# Client notice template: Microsoft is changing how scanners and apps send email

> **How to use:** Replace everything in [square brackets]. Delete this box before sending.
> Send it from your own MSP brand. Recommended timing: before mid-November 2026, so there's time to schedule work before the holidays.

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**Subject:** Action needed before end of December: Microsoft is changing how devices send email

Hi [Client first name],

Microsoft has announced a security change to Microsoft 365 email that may affect some of [Client company]'s devices and software.

**What's changing**
At the end of December 2026, Microsoft will turn off an older sign-in method, called "Basic authentication for SMTP AUTH," by default for existing Microsoft 365 organizations. Some scanners, copiers, and business applications use this method to send email. Microsoft has said a final removal date will be announced in the second half of 2027.

**What this could mean for you**
If a device or application uses this older method and isn't updated, it may stop sending email after the change. Common examples:
- Scan-to-email on copiers and multifunction printers
- Alerts from line-of-business, accounting, or practice-management software
- Notifications from security, camera, or building systems

**What we're doing**
- We've reviewed your Microsoft 365 settings, and [we found [number] device(s)/application(s) that use this method / we did not find anything using this method].
- [We recommend: updating [device/app] to modern sign-in (OAuth) / moving [device/app] to a different supported sending method / replacing [device] if it can't be updated.]
- We'd like to schedule this work for [proposed date/window]. [Estimated effort: X hours, covered under your agreement / billed at your project rate.]

**What we need from you**
- Approval to schedule the work above.
- [Vendor contact or admin login for [application], if we don't have it.]
- Let us know about any device or software that emails you automatically that we might not know about.

Microsoft's announcement: https://techcommunity.microsoft.com/blog/exchange/updated-exchange-online-smtp-auth-basic-authentication-deprecation-timeline/4489835

Questions? Reply to this email or call us at [phone].

Thanks,
[Your name]
[MSP name]