Email templates

Subject: [Outcome] — [Topic]

Hello [Name],

I’m writing about [topic] regarding [context].

• [Key detail 1]
• [Key detail 2]

Could you [ask] by [deadline]?

Thanks,
[Your Name]

Subject: Meeting request — [Topic]

Hi [Name],

Could we schedule 20 minutes to discuss [topic]?

I’m available:
• [Option 1]
• [Option 2]
• [Option 3]

Regards,
[Your Name]

Subject: Application — [Role], [Your Name]

Hello [Name],

I’m applying for the [Role] position. My background includes:
• [Achievement]
• [Achievement]
• [Skill]

I’ve attached my resume and would welcome a discussion.

Thanks,
[Your Name]

Subject: Leave request — [dates]

Hi [Manager Name],

I would like to request leave from [start] to [end] due to [brief reason].

I will hand over [items] to [name] and complete urgent tasks before I go.

Please approve when convenient.

Regards,
[Your Name]

Subject: Thank you — [Role] interview

Hello [Name],

Thank you for your time today to discuss the [Role] position. I enjoyed learning more about:
• [Team/project mentioned]
• [Challenge/goal mentioned]

Based on our conversation, I’m confident I can help with:
• [Relevant strength 1] → [Impact]
• [Relevant strength 2] → [Impact]

If helpful, I can share [portfolio/work sample] related to [topic].

Thanks again,
[Your Name]
[Phone] | [LinkedIn/Website]

Subject: Following up — [Role] interview

Hi [Name],

I hope you’re doing well. I’m following up on the [Role] interview from [date].

I’m still very interested in the role and wanted to share one quick idea related to [topic]:
• [Short insight or suggestion tied to their challenge]

If there’s an updated timeline, I’d appreciate it. I’m happy to provide anything else you need.

Best regards,
[Your Name]

Subject: Follow up — [Role] application

Hello [Name],

I applied for the [Role] position on [date] and wanted to follow up.

My experience aligns closely with what you’re looking for, especially:
• [Result/metric] achieved at [company/project]
• [Skill] used to deliver [outcome]

If you’re able to share next steps or timing, I’d appreciate it. I’m happy to send additional details.

Thanks,
[Your Name]

Subject: Quick question about [team/company] — [Your Name]

Hi [Name],

I’m [Your Name], a [role] with experience in [focus]. I’m reaching out because I’m interested in [company/team] and the work on [specific area].

A couple of relevant highlights:
• [Achievement] (result: [metric])
• [Achievement] (scope: [scale])

If you’re the right person, would you be open to a quick 10–15 minute chat? If not, could you point me to who I should contact?

Thank you,
[Your Name]
[Link]

Subject: Could I ask for your advice on [topic]?

Hello [Name],

I found your work through [source] and really liked your perspective on [specific thing].

I’m currently [your context] and I’m trying to learn more about:
• [Question 1]
• [Question 2]

Would you be open to a short 15-minute call next week? If easier, I can send questions by email.

Thanks for considering,
[Your Name]

Subject: Referral request — [Role] at [Company]

Hi [Name],

I hope you’re doing well. I’m applying for the [Role] position at [Company] and noticed you’re connected to the team.

If you’re comfortable, would you be willing to refer me? Here’s a short blurb you can forward:

— START —
[Your Name] is a [role] with experience in [area]. Key strengths:
• [Strength 1] (example: [result])
• [Strength 2] (example: [result])
Interested in [role] because [reason].
— END —

No worries at all if it’s not a fit. Thank you either way.

Best,
[Your Name]

Subject: Intro — [Person A] ↔ [Person B]

Hi [Person A] and [Person B],

Hope you’re both doing well. I’m introducing you because:
• [Person A] is looking for [need]
• [Person B] has experience in [relevant expertise]

[Person A], quick context: [1–2 lines].
[Person B], quick context: [1–2 lines].

I’ll let you take it from here. Happy to help if needed.

Best,
[Your Name]

Subject: Recap + next steps — [Meeting topic]

Hi all,

Thanks for the discussion today. Here’s a quick recap.

Decisions
• [Decision 1]
• [Decision 2]

Action items
• [Owner] — [Task] — Due: [date]
• [Owner] — [Task] — Due: [date]
• [Owner] — [Task] — Due: [date]

Open questions
• [Question] (owner: [name])

If I missed anything, reply and I’ll update.

