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Mastering the structure of a professional email enhances clarity and confidence in communication, ensuring your message is understood without misunderstandings.
Utilize ready-to-use email templates for various business situations to save time and inspire your writing while ensuring professionalism.
Key components of a professional email include a clear subject line, a positive greeting, concise body content, and a polite closing, all of which contribute to effective communication.
Customizing email examples to fit your tone and audience allows you to tackle any professional communication challenge with ease and style.
Reveal key takeaways
We’ve all been there: staring at a screen, rewriting the same line, and wondering if our message sounds clear or professional enough. Sometimes, all you need is a professional email example to spark an idea.
You can even sift through multiple examples and write your emails using a similar text or combining them.
In this blog post, you’ll find 20 ready-to-use business email examples for almost any situation. Each one is clear and easily adaptable. We’ll show you exactly how to structure your message and avoid common mistakes.
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Professional email format explained
Writing a well-structured email is an important skill, no matter your job or industry. When you know how to format a professional email, you can communicate with confidence and avoid misunderstandings.
Let’s begin with a simple breakdown of the key parts of a professional email:
- Subject line: Your subject line should tell the reader precisely what the email is about in one concise sentence. It helps them understand the purpose of your message before opening it. See this example from Tillamook:
- Greeting: The goal of the greeting is to begin the email on a positive and professional note. You can use the person’s name if you know it, or simply use a general greeting, such as the one shown in the example below by Buffer:
- Opening sentence: This is important as it sets the direction for your email. Start with a friendly tone, but be straight to the point. Avoid lengthy introductions or unnecessary details. Take a look at this example of a concise opening sentence by Expedia:
- Body copy: The email body is where you share your main message. It’s essential to keep your sentences short and direct so they’re easy to read. Focus on one main idea per paragraph. If you have several points to make, you can use bullet lists to highlight them, just like this email by Mailchimp:
- Closing line: This section wraps up your message and guides the reader on what to do next. It can be a thank-you note, a CTA, or a simple reminder. Take a look at this email closing line by Loom:
- Signoff: A signoff is a short phrase that signals the end of the email. Choose one that matches the tone of your email. Keep it simple and professional so the transition to your signature feels natural. For example, Kahoot! uses a simple signoff of ‘All the best’:
- Email signature: This provides key details about who you are and how to contact you. You can include your name, logo, company, and social media links, such as the example below:
20 Professional email examples you can copy
You can write your next email inspired by some professional email writing examples for different business situations. Here are some of them that we’ll cover:
- Thank-you email
- Reminder email
- Feedback request email
- Job application email
- Follow-up email after an interview
- Networking email
- Request for information email
- Business proposal email
- Meeting request email
- Complaint email
- Apology email
- Resignation email
- Announcement email
- Invitation email
- Congratulatory email
- Project update email
- Introduction email
- Reference request email
- Payment request email
- Out-of-office email
1. Thank-you email
A well-crafted thank you message shows appreciation for someone’s effort, help, or kindness. It’s a small gesture with a big impact on professional relationships.
Professional email format example:
Subject: Thank you for (Specific action or assistance)
Dear (Name),
I wanted to thank you for (Specific action or assistance).
Your time and effort in helping me were greatly appreciated. Your support enabled me to (accomplish X or overcome Y), which has been invaluable. Your willingness to assist exemplifies the collaborative spirit of our team.
Thank you again. I look forward to working together again in the future.
Best,
(Your name)
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We have more thank you email templates to help you craft the perfect thank you message.
2. Reminder email
A reminder email is a great way to remind someone of an upcoming event or meeting.
Example of a professional email:
Subject: Reminder: (Event name) – (Date) (Time)
(Recipient’s name),
I’m sending a quick note to remind you about our (Event type) this (Day), (Date) at (Time) in the (Location). We’ll be discussing (Topic 1) and (Topic 2).
Please remember to bring (Required items). If you have any questions since our last meeting, this is a great opportunity to address them.
I’m looking forward to seeing you there and hearing your ideas. Together, we can (Goal or outcome).
Thank you for being an important part of the team. See you on (Day)!
(Your name)
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Check out our other reminder email templates for inspiration.
3. Feedback request email
A compelling feedback request message is essential for gathering valuable insights from your audience about your product, service, or event.
Example of how to write a professional email requesting feedback:
Subject: Your Thoughts Matter Most: Tell Us About (Event Name)
(Recipient Name),
We appreciate you attending our virtual event, “(Event Name).” We hope what we discussed made you ready to take on (Specific Topic) with the new information you learned.
We always want to make these events better and more helpful, and your input shows us the way. Can you please fill out this quick survey?
