You write emails all day, and so it’s easy to lose time and still sound generic.

You want messages that are clear and professional.

This guide gives you 15 ready-to-use email examples.

1) Introduction Email to a New Contact

When to use it:
You just met someone at an event, got introduced by a colleague, or found a potential partner. You want to introduce yourself, set context, and leave the door open for collaboration.

Example:

Subject: Great to meet you at [Event Name]

Hello [First Name],

It was great connecting with you at [event/location]. I enjoyed our conversation about [topic].

I’m [Your Name], and I work as [your role] at [your company]. We help [one-line about your company’s focus]. I thought it could be useful to stay in touch.

If you’d like, I’d be happy to share more about how we [solve X / help with Y] or simply exchange ideas.

Either way, I look forward to staying connected.

Best regards,
[Your Name]
[Your Signature]

2) Follow-Up After a Meeting or Interview

When to use it:
You just had an interview, client pitch, or project meeting. You want to show professionalism, thank them, and confirm next steps.

Example (Interview):

Subject: Thank you for the interview today

Hello [First Name],

Thank you again for taking the time to speak with me today about the [Job Title] role at [Company Name]. I enjoyed learning more about your team and the projects you’re leading.

Our conversation confirmed my strong interest in joining [Company Name]. I’m especially excited about the chance to [specific part of the role that stood out, e.g., “develop training for new hires” or “work with your international clients”].

Please don’t hesitate to reach out if you need any additional information from me. I look forward to the next steps.

Best regards,
[Your Name]

Example (Client meeting):

Subject: Great speaking with you today

Hi [First Name],

Thank you for taking the time to meet today. I enjoyed discussing your plans for [specific project or goal].

As mentioned, I’ll send over the [proposal/document] by [day]. Please let me know if there are particular areas you’d like me to focus on.

I look forward to continuing the conversation and exploring how we can support your goals.

Best regards,
[Your Name]

3) Thank You Email

When to use it:
After someone helps you, gives you feedback, refers you, or supports your work. Gratitude strengthens professional relationships and shows respect.

Example (colleague support):

Subject: Thank you for your help on the project

Hi [First Name],

I just wanted to thank you for your support on the [project name] this week. Your input on [specific detail, e.g., “the client presentation slides”] made a real difference.

Your ideas helped us simplify the message, and the client gave positive feedback. I really appreciate the time you took to step in.

If I can ever support you in return, please let me know.

Best regards,
[Your Name]

Example (to a client):

Subject: Thank you for your trust

Hello [First Name],

Thank you again for choosing to work with us on [project/service]. We truly value the trust you’ve placed in our team.

We’re committed to delivering results that meet your goals, and we’ll keep you updated every step of the way.

Please don’t hesitate to reach out if you need anything in the meantime.

Warm regards,
[Your Name]

4) Request for Information Email

When to use it:
When you need details, documents, or input from someone. Professional requests should be polite, structured, and easy for the recipient to act on.

Example (internal request):

Subject: Request for Q4 sales report data

Hello [First Name],

I hope you’re doing well. I’m preparing our Q4 review and need the updated sales report for [region/product line].

Could you please share the file by [specific date], so we can include it in the final presentation?

Thank you in advance for your help. Please let me know if you need more details about what’s required.

Best regards,
[Your Name]

Example (external request):

Subject: Request for additional information about your services

Dear [First Name],

I came across your company while researching [topic/industry], and I’m interested in learning more about your services.

Could you please send me details about your [pricing packages / case studies / technical specifications]? This would help us evaluate how we might work together.

Thank you in advance for your time and information. I look forward to your reply.

Sincerely,
[Your Name]

5) Sharing a Document or Resource

When to use it:
When you’re sending a file, report, or article to a colleague, client, or manager. The goal is to make it clear what you’re sharing, why it matters, and how they should use it.

Example (internal, project file):

Subject: Q3 Budget Report Attached

Hi [First Name],

As discussed in yesterday’s meeting, I’ve attached the Q3 budget report. It includes updated figures for each department, along with a summary of spending versus forecast.

Please review the document before Friday’s review session. Let me know if you’d like me to highlight any specific areas in advance.

Best regards,
[Your Name]

Example (external, sharing article):

Subject: Resource on interview best practices

Hello [First Name],

Following our conversation about interview structure, I’m sharing an article that covers 10 proven best practices for candidate assessments. I think it may be useful for your team.

I’ve attached a PDF copy, and here’s the link as well: [insert link].

If you’d like, I can also prepare a short summary with examples tailored to your current process.

Best regards,
[Your Name]

6) Scheduling a Meeting

When to use it:
When you need to arrange time with a colleague, candidate, or client. A professional scheduling email should be polite, specific, and easy for the other person to confirm.

