The short answer
A professional email states its purpose in the first sentence, gives only the context the reader needs, and ends with one clear next step. Pick the template for your situation below, then match the tone to how well you know the reader.
1st linewhere your purpose goes 50 to 200words in the body 1 askone clear next step at the end
Browse by type
Eleven kinds of email, each with its own collection of templates and guides.
4 guides Resignation emails Professional resignation emails for every situation, from two weeks’ notice to retirement. Open → 7 guides Follow-up emails After interviews, meetings, proposals and silence. Open → 4 guides Thank you emails For interviews, meetings and help received. Open → 8 guides Outreach emails Cold outreach and networking emails that get replies. Open → 4 guides Apology emails Owning a mistake with clients, colleagues and your boss. Open → 3 guides Introduction emails Introducing yourself to a new team, role or client. Open → 4 guides Request emails Meetings, references and other professional asks. Open → 2 guides Complaint emails Formal and polite complaints that get results. Open → 6 guides Workplace emails Time off, promotion, feedback, handovers and recaps. Open → 4 guides HR emails Welcome, onboarding, delegation and HR issues. Open → 4 guides Client communication Project updates, scope changes and bad news. Open →
Most read Resignation email templates Ten copy-paste examples, from brief notice to retirement. Read the guide → Which email do I need?
Find your situation, then open the matching guide. The last column is the one thing that template must get right.
| Your situation | Template | What it must do |
|---|---|---|
| You’re leaving your job | Resignation email | Last day and thanks in the first two lines. |
| No reply after a week | Polite follow-up | Add something new; don’t just ask “any update?” |
| You just had an interview | Interview thank-you | Send the same day; mention one specific moment. |
| You want to meet someone new | Cold outreach | A reason for writing to them, and a small ask. |
| You missed a deadline | Missed-deadline apology | Own it, give the new date, say what changes. |
| You’ve joined a new team | Introduction to the team | Who you are, what you’ll do, how to reach you. |
| You need a reference | Reference request | Make yes easy: dates, role, what to stress. |
| A product or service failed | Complaint email | Facts, dates, and the remedy you want. |
| You need a day off | Time-off request | Dates first, then who covers your work. |
| A project is changing | Scope change | Offer options, not an ultimatum. |
A template, annotated
This follow-up after a meeting uses the five-part shape found in almost every template here. The labels show what each part does, so you can build your own for any situation. Full versions are in follow-up emails that get responses and meeting recap email templates.
Subject: Next steps from Tuesday: pilot proposal by 12 Nov
1Hi Laura,2Thanks for Tuesday’s meeting. As agreed, here are the next steps for the pilot.3• We send the pilot proposal by 12 November.
• Your team shares last quarter’s figures by 8 November.
• We meet again on 19 November to decide.4Could you confirm the 19th works for you and Sam?5Best regards,
Jordan
- 1 · GreetingMatch the formality of the last message you received from them.
- 2 · PurposeOne sentence that says why you are writing. The reader knows what follows.
- 3 · ContextOnly what the reader needs, as bullet points they can tick off.
- 4 · AskOne clear question, so the reply can be one line.
- 5 · CloseA sign-off that matches the greeting. No “hope this helps”.
Subject lines that get opened
A good subject line says what the email is about and what you need, in under about eight words. These formulas work for most situations; how to write clear subject lines has many more.
| Purpose | Formula | Vague | Specific |
|---|---|---|---|
| Request | Request: [thing] by [date] | Quick question | Request: Q3 figures by Friday |
| Follow-up | Following up: [topic] | Checking in | Following up: pilot proposal sent 3 Nov |
| Meeting | [Meeting] on [date]: [decision needed] | Meeting | Budget review on 14 Nov: approve or revise |
| Update | [Project] update: [status] | Update | Website project update: on track for launch |
| Introduction | Introduction: [name] ↔ [name] | Hello! | Introduction: Ana (design) ↔ Tom (marketing) |
| Thanks | Thank you for [specific thing] | Thanks | Thank you for the reference, Priya |
One request, three relationships
The same request, asking for a report by Friday, written to three different people. The structure stays the same; the words around it change. More request types, from meetings to references, in how to write a professional request email.
Formalto a senior manager in another department Dear Mr Hughes,
I am preparing the quarterly review and would be grateful if you could send the logistics report by Friday 8 November. Please let me know if that date is difficult.
Kind regards,
Jordan Lee Full title, “would be grateful”, and an offer of flexibility that respects their seniority.
Neutralto a colleague you work with Hi Sam,
Could you send me the logistics report by Friday? I need it for the quarterly review.
Thanks,
Jordan Direct question, the deadline and one reason. This fits most workplace email.
Warmto a teammate you know well Hey Sam,
Any chance of the logistics report by Friday? It’s the last piece for the review. Coffee’s on me!
J Casual opening, a personal touch and an initial instead of a full name.
Greetings and sign-offs by tone
Match the opening and closing to the relationship. When in doubt, start one step more formal and mirror the reply.
More formalMore friendly
Formal Strangers, senior people, legal or HR matters
Dear Ms Patel, Kind regards,Jordan Also: Dear Hiring Manager · Yours sincerely
Professional Colleagues, clients, most everyday work email
Hello Sam, Best regards,Jordan Also: Hi Sam · Many thanks
Friendly Your own team, people you write to every day
Hi Sam, Cheers,Jordan Also: Morning all · Talk soon
Length and timing
| Waiting for a reply to… | Follow up after |
|---|---|
| A standard work email | 2 to 3 business days |
| A job application | 5 to 7 business days |
| An interview | 5 business days, or the date they gave |
| A proposal you sent | 3 to 5 business days |
| Something urgent | 24 hours |
Before you send: six checks
- 1Read the subject line aloneWould the reader know what you need without opening it?
- 2Check the first sentenceDoes it state your purpose?
- 3Count the asksOne email, one main request. Split it if there are more.
- 4Check names and attachmentsSpell the reader’s name correctly, and attach the file you mentioned.
- 5Check the recipientsIs everyone in To and Cc there for a reason? Is anyone missing?
- 6Read it as the readerIf they were busy and a little stressed, would any line land badly?