Regards,
[Your Name]

Subject: Reschedule — [Topic] meeting

Hi [Name],

Sorry, I need to reschedule our meeting on [date/time] due to [brief reason].

Could we move it to one of these times?
• [Option 1]
• [Option 2]
• [Option 3]

If none work, share a window and I’ll adjust.

Thanks,
[Your Name]

Subject: Re: [Topic]

Hi [Name],

Thanks for reaching out. I won’t be able to [accept/attend/help] with [request] at this time due to [brief reason].

If helpful, here are alternatives:
• [Option 1]
• [Option 2]

Appreciate your understanding.

Best,
[Your Name]

Subject: Approval needed — [Document/Project] by [date]

Hi [Name],

Could you please review and approve [item] by [deadline]?

Summary
• Goal: [goal]
• Key changes: [change 1], [change 2]
• Impact: [what changes for users/team]

Links/attachments
• [Link 1]
• [Link 2]

If you’d like, I can walk you through it in 10 minutes.

Thanks,
[Your Name]

Subject: Apology — [Issue]

Hi [Name],

I’m sorry for [what happened]. This was my mistake, and I understand the impact: [impact].

Here’s what I’m doing now:
• Immediate fix: [action] by [time]
• Short-term: [action] by [time]
• Prevention: [process change] starting [date]

If there’s anything else you need from me, please tell me directly. I appreciate your patience.

Sincerely,
[Your Name]

Subject: Update — [Project/Task] timeline

Hi [Name],

Quick update on [project/task]. We’re currently tracking behind the original timeline due to [brief cause].

Current status
• Completed: [done item]
• In progress: [in-progress item]
• Blocked by: [blocker], resolving by [date]

Revised timeline
• Next milestone: [milestone] — [date]
• Final delivery: [date]

Please confirm if this timeline works, or if you prefer we adjust scope to hit the original date.

Thanks,
[Your Name]

Subject: Request: [documents/info] for [project]

Hi [Name],

To move forward with [project], could you share the following by [deadline]?

Needed items
• [Document/data 1] (format: [PDF/Sheet/link])
• [Document/data 2] (format: [format])
• [Detail 3] (example: [example])

Notes
• Please ensure [requirement]
• If any item is unavailable, a best estimate is fine

Thanks,
[Your Name]

Subject: Feedback request — [Draft/Project]

Hi [Name],

Could you share feedback on [item] by [date]?

Context
• Goal: [goal]
• Audience: [who]
• Decision needed: [what decision]

Questions (pick any)
• Does the main message feel clear?
• Is anything missing or unnecessary?
• What would you change first?

Link: [link]

Thanks,
[Your Name]

Subject: Weekly update — [Project] ([Date range])

Hi team,

Wins this week
• [Win 1]
• [Win 2]

In progress
• [Item] (ETA: [date])
• [Item] (ETA: [date])

Risks / blockers
• [Risk] (impact: [impact], plan: [plan])

Asks
• [Ask 1] by [date]
• [Ask 2] by [date]

Next week
• [Next item 1]
• [Next item 2]

Thanks,
[Your Name]

Subject: Escalation: decision needed on [Issue] by [date]

Hi [Name],

I’m escalating an issue affecting [project/team]: [issue in 1 line].

Impact
• [Impact 1]
• [Impact 2]
• If unresolved by [date], we risk [risk]

Options
• Option A: [option] (pros: [pros], tradeoff: [tradeoff])
• Option B: [option] (pros: [pros], tradeoff: [tradeoff])

Recommendation: [your recommendation].

Please confirm which option we should proceed with by [deadline].

Regards,
[Your Name]

Subject: Complaint — [Issue] on [date]

Hello [Company/Name],

I’m writing to raise a complaint about [issue]. Here are the details:

Order/account details
• Reference: [number]
• Date: [date]
• Product/service: [name]

What happened
• [Timeline point 1]
• [Timeline point 2]
• [Timeline point 3]

Expected resolution
• I would like [refund/replacement/correction] by [date]
• Please confirm next steps and who is handling this

Thank you,
[Your Name]
[Phone/Email]

Subject: Reference request — [Role/Program] application

Hi [Name],

I hope you’re doing well. I’m applying for [role/program] and would be grateful if you could provide a reference.