Example (internal, team meeting):

Subject: Scheduling a meeting on Q4 planning

Hi [First Name],

I’d like to schedule a meeting to review our Q4 priorities. The goal is to align on targets and decide resource allocations.

Would you be available on:

• Tuesday at 2:00 PM
• Wednesday at 10:00 AM

Both options would be 45 minutes. Please let me know what works best, or suggest an alternative.

Thanks in advance,
[Your Name]

Example (external, client meeting):

Subject: Proposal review meeting

Hello [First Name],

I’d like to set up a meeting to walk you through our proposal and answer your questions.

Would [day/time option 1] or [day/time option 2] work for you? The meeting should take no more than 30 minutes, and we can host it on Zoom or use your preferred platform.

Please let me know which option is more convenient, and I’ll send over a calendar invite.

Best regards,
[Your Name]

7) Confirming a Meeting or Appointment

When to use it:
After scheduling, you want to confirm details. This avoids confusion, ensures everyone’s aligned, and shows professionalism.

Example (internal):

Subject: Confirming Q4 planning meeting

Hi [First Name],

This is to confirm our Q4 planning meeting on Wednesday, October 18, at 10:00 AM, in Meeting Room B.

The session will run for 45 minutes. Agenda: review priorities, align targets, and assign owners.

Please let me know if your availability changes.

Best regards,
[Your Name]

Example (external, client):

Subject: Meeting confirmation – Proposal review

Hello [First Name],

I’d like to confirm our proposal review meeting on Thursday, October 19, at 2:00 PM EST.

We’ll meet on Zoom, and here’s the link: [Insert Link]. The meeting should take about 30 minutes.

Looking forward to walking you through the proposal and answering your questions. Please let me know if you need to reschedule.

Best regards,
[Your Name]

8) Apology Email

When to use it:
Mistakes happen: missed meetings, delayed responses, or errors in documents. A professional apology restores trust.

Example (internal, missed deadline):

Subject: Apologies for delay on Q3 report

Hi [First Name],

I want to apologize for not sending the Q3 report by the agreed deadline. The final review took longer than expected, and that caused the delay.

I’ve completed the report and attached it here. I’ve also updated my process to ensure reviews start earlier next quarter.

Thank you for your patience, and I appreciate your understanding.

Best regards,
[Your Name]

Example (external, missed meeting):

Subject: Apologies for missing our call today

Hello [First Name],

I sincerely apologize for missing our call earlier. I had an unexpected issue that prevented me from joining, and I regret not notifying you in time.

I’d like to reschedule at your convenience. Would you be available [insert two options]? I’ll also set a reminder to make sure this doesn’t happen again.

Thank you for your understanding, and I appreciate the chance to reconnect.

Best regards,
[Your Name]

9) Providing Feedback

When to use it:
When a colleague, team member, or candidate asks for your opinion. Feedback emails should be respectful, clear, and constructive.

Example (internal, to a colleague):

Subject: Feedback on your presentation draft

Hi [First Name],

Thank you for sharing your draft presentation. I think your structure is clear, and your visuals do a great job of supporting the main points.

One suggestion: the data on slide 5 might benefit from a simpler chart, so the audience can grasp the message faster. You could also shorten the closing section to keep within time.

Overall, it’s strong work. I’m happy to review again once you’ve made changes, if that’s helpful.

Best regards,
[Your Name]

Example (to a candidate):

Subject: Feedback on your interview

Hello [First Name],

Thank you for interviewing with us for the [Role]. We appreciated the time you took to share your experience and skills.

While we were impressed with your background, we felt that your answers could be stronger with more specific examples. This would help demonstrate how your skills apply to real-world scenarios.

We encourage you to keep practicing with STAR (Situation, Task, Action, Result) examples. You clearly have strong potential, and we wish you success in your next steps.

Best regards,
[Your Name]

10) Project or Status Update

When to use it:
You want to keep your manager, team, or client informed on progress. A professional update email should be clear, concise, and structured.

Example (internal team update):

Subject: Status update – Marketing campaign launch

Hi Team,

Here’s a quick update on the marketing campaign launch:

Progress so far:

• Ad creatives completed and approved.
• Landing page draft ready for review.
• Social media schedule drafted.

Current blockers:

• Waiting on final product photos from design (expected Friday).
• Legal approval pending for ad copy.

Next steps:

• Finalize landing page design by Monday.
• Upload and test ads by Wednesday.
• Confirm go-live for Friday.

Please let me know if there are any concerns. Thanks for the continued collaboration.

Best,
[Your Name]

Example (external, to client):

Subject: Project update – Website redesign

Hello [First Name],

I wanted to provide a status update on your website redesign:

Completed:

• Homepage wireframe approved.
• Content draft for About page delivered.

In progress:

• Product page design (completion expected next Tuesday).
• Mobile testing on current layouts.

Next steps:

• Deliver final product page design for review.
• Begin QA testing in staging environment.
• Schedule feedback session with your team.

