Backend/emails: Review copy before localizing

[tristanlabelle]

Emails are about to be exposed for localization so I reviewed our copy holistically to improve it and make it more consistent, as to minimize chances we'll want to tweak the text once that means new work for 10+ translators.

This is by nature quite editorial and hard to do by committee. I wrote the principles I followed so in the emails.py header, where possible, please suggest improvements there rather than on specific instances.

Until CI kicks in, you can review all emails as HTML files here: https://drive.google.com/drive/folders/12HVJ-Gyt-LJCrwQQlXJ4ui6OzDVBA5cb?usp=sharing

The only email I haven't touched is the first onboarding reminder email. It's quite long and could be made more concise, but I didn't want to give it my voice since it's signed by Aapeli.

I also found that we have a first email asking for a reference that says "How was X's stay with you?", a friendlier tone than the "You have X days to write a reference" reminder emails.

(I'll fix the tests after the strings are reviewed since it's just sync'ing the new strings)

Fixes #8966

Testing

Generated and reviewed all emails using uv run dump-emails.

Backend checklist

• Added tests for any new code or added a regression test if fixing a bug
• Run the backend locally and it works
• Added migrations if there are any database changes, rebased onto develop if necessary for linear migration history

For maintainers

• Maintainers can push commits to my branch
• Maintainers can merge this PR for me

[CouchersBot]

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Protos	Backend coverage	Web coverage

[jesseallhands]

mostly some wording improvements

[jesseallhands]

left some replies in there; we definitely need new issues for mod note and postal verification rewording. Please tag me in both those issues and I'll also discuss with Aapeli.

[tristanlabelle]

@jesseallhands thanks. I added the "my home" reference and will merge. Then I'll follow up with the updated onboarding1 message PR, and we have ongoing convos about the postal verification and moderator note renames.

[github-actions]

📝 Release Notes

This PR does not need to be included in release notes.

Reason: This PR mainly rewrote and standardized email copy in preparation for localization, with only minor user-visible wording tweaks and a small quick-decline addition to reminder emails. It is mostly editorial/internal cleanup rather than a significant new end-user feature or major technical improvement.

🤖 Bot Debug Information

Model: couchers.openai.gpt-5.4
Decision: exclude
Reasoning: This PR mainly rewrote and standardized email copy in preparation for localization, with only minor user-visible wording tweaks and a small quick-decline addition to reminder emails. It is mostly editorial/internal cleanup rather than a significant new end-user feature or major technical improvement.