(Survey Link)
Your honest opinions mean a lot to us. They help us plan sessions that give our audience the most useful material.
To ensure we can incorporate your feedback into our future planning, please submit your survey response by (Deadline Date).
We know your time is valuable, and we appreciate your sharing it. Every response matters.
With sincere gratitude, (Your Name/Team Name)
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Review our other templates if you need help crafting feedback emails for other scenarios.
4. Job application email
A quality job application email is crucial for demonstrating your interest in an open position and showcasing your qualifications and expertise to employers.
Professional email example:
Subject: (Job Title) Application – (Your Name)
Dear (Recipient’s Title),
I would like to apply for your open (Job Title) position at (Company Name). With my strong (Skill 1), (Skill 2), and (Skill 3), I would be an excellent fit for your team.
In my current role at (Current Company), I’ve (Achievement 1), resulting in (Specific Result). My strengths include (Strength 1), (Strength 2), and (Strength 3).
I am confident that my skills and passion for (Relevant Field) align perfectly with (Company Name)’s mission to (Company Goal/Mission). I’m eager to contribute my expertise to help (Specific Company Objective).
I have attached my resume and (Additional Documents). I would welcome the opportunity to discuss how my qualifications make me an ideal candidate for this role.
Thank you for considering my application. I’m excited about possibly joining your team and contributing to (Company Name)’s success.
Best regards,
(Your Name)
(Your Contact Information)
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5. Follow-up email after an interview
Sending a thoughtful post-interview follow-up communication is a valuable opportunity to reinforce your interest in the position, highlight your most relevant qualifications, and express your appreciation for the interviewer’s time and consideration.
Example of professional email:
Subject: Thank You – (Position) Interview
Dear (Interviewer’s Name),
Thank you for meeting with me (Date) to discuss the (Position) at (Company Name). Our conversation made me even more enthusiastic about the role. It demonstrated that my skills align perfectly with your requirements.
I particularly enjoyed discussing (Specific Topic). My experience with (Relevant Skill/Achievement) would allow me to make a significant impact on your (Department/Team) efforts.
Thank you again for considering me for the position and for the insightful discussion. Please let me know if you need any additional information. I look forward to hearing about the next steps in the process.
Best regards,
(Your Name)
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Review our other follow-up email templates to help guide your own post-interview messages.
6. Networking email
Networking emails are important to creating professional connections and finding career opportunities.
Example of how to write a professional email:
Subject: Connecting – New Marketing Person
Dear (Recipient’s name),
I hope you’re having a pleasant day. I’m (Your name), a recent graduate with a marketing degree from (University name). While researching accomplished professionals in the field, I came across your impressive profile on (Platform name), which showcased your remarkable achievements.
As someone ready to start my marketing career, I would like to talk to you and hear about your professional journey. Do you have time to share tips for someone just starting in this engaging area?
I know your schedule is important, and I would be very grateful for any thoughts you’re okay with sharing. Your insights are invaluable.
All the best,
(Your name)
(Your contact information)
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7. Request for information email
A request for information (RFI) email is a formal inquiry directed to an organization or individual to obtain specific details regarding a product, service, or opportunity.
Professional business email example:
Subject: Request for Information: (Event name) Planning Services
Dear (Recipient’s name),
I am writing to request details about your event planning services. Our organization, (Organization name), seeks a trusted and skilled partner to assist in planning our (Event type). It will be a significant event for our industry, and we want to ensure all details are carefully considered.
To help us determine if your company is the right fit for the project, we would be grateful if you could provide us with the following details:
(List of specific information requests)
Please send the requested information by (Deadline date). We appreciate your time and expertise. We eagerly anticipate learning more about your event planning capabilities and how they align with our objectives for this momentous occasion.
Thank you for your assistance and consideration. We value your expertise and look forward to your response.
Best wishes,
(Your name)
(Your job title)
(Your contact information)
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8. Business proposal email
A business proposal email communicates an opportunity and persuades the recipient to take action.
Business email example:
Subject: New Idea: Innovative Strategies to Boost (Company name)’s Sales Performance
Dear (Client name),
I work at (Your agency name). We have developed a customized plan for (Company name) to drive its growth. Our team has meticulously analyzed your current sales strategies and identified areas where we could significantly boost the company’s sales performance.
I have outlined our proposed solutions in the attached document for your review. Can we discuss these ideas further? I’m happy to answer any questions.
Thank you,
(Your name)
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9. Meeting request email
Coordinating schedules and gathering key stakeholders is the objective of a well-crafted meeting request email.