Everything is on track for the agreed timeline. Please let me know if you’d like additional details or a walkthrough of progress.

Best regards,
[Your Name]

11) Delegating a Task

When to use it:
When you assign work to a colleague or team member. A good delegation email must be clear, polite, and specific about responsibilities and deadlines.

Example (internal, project work):

Subject: Task assignment – Draft client proposal

Hi [First Name],

I’d like you to take the lead on drafting the client proposal for [Client Name]. The goal is to send them a complete draft by Tuesday, October 24.

Here’s what I need included:

• Executive summary of client’s needs.
• Proposed solution with timeline and pricing.
• Case study example for credibility.

I’ll provide the background materials today, and I’m available to review your draft before submission.

This proposal is important for securing the next stage of the project, and I trust your attention to detail. Please confirm you’re comfortable with the deadline.

Thanks,
[Your Name]

Example (manager delegating routine task):

Subject: Please update Q4 sales dashboard

Hello [First Name],

Could you update the Q4 sales dashboard with the latest data by Friday morning? This includes adding the October numbers and refreshing the charts.

If you run into any issues with the data pull, let me know and I’ll help troubleshoot.

Thanks for handling this — it will help us prepare for the leadership meeting.

Best regards,
[Your Name]

12) Reminder Email

When to use it:
When a deadline or meeting is coming up and you want to gently nudge someone. The tone should be polite, short, and respectful of their time.

Example (internal deadline):

Subject: Reminder – Budget report due Friday

Hi [First Name],

Just a quick reminder that the budget report for Q3 is due this Friday, October 20.

We need it finalized so we can include the numbers in next week’s planning session.

Please let me know if you’re running into any blockers — happy to support if needed.

Thanks,
[Your Name]

Example (external meeting):

Subject: Reminder – Interview scheduled for tomorrow

Hello [First Name],

This is a friendly reminder of your interview for the [Role] position at [Company], scheduled for Tuesday, October 17, at 3:00 PM EST.

We’ll meet on Zoom, and here’s the link: [Insert Link]. The interview will last about 45 minutes with [Interviewer Name].

Please let me know if you have any questions before the call.

Best regards,
[Your Name]

13) Approval Request

When to use it:
When you need a manager, client, or stakeholder to approve something before moving forward.

Example (internal, manager):

Subject: Approval request – Marketing budget for Q4

Hi [First Name],

I’m requesting your approval for the Q4 marketing budget. The total allocation is $45,000, covering campaigns, content production, and events.

Attached is the breakdown with projected ROI for each activity. We’d like to finalize by Friday, October 20, to stay on track for campaign launches.

Please let me know if you need further details or adjustments.

Thank you,
[Your Name]

Example (client approval):

Subject: Approval request – Final design draft

Hello [First Name],

I’m sharing the final design draft for your review. It reflects the updates we discussed last week, including the revised color scheme and simplified navigation.

Could you confirm approval by Tuesday, October 17, so we can move to development?

Thank you for your time and feedback.

Best regards,
[Your Name]

14) Customer or Client Response

When to use it:
When replying to a client inquiry, complaint, or request. The response should be polite, clear, and solution-focused.

Example (answering a client query):

Subject: Response to your question about timelines

Hello [First Name],

Thank you for reaching out with your question about the project timeline.

We’re on track to deliver the first phase by November 3, with testing to begin the following week. You’ll receive weekly updates so you can follow progress.

Please let me know if you’d like a more detailed milestone breakdown.

Best regards,
[Your Name]

Example (handling complaint):

Subject: Apologies for the issue with your order

Hi [First Name],

Thank you for letting us know about the issue with your recent order. I apologize for the inconvenience.

We’ve already arranged a replacement, which will ship by tomorrow. You’ll receive a tracking number as soon as it leaves our warehouse.

Please don’t hesitate to reach out if there’s anything else we can do to make this right.

Sincerely,
[Your Name]

15) Farewell / Goodbye Email

When to use it:
When leaving a company, ending a project, or wrapping up a contract. It’s a professional way to thank people and close on good terms.

Example (leaving a company):

Subject: Thank you and farewell

Hello Team,

As some of you know, this is my last week at [Company]. I want to thank you for the support and collaboration over the past [X years/months].

Working with you has been a highlight, and I’ve learned so much from each of you.

I’ll be moving on to [new opportunity/general description], but I’d love to stay in touch. You can reach me at [personal email] or on LinkedIn.

Wishing you all continued success.

Warm regards,
[Your Name]

Example (end of project with client):

Subject: Thank you – Project completion

Dear [First Name],

As we wrap up the [Project Name], I want to thank you for your trust and collaboration.

It’s been a pleasure supporting your team, and I hope the results will serve you well.

Should you need further support, I’d be happy to discuss future opportunities.

Best regards,
[Your Name]

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