In today’s digital world, email is one of the most important communication tools. Whether you're a student contacting a professor, a job seeker applying for a position, or a business owner communicating with clients, knowing how to write a professional email can directly impact your success.

A poorly written email can:

• Create a bad first impression
• Cause misunderstandings
• Reduce your credibility

A well-written email, on the other hand:

• Shows professionalism
• Builds trust
• Increases response rates
• Strengthens relationships

This guide is template-driven, meaning you won’t just learn the rules—you’ll get ready-to-copy professional email examples for real-life situations.

Basic Rules of Professional Email Writing

Before jumping into templates, let’s quickly cover the golden rules of professional email writing.

1. Use a Clear and Specific Subject Line

Your subject line should clearly state the purpose of your email.

Good examples:

• Application for Marketing Assistant – John Smith
• Meeting Request – Project Update
• Resignation Notice – Effective March 15

Avoid:

• Hi
• Urgent
• Important

2. Always Use a Proper Greeting

Use formal greetings unless you have an established casual relationship.

Professional greetings:

• Dear Mr. Johnson,
• Dear Ms. Smith,
• Dear Hiring Manager,
• Hello Dr. Brown,

Avoid:

• Hey
• Hi buddy
• No greeting at all

3. Keep It Clear and Concise

Professional emails should be:

• Direct
• Structured
• Easy to read

Avoid long paragraphs. Break content into short sections.

4. Maintain a Professional Tone

Avoid:

• Slang
• Emojis
• Text abbreviations (LOL, BTW)
• Overuse of exclamation marks

Use polite language such as:

• Kindly
• Please
• I would appreciate
• Thank you for your time

5. Use a Proper Closing

Professional closings include:

• Sincerely
• Best regards
• Kind regards
• Thank you

Always include your:

• Full name
• Contact number (if necessary)
• Job title (if applicable)

Structure of a Professional Email

Every professional email follows this format:

1. Subject Line
2. Greeting
3. Opening Line
4. Main Purpose
5. Call to Action (if needed)
6. Closing
7. Signature

Now that you understand the structure, let’s move to what you really came for — ready-to-use professional email templates.

Career & Job Email Templates

These templates are ideal for students, fresh graduates, and working professionals.

1. Job Application Email Template

Subject: Application for [Job Title] – [Your Name]

Dear [Hiring Manager’s Name],

I am writing to apply for the [Job Title] position at [Company Name], as advertised. Please find my resume attached for your review.

With my background in [your field/skill], I am confident in my ability to contribute effectively to your team. I would welcome the opportunity to further discuss how my skills align with this role.

Thank you for your time and consideration.

Sincerely,

[Your Full Name]

[Phone Number]

[LinkedIn Profile – optional]

2. Cover Letter Email Template

Subject: Cover Letter Submission – [Job Title]

Dear [Hiring Manager’s Name],

Please find attached my cover letter and resume for the [Job Title] position. I am highly interested in this opportunity and believe my qualifications make me a strong candidate.

I look forward to the possibility of discussing my application further.

Best regards,

[Your Name]

3. Follow-Up Email After Interview

Subject: Thank You – Interview for [Position Name]

Dear [Interviewer’s Name],

Thank you for taking the time to meet with me regarding the [Position Name] role. I truly appreciate the opportunity to learn more about your team and organization.

I remain very interested in the position and look forward to hearing about the next steps.

Kind regards,

[Your Name]

4. Resignation Email Template

Subject: Resignation Notice – [Your Name]

Dear [Manager’s Name],

Please accept this email as formal notice of my resignation from my position at [Company Name], effective [Last Working Day].

I am grateful for the opportunities I have had during my time here and appreciate your guidance and support.

I will ensure a smooth transition during my notice period.

Sincerely,

[Your Name]

Academic Email Templates (For Students of All Ages)

These templates are ideal for school students, college students, adult learners, and anyone in an educational setting.

5. Email to Professor (General Inquiry)

Subject: Question Regarding [Course Name] Assignment

Dear Professor [Last Name],

I hope you are doing well. I am writing to seek clarification regarding the recent assignment for [Course Name].

I would appreciate your guidance on [specific question or issue]. Please let me know if you would prefer to discuss this during office hours.

Thank you for your time and support.

Best regards,

[Your Full Name]

[Course Name / Roll Number]

6. Leave Application Email (Student)

Subject: Leave Request for [Date(s)]

Dear [Teacher’s Name],

I hope this message finds you well. I am writing to inform you that I will be unable to attend classes on [date(s)] due to [reason – illness/family matter/personal reasons].

I kindly request your approval for leave and will ensure that I catch up on any missed work.

Thank you for your understanding.

Sincerely,

[Your Name]

[Class / Section]

7. Request for Recommendation Letter

Subject: Request for Letter of Recommendation

Dear [Professor’s Name],

I hope you are doing well. I am applying for [program/job/scholarship], and I would be honored if you could provide a letter of recommendation on my behalf.

Please let me know if you need any additional information to support my request. The submission deadline is [date].

Thank you very much for your time and consideration.