Professional email example:
Subject: (Project name) Progress Meeting
Hi (Recipient’s name),
I’m requesting a (Meeting duration) meeting to update you on the project’s progress. Can we meet (Proposed day) at (Proposed time), or would a different time work better for your schedule? I value your perspective.
Thank you for considering this request. I’m pleased to discuss our next steps and keep the initiative advancing as a team.
Best,
(Your name)
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10. Complaint email
A tactfully written complaint email can address grievances and seek resolution when a product or service fails to meet expectations.
Professional email format example:
Subject: Dissatisfaction with Order (Order number)
Dear Customer Service Team,
I am writing to express my dissatisfaction with the product I received from your company. The item from Order (Order number) arrived defective and failed to perform as advertised. I have attached photographs documenting the issue. This is unacceptable.
I request a (Desired resolution) (e.g., full refund or expedited replacement). Please advise on the necessary steps to resolve this promptly. I anticipate a timely response and appropriate actions to ensure customer satisfaction.
Thank you for your attention to this matter.
Sincerely,
(Your name)
(Your contact information)
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11. Apology email
Expressing sincere remorse is the hallmark of an effective apology email. It assumes full responsibility for an oversight, error, or transgression that has caused harm to the recipient.
Example of professional email:
Subject: Our Sincere Apologies for the Delayed Delivery
Dear (Customer name),
We are deeply sorry for the delay in the delivery of your order (Order number). This has undoubtedly caused you inconvenience and frustration. The responsibility lies entirely with us. Please accept our apologies.
Our team experienced (Specific issue), resulting in the delayed shipment. We are working diligently to rectify this issue and implement measures to prevent future occurrences and ensure timely delivery.
As a token of our appreciation for your patience and understanding, please enjoy a (Discount percentage) discount on your next purchase using the code (Discount code) at checkout.
Thank you for your continued loyalty and trust in our company. We truly value your business and aim to provide you with the exceptional service you deserve consistently.
With sincere apologies,
(Your name)
(Your position)
(Company name)
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We have more apology email templates to help you craft the perfect message to begin to repair your customer relationships.
12. Resignation email
A resignation is a professional communication that informs an employer that the sender has decided to move on from their position.
Business email example:
Subject: Resignation – (Your name)
Dear (Manager’s name),
This letter serves as formal notice that I am resigning from my position as (Job title) at (Company name). My last day will be (Last day date), two weeks from today.
I have accepted a new opportunity that aligns more closely with my personal aspirations and growth trajectory. While I’m excited about this new chapter, I’m also grateful for the experiences and relationships I’ve gained here. Your guidance and support have been instrumental in my professional development.
Please advise me on the best way to transition my responsibilities to ensure a smooth handover. I’m happy to assist in training my replacement if needed. I also want to complete any ongoing projects or tasks before my departure to minimize disruption.
Thank you for your mentorship and the opportunities you’ve provided during my time here. I wish the company and my colleagues continued success. I hope to stay in touch, and perhaps our paths will cross again in the future.
Sincerely,
(Your name)
(Your contact information)
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13. Announcement email
Announcement emails share news, product updates, and events with customers, employees, and other stakeholders.
Professional email example:
Subject: Significant News: Our (Product Name) is Launching
Dear (Company Name) Team,
With great enthusiasm, we announce our new product, (Product Name), set to revolutionize the market on (Launch Date). This remarkable solution will transform how our customers (Key Benefit), opening up new possibilities.
Key Features of (Product Name): (Feature 1) (Feature 2) (Feature 3)
Our dedicated (Department Name) team has invested (Time Period) to bring this innovation to life. Their expertise and commitment have made this launch possible.
To share more details and answer questions, we’re hosting an important meeting on (Meeting Date) at (Meeting Time). Please save the date and join us for this event.
If you have any thoughts or need more information, please contact (Contact Person) at (Email Address).
Let’s celebrate this significant milestone together and make our new offering a resounding success!
Best regards,
(Your Name)
(Your Title)
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Are you looking for more announcement email templates?
14. Invitation email
An invitation email asks someone to come to an event.
Example of how to write a professional email:
Subject: You’re Invited: (Event name)
Dear (Recipient’s name),
Greetings! (Organization name) is excited to invite you to our (Event name) on (Date) at (Time) at (Venue). An unforgettable evening awaits.
Imagine this: (Brief description of event highlights). Our team would be delighted if you could join us.
Please RSVP by (RSVP deadline). You can reply to this message or contact our event planner, (Planner’s name), at (Phone number). RSVP today.
Thank you for considering our invitation. We sincerely hope to spend this wonderful evening with you.
