this open for edits and comments through the 10th of June.   Then, I would welcome very much your help once again to translate this final document into language that you know well.

 

Thanks.

 

Don