Table of Contents
1. Thank you email
2. Reminder email
3. Feedback request email
4. Job application email
5. Follow-up email after interview
6. Networking email
7. Request for information email
8. Business proposal email
9. Meeting request email
10. Complaint email
11. Apology email
12. Resignation email
13. Announcement email
14. Invitation email
15. Congratulatory email
Summary
When writing an email to a colleague, have you ever wished that you had professional email examples to guide you? Wish no more, because we’ve compiled 15 valuable samples to help guide your writing.
These samples demonstrate how to keep a refined, work-appropriate style for handling a variety of workplace situations.
We’ll look at a wide range of situations, from thank you notes to polished job applications — and many more. Each sample is like a brushstroke in the bigger picture of your workplace communication. By understanding the structure, content, and tone of messages, you’ll be ready to create well-written emails confidently.
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)
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)
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)
Review our other templates if you need help crafting feedback emails for other scenarios.
4. Job application email
In today’s competitive job market, 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)
5. Follow-up email after 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)
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)
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)
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)
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)
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)
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)
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)
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)
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)
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)
Summary
You’re now equipped with 15 professional email examples to help you craft messages for any professional situation. When crafting your messages, remember that voice and tone are essential.
By leveraging the valuable tips and examples provided, you can create your own emails that pique interest and strengthen your professional relationships.
Source from Omnisend
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