Kind regards,

[Your Name]



Workplace Email Templates

These templates are suitable for employees, managers, and professionals in any industry.

8. Meeting Request Email

Subject: Meeting Request – [Topic]

Dear [Name],

I hope you are well. I would like to schedule a meeting to discuss [topic]. Please let me know your availability this week.

I look forward to your response.

Best regards,

[Your Name]

9. Project Update Email

Subject: Project Update – [Project Name]

Dear [Manager’s Name],

I would like to provide a brief update on the progress of [Project Name].

• Task 1: Completed
• Task 2: In progress
• Task 3: Pending approval

Please let me know if you require any additional information.

Thank you.

Kind regards,

[Your Name]

10. Sick Leave Email (Employee)

Subject: Sick Leave – [Your Name]

Dear [Manager’s Name],

I am writing to inform you that I am unwell and will not be able to attend work today. I will keep you updated regarding my return.

Thank you for your understanding.

Sincerely,

[Your Name]

11. Request for Deadline Extension

Subject: Request for Extension – [Project/Task Name]

Dear [Name],

I am writing to request a short extension for the [project/task] due on [date]. Due to [brief reason], I would appreciate additional time until [new proposed date].

Please let me know if this is acceptable.

Thank you for your consideration.

Best regards,

[Your Name]

Business & Client Email Templates

These templates are useful for entrepreneurs, freelancers, consultants, and corporate professionals.

12. Proposal Submission Email

Subject: Proposal Submission – [Project Name]

Dear [Client’s Name],

Please find attached the proposal for [Project Name] as discussed. The document outlines the scope, timeline, and pricing details.

I would be happy to answer any questions or make adjustments as needed.

Looking forward to your feedback.

Kind regards,

[Your Name]

[Company Name]

13. Payment Reminder Email (Polite)

Subject: Friendly Reminder – Invoice #[Number]

Dear [Client’s Name],

I hope you are doing well. This is a gentle reminder that Invoice #[Number], dated [Date], is due for payment.

Please let me know if you require any clarification regarding the invoice.

Thank you for your prompt attention.

Best regards,

[Your Name]

14. Complaint Email (Professional Tone)

Subject: Concern Regarding [Product/Service]

Dear [Company Name / Representative],

I am writing to express my concern regarding [brief description of issue]. I would appreciate your assistance in resolving this matter at your earliest convenience.

Please let me know the next steps.

Sincerely,

[Your Name]

General Purpose Professional Email Templates

These are suitable for all age groups and general situations.

15. Thank You Email

Subject: Thank You

Dear [Name],

I would like to sincerely thank you for [reason]. I truly appreciate your support and assistance.

Best regards,

[Your Name]

16. Apology Email

Subject: Apology for [Issue]

Dear [Name],

I would like to apologize for [brief explanation]. Please accept my sincere apologies for any inconvenience caused.

I appreciate your understanding.

Kind regards,

[Your Name]

17. Information Request Email

Subject: Inquiry Regarding [Topic]

Dear [Name],

I am writing to request information about [topic]. I would appreciate any details you can provide.

Thank you in advance for your assistance.

Sincerely,

[Your Name]

Common Mistakes to Avoid in Professional Emails

Even with templates, avoid these mistakes:

• Writing overly long paragraphs
• Sending emotional responses
• Using informal email addresses (coolguy123@email.com)
• Forgetting attachments
• Not proofreading
• Overusing exclamation marks

Professional emails should be clear, calm, and structured.

Pro Tips for Writing Better Professional Emails

To stand out:

• Use simple fonts (Arial, Calibri, 11–12 pt)
• Keep emails under 150–200 words when possible
• Reply within 24 hours
• Avoid colored text
• Always double-check recipient details
• Keep formatting clean and mobile-friendly

Conclusion

Professional email writing is not about using complicated words. It is about clarity, respect, and structure.

Whether you are a student, job seeker, employee, or entrepreneur, these ready-to-use templates give you a strong foundation. Customize them according to your situation and maintain a polite, professional tone.

Save this guide, bookmark it, and use these templates whenever needed.

📌BONUS TEMPLATES (Advanced)

📌BONUS: Career & Job Templates (Advanced)

18. Internship Application Email

Subject: Application for Internship – [Your Name]

Dear [Hiring Manager’s Name],

I am writing to express my interest in the [Internship Position] at [Company Name]. I am currently pursuing [Your Degree/Field] and am eager to gain practical experience in this area.

Please find my resume attached for your review.

Thank you for your consideration.

Sincerely,

[Your Name]

19. Networking Email

Subject: Seeking Career Advice – [Your Name]

Dear [Name],

I hope you are doing well. I came across your profile and was impressed by your experience in [industry/field]. I would greatly appreciate the opportunity to connect and seek your advice regarding career growth in this area.

Thank you for your time.

Best regards,

[Your Name]

20. Referral Request Email

Subject: Referral Request for [Position]

Dear [Name],

I noticed an opening for [Position Name] at your organization. If possible, I would appreciate your consideration for a referral.

Please let me know if you need any additional information from me.

Thank you in advance.

