How To Write Professional Emails (With Templates)

By Indeed Editorial Team

Updated February 22, 2021 | Published February 4, 2020

Updated February 22, 2021

Published February 4, 2020

Professional emails offer an efficient way to handle important communications in the workplace. You might write an email to follow-up after an interview, respond to a job offer or connect with clients. Understanding how to draft professional emails allows you to confidently write competent and effective messages. In this article, we provide templates for several common professional emails.

What is a professional email?

A professional email is any communication that you make either as an employee or a prospective employee of a company. These letters should have a standard format and a professional tone. The use of industry jargon is acceptable when you're writing to someone who is also familiar with these terms and phrases. Focus on using clear, concise language for professional emails as the recipient often has several communications to work through each day. Professional emails are brief and efficient, keeping both parties on task.

How to write a professional email

Understanding how to write a professional email will help you draft effective communications for any workplace need. Follow these steps to create a professional email for work purposes:

  1. Create an informative subject line.

  2. Provide a polite greeting.

  3. Address the point immediately.

  4. Include a clear call to action.

  5. Close with your contact information.

1. Create an informative subject line

The subject line lets your recipient know what to expect and often helps them prioritize the emails in their inbox. Keep the subject line concise so it's easily visible.

2. Provide a polite greeting

You can begin most professional emails with "Dear" or "Hello." If you are writing to a colleague that you're close to, you may simply include their first name in the greeting.

Read More: 20 Ways to Start an Email

3. Address the point immediately

State the purpose of the email immediately. Honor the recipient's time and detail the necessary information as briefly as possible. Use a bulleted or numbered list to help organize the information if there are several points to address.

4. Include a clear call to action

If you need the recipient to do something in response to your email, specify what this is. Include details on how the recipient should respond if you're expecting a reply. Let them know if there's a deadline they should be aware of.

5. Close with your contact information

Conclude the letter with your name and title as well as your contact information. This should include your phone number at a minimum. You may also provide your address, particularly if the recipient may need to send you physical documents or products.

Read More: How To End an Email

Professional email templates

Below you'll find several common professional email templates:

Thank-you email after an interview

Dear [Name],

Thank you for meeting with me today to discuss the [job title] position at [company]. It was a pleasure to meet you, and I enjoyed discussing [reference to interview conversation]. I'm excited about the opportunity to lend my skills and [industry or education] experience to the [department] team, as I believe I could be a valuable asset in your [project] work.

I look forward to hearing from you soon. Please let me know if you need any additional information.

Best regards,

[Name]

Interview follow-up email

Hello [Name],

I interviewed for the [job title] position at [company] on [date] and wanted to check in with you on the current status for this job. I'm excited about the opportunity to work with the [department] team and help with [tasks you're experienced in, IE building your client base, creating new marketing campaigns].

Please let me know if there's any additional information that I can provide to assist in the hiring process. I look forward to hearing from you.

Sincerely,

[Name]

Read More: Follow-Up Email Examples For After the Interview

Professional email requesting clarification

Hello [Name],

Thank you for taking the time to reach out to me about [topic]. Could you please provide me with some additional information so I can better understand your request? I'd like to assist you as quickly as possible. If you could please detail the three most important points that you need my help with, that would help speed up the process.

Once I have this clarification, I'll be able to assist you more effectively.

Thank you,

[Name]

Email declining a job offer

Dear [Name],

Thank you for offering me the position of [job title] with [Company]. I appreciate you taking the time to consider me for this job. After careful consideration, I've realized that this is not the best fit for my goals at this time. I've decided to [accept another position, stay at a current position, seek another job or take a different course of action].

Thank you again for your time and support. I wish you the best in finding the right employee for this position.

Regards,

[Name]

Email requesting an introduction

Hello [Name],

I've been [goal, i.e. seeking a new job, looking for new clients] and noticed that you [specify connection, i.e. have worked with, wrote a paper with] [target's name]. I was hoping that you could introduce me so that I can [goal]. I've provided a sample introduction with some detail on the project that I'm working on below, but please feel free to customize this yourself. Don't hesitate to let me know if I can provide any additional information.

I hope you're doing well and look forward to catching up with you more soon. Thank you for any assistance that you can provide.

Best,

[Name]

Email making a professional introduction

Hi [Name],

I'd like to introduce you to [Name]. He is a [job title] with [Company] looking to connect with [need, i.e. suppliers who can meet the company's growing needs, researchers in the industry, experienced freelancers for a new project]. I think you might be a good fit for this project and wanted to help you connect with one another.

I've copied [Name] on this email so he can tell you more about the [opportunity] himself. [Name] is [relationship, i.e. a former employee of mine, a fellow graduate, a contractor I've worked with] and I recommend him highly for [type of work]. I hope that this is the beginning of a profitable relationship for you both.

Sincerely,

[Name]

Email requesting a client recommendation

Hi [Name],

Thank you so much for your kind words regarding the [project] we completed for you last month. If you don't mind, I'd like to quote your message in the testimonials section of our website. Please let me know if you're comfortable with that. If not, that's fine. No pressure!

I also wanted to let you know that we have [number] openings over the next three months for new clients. I love working with customers like you who are excited about [goals]. If you know anyone who might benefit from our services, please feel free to send them my way.

You can give them the following contact information so they can get in touch with me personally. My direct phone number is [number] and my email address is [address]. I'm able to offer a 10% discount to new clients who sign up over the next three months. You will get 10% off your next service for referring clients who purchase at least [amount]. Additional information about our current promotions is available at [link].

Thank you!

Best,

[Name]

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