Professional Email Examples: 10 Templates for Everyday Work
Professional and business email examples for common work situations: introductions, meeting requests, updates, apologies, declining requests and more.
4 min read
Quick answer
A professional email has a clear subject line, a polite greeting, a short opening that states your purpose, the key details in short paragraphs or bullets, a clear next step, and a professional sign-off. Aim for under 150 words whenever you can.
Most work emails fall into a handful of situations. Here’s a simple structure plus ten examples you can adapt.
The structure of a professional email
- Subject line: specific and short (“Meeting request: Q4 planning”)
- Greeting: “Hi Maria,” or “Dear Ms. Patel,”
- Opening line: why you’re writing
- Body: the details, in short paragraphs or bullet points
- Next step: what you need and by when
- Sign-off and signature
Professional email examples
1. Introducing yourself
SubjectIntroduction – new account manager
Hi Lena,
I’m Sam Rivera, and I’ll be your new account manager at Northwind from next Monday. I’ve been working closely with Alex, so I’m already familiar with your projects.
Would you have 20 minutes next week for a quick introduction call?
Best regards,
Sam Rivera
2. Requesting a meeting
SubjectMeeting request: Q4 planning
Hi Maria,
Could we meet for 30 minutes next week to plan Q4 priorities? I’m free Tuesday or Thursday afternoon. Let me know what works for you.
Thanks,
Ben
3. Project update
SubjectWebsite project – weekly update
Hi team,
Here’s this week’s update:
- Design: homepage approved
- Development: 70% complete
- Next: content migration starts Monday
We’re still on track for the 15 March launch.
Best,
Priya
4. Asking for information
SubjectQuestion about the onboarding process
Hi David,
Could you tell me which documents new hires need to complete before their first day? I’d like to send them to our two new starters this week.
Thank you,
Jordan
5. Confirming an agreement
SubjectConfirming our agreement – photography services
Hi Mark,
Thanks for the call today. To confirm what we agreed:
- Shoot date: 12 April
- Fee: $1,200
- Delivery: edited photos within 10 working days
Please reply to confirm, and I’ll send the contract.
Best regards,
Chris
6. Apologizing for a mistake
SubjectCorrection to yesterday’s invoice
Hi Lena,
I’m sorry: yesterday’s invoice included the wrong hourly rate. I’ve attached a corrected version with the agreed rate of $75 per hour.
Thank you for your patience, and please let me know if you have any questions.
Kind regards,
Alex
7. Declining a request politely
SubjectRe: Speaking at the June event
Hi Taylor,
Thank you so much for thinking of me. Unfortunately I can’t take on the June event because of an existing commitment.
I’d love to be considered for future events, and I’m happy to suggest a colleague if that would help.
Best regards,
Morgan
8. Delegating a task
SubjectCan you take over the client newsletter?
Hi Ben,
Would you be able to take over the monthly client newsletter from next month? I’ve attached last month’s version and the template.
The next issue goes out on 5 May. Happy to walk you through it on Friday.
Thanks,
Maria
9. Thanking a colleague
SubjectThank you for your help on the launch
Hi Priya,
I wanted to say a big thank you for staying late to fix the checkout bug before the launch. It made a huge difference, and the client noticed.
Much appreciated,
Sam
10. Announcing a change
SubjectNew expense process from 1 May
Hi everyone,
From 1 May, all expenses should be submitted through the new finance app instead of by email. Instructions are attached, and there’s a 15-minute walkthrough on Thursday at 2 PM.
Let me know if you have any questions.
Best,
David
Quick checklist before you send
- Is the subject line specific?
- Can the reader tell what you need in the first two lines?
- Did you check names, dates and attachments?
- Would it still make sense if it were forwarded to someone else?
Frequently asked questions
What makes an email professional?
A clear subject line, a polite greeting, a short and specific message, correct spelling, a clear next step and a professional sign-off.
How long should a professional email be?
As short as possible while including everything the reader needs. For most work emails that’s three to five short paragraphs or fewer.
What is the format of a business email?
Subject line, greeting, opening line, body, closing line, sign-off and signature.