Kind regards,

[Your Name]

21. Offer Acceptance Email

Subject: Acceptance of Job Offer – [Your Name]

Dear [Hiring Manager’s Name],

I am pleased to formally accept the offer for the position of [Job Title] at [Company Name].

Thank you for this opportunity. I look forward to joining the team.

Sincerely,

[Your Name]

22. Offer Rejection Email (Polite)

Subject: Job Offer – [Your Name]

Dear [Hiring Manager’s Name],

Thank you very much for offering me the position of [Job Title]. After careful consideration, I have decided to pursue another opportunity.

I sincerely appreciate your time and consideration.

Best regards,

[Your Name]

📌 Workplace Templates (Advanced)

23. Request for Feedback

Subject: Request for Feedback

Dear [Manager’s Name],

I would appreciate your feedback regarding my recent performance on [project/task]. Your guidance will help me improve and grow professionally.

Thank you for your time.

Best regards,

[Your Name]

24. Work From Home Request

Subject: Request to Work Remotely

Dear [Manager’s Name],

I would like to request permission to work remotely on [date(s)] due to [reason].

Please let me know if this arrangement is acceptable.

Thank you.

Sincerely,

[Your Name]

25. Appreciation Email to Colleague

Subject: Thank You for Your Support

Dear [Colleague’s Name],

I would like to express my appreciation for your assistance on [project/task]. Your support made a significant difference.

Thank you again.

Best regards,

[Your Name]

26. Clarification Email

Subject: Clarification Required – [Topic]

Dear [Name],

I would appreciate clarification regarding [specific issue]. Kindly let me know your thoughts so we can proceed accordingly.

Thank you.

Kind regards,

[Your Name]

27. Task Assignment Email

Subject: Task Assignment – [Project Name]

Dear [Employee’s Name],

Please proceed with [task description] and aim to complete it by [deadline]. Let me know if you need any assistance.

Best regards,

[Your Name]

📌 Business & Client Templates (Advanced)

28. Contract Discussion Email

Subject: Discussion Regarding Contract Terms

Dear [Client’s Name],

I would like to discuss certain terms outlined in the contract to ensure mutual clarity.

Please let me know a suitable time for discussion.

Kind regards,

[Your Name]

29. Price Quotation Email

Subject: Quotation for [Service/Product]

Dear [Client’s Name],

Please find attached the quotation for [service/product]. The pricing details and scope are included in the document.

Let me know if you require further clarification.

Best regards,

[Your Name]

30. Partnership Proposal Email

Subject: Partnership Opportunity

Dear [Name],

I would like to explore a potential partnership opportunity between our organizations. I believe there may be strong synergy between our services.

Looking forward to your thoughts.

Sincerely,

[Your Name]

31. Service Follow-Up Email

Subject: Follow-Up on Recent Service

Dear [Client’s Name],

I wanted to follow up regarding the service provided on [date]. Please let us know if everything met your expectations.

Thank you for your business.

Best regards,

[Your Name]

📌 General Professional Templates (Advanced)

H3: 32. Reminder Email (Polite)

Subject: Gentle Reminder – [Topic]

Dear [Name],

This is a friendly reminder regarding [task/event]. Please let me know if you need any additional information.

Thank you.

Kind regards,

[Your Name]

H3: 33. Event Invitation Email

Subject: Invitation to [Event Name]

Dear [Name],

You are cordially invited to attend [event details]. We would be delighted by your presence.

Please confirm your availability.

Best regards,

[Your Name]

H3: 34. Confirmation Email

Subject: Confirmation of [Meeting/Event]

Dear [Name],

This email confirms our meeting scheduled on [date] at [time].

Please let me know if any adjustments are needed.

Sincerely,

[Your Name]

H3: 35. Introduction Email

Subject: Introduction – [Your Name]

Dear [Name],

I would like to introduce myself as [your role]. I look forward to collaborating with you.

Best regards,

[Your Name]

H3: 36. Document Submission Email

Subject: Submission of Documents – [Purpose]

Dear [Name],

Please find attached the requested documents for your review.

Kindly confirm receipt.

Thank you.

Sincerely,

[Your Name]

Frequently Asked Questions (FAQ) – Professional Email Writing

1. What is the correct format for a professional email?

A professional email should include:

• Clear subject line
• Proper greeting
• Concise message body
• Call to action
• Professional closing
• Signature

2. How long should a professional email be?

Ideally, 100–200 words. Keep it concise and focused on one main purpose.

3. What tone should I use in a professional email?

Use a formal or semi-formal tone depending on the situation. Avoid slang, emojis, and overly casual language.

4. Can I use “Hi” in a professional email?

Yes, in semi-formal situations. For formal communication, use “Dear [Name].”

5. How do I start a professional email?

You can begin with:

• I hope you are doing well.
• I am writing to inform you…
• I would like to request…

6. What should I avoid in professional emails?

Avoid:

• Emotional language
• ALL CAPS
• Informal abbreviations
• Long paragraphs
• Unprofessional email addresses

7. Is it necessary to include a signature?

Yes. Include:

• Full name
• Job title (if applicable)
• Contact details

8. How quickly should I reply to professional emails?

Ideally within 24 hours during working days.