Best wishes,
(Your name)
(Your title)
(Organization name)
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We can help you create the perfect invitation email with our selection of templates.
15. Congratulatory email
A congratulatory email celebrates someone’s big wins, victories, or important steps.
Example of professional email:
Subject line: Hooray for your promotion!
Dear (Recipient’s name),
I was thrilled to learn you got promoted to (New job title). It reflects how much effort you put in, how well you work, and your expertise in (Field of expertise). You’ve earned this!
Your (Specific skill 1) and (Specific skill 2) have driven (Company name)’s growth over the past (Time period).
This milestone marks the start of numerous wins in your career. Your (Positive trait 1) and (Positive trait 2) will take you far as you start this new part of your role.
Once again, congrats on doing such a great job! Keep up the momentum.
Your (Relationship),
(Your full name)
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16. Project update email
A project update email is a formal email example that helps you keep stakeholders informed about progress, challenges, and next steps.
An example of how to write a professional email:
Subject: Project update – (Project name)
Dear (Recipient’s name),
I’m writing to share an important update on the (Project name) and outline the progress our team has made over the past (time period). We’ve been working diligently to achieve the project milestones, and I’m pleased to report encouraging developments.
Here’s a quick summary of the current status:
- (Key update 1)
- (Key update 2)
- (Key update 3)
The next steps include (Step 1) and (Step 2). If any adjustments are needed, I will communicate them to keep everything transparent and on track.
Please let me know if you have questions or would like us to walk through these updates in more detail.
Best regards,
(Your name)
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17. Introduction email
This example of a business email helps you professionally present yourself to a new client, colleague, or contact.
Short business email example:
Subject: Hi [Name], excited to introduce myself
I wanted to break the ice and introduce myself as the new (Your job title) at (Company name). I’m excited to join the team and begin supporting our shared goals and upcoming initiatives.
Over the next few weeks, I’ll be focused on understanding our current priorities, connecting with team members, and becoming familiar with our ongoing tasks.
If you have any immediate insights or suggestions that could help me get up to speed faster, I’d truly appreciate your guidance.
Thank you for welcoming me into the team. I look forward to working with you and building a positive, productive professional relationship.
Best regards,
(Name)
(Title)
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18. Reference request email
You send a reference request email when you want to politely ask someone to serve as a reference to support your application.
Example of a professional email:
Subject: Request for professional reference
Dear (Recipient’s name),
I’m hoping you might be willing to provide a professional reference for me as I apply for the (Position name) role at (Company name).
Your insight into my work would be incredibly valuable in helping the hiring team understand my strengths.
If you’re comfortable with this request, the company may contact you regarding my experience, accomplishments, and qualifications. I can provide my updated resume or any other details you might need.
Thank you again for your support and mentorship. Please let me know if you’re able to assist.
Sincerely,
(Your name)
(Your contact information)
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19. Payment request email
A payment request email reminds a client or customer about an outstanding balance in a polite, professional way.
Professional email example:
Subject: Payment request – Invoice (Invoice number)
Hi (Recipient’s name),
I’m reaching out regarding Invoice (Invoice number) for (Product/service), which was due on (Due date). As of today, the payment appears to still be outstanding, so I wanted to send a friendly reminder.
To make the process easy, here are the invoice details:
- Amount due: (Amount)
- Due date: (Date)
- Invoice link/attachment: (Link or file)
If you’ve already processed the payment, please feel free to disregard this message. However, if you need clarification on the charges, I’m more than happy to help.
We appreciate your business and value our working relationship.
Warm regards,
(Your name)
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20. Out-of-office email
An out-of-office email is an automatic response letting people know you’re unavailable and when they can expect a reply.
Professional email example:
Subject: Out of office – Returning (Date)
Hello,
Thank you for your message. I’m currently out of the office and will be unavailable until (Return date). During this time, I will have limited or no access to email, so my response may be delayed.
If your matter is urgent, please contact (Alternate contact name) at (Email address) or (Phone number). They will be happy to assist you while I’m away.
For non-urgent inquiries, I will respond as soon as possible after my return. I appreciate your patience and look forward to reconnecting once I’m back in the office.
Kind regards,
(Your name)
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Ready to write professional emails with confidence?
With these professional business email examples, you can craft polished emails that get timely replies.
You no longer need to struggle with what to say or how to communicate via email. Each template gives you a starting point, so you can adapt it to your own tone, situation, and audience.
By practicing and customizing these professional email examples, you can tackle any professional communication challenge with ease.
Get started with Omnisend today and drive sales on autopilot with pre-built automation workflows
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