Key points that may help (use any you like):
• Our work together: [context]
• Strength 1: [example/result]
• Strength 2: [example/result]
• Strength 3: [example/result]

Timeline
• Submission deadline: [date]
• Link/instructions: [link]
• Any form requirements: [details]

No worries if your schedule is tight—I completely understand.

Thank you,
[Your Name]

Subject: Accepting offer — [Role], [Your Name]

Hello [Name],

I’m happy to accept the offer for the [Role] position at [Company]. Thank you for the opportunity.

To confirm:
• Start date: [date]
• Compensation: [details]
• Location/work arrangement: [details]

Please let me know the next steps (paperwork, onboarding, or anything to prepare).

Excited to join the team.

Best regards,
[Your Name]

Subject: Offer discussion — [Role], [Your Name]

Hello [Name],

Thank you again for the offer for the [Role] position. I’m excited about the opportunity and the team.

Before I sign, I’d like to discuss the compensation. Based on:
• [Market data / range]
• [Your relevant experience and results]
• [Scope of responsibilities discussed]

Would you be able to adjust the offer to [target number/range]?

I’m confident we can find a number that works for both sides. Happy to discuss on a quick call.

Thanks,
[Your Name]

Subject: Resignation — [Your Name]

Hi [Manager Name],

Please accept this email as formal notice of my resignation from [Company]. My last working day will be [date] (two weeks from today).

I’m grateful for the opportunities and support during my time here. I will do everything I can to ensure a smooth transition, including:
• Documenting key processes
• Handing over current tasks
• Supporting knowledge transfer

Thank you,
[Your Name]

Subject: Sick leave — today

Hi [Manager Name],

I’m not feeling well today and will need to take sick leave.

I’ve updated:
• [Calendar/Status] to [value]
• [Task] — [handover plan or status]
• [Urgent contact] — [name]

I’ll check messages briefly at [time], but may be offline otherwise.

Thanks,
[Your Name]

Subject: Quick call about [Topic]?

Hi [Name],

Could we jump on a quick [10/15/20]-minute call to discuss [topic]?

Goal for the call:
• [Goal 1]
• [Goal 2]

I’m free:
• [Time option 1]
• [Time option 2]

If easier, tell me your preferred times and I’ll send an invite.

Thanks,
[Your Name]

Subject: Kickoff — [Project name] (next steps)

Hi team,

Excited to kick off [Project]. Here’s the plan and what we need to get started.

Goals
• [Goal 1]
• [Goal 2]

Scope
• In: [included]
• Out: [excluded]

Roles
• Owner: [name]
• Contributors: [names]
• Approver: [name]

Milestones
• [Milestone 1] — [date]
• [Milestone 2] — [date]
• Launch/finish — [date]

Comms
• Updates: [cadence] via [channel]
• Decisions: [where/how tracked]

First actions
• [Owner] — [task] — [date]
• [Owner] — [task] — [date]

Thanks,
[Your Name]

Subject: Thank you — [Topic]

Hi [Name],

Thank you for your help with [topic]. I really appreciated:
• [Specific advice or action]
• [Specific insight]

My next steps:
• [Step 1]
• [Step 2]

If I can return the favor, please let me know.

Best,
[Your Name]

Subject: Clarification needed — [Task/Project]

Hi [Name],

To make sure I deliver what you need for [task], could I confirm a few details?

• Priority: [what matters most]
• Audience: [who is this for]
• Format: [doc/slides/email] and length: [length]
• Deadline: [date/time]
• Success criteria: [what good looks like]

If you prefer, I can propose a draft direction and you can confirm.

Thanks,
[Your Name]

Subject: Collaboration idea — [Topic]

Hi [Name],

I’m reaching out with a collaboration idea related to [topic]. I think there’s a strong fit because:
• Your work: [what you noticed]
• My focus: [your relevant experience]

Proposal
• What we could create/do: [idea]
• Outcome: [benefit for them]
• Effort: [time/inputs]

If you’re open, I’d love to share a 1-page outline and get your thoughts. Would [two time options] work?

Thanks,
[Your Name]