Sometimes when you’re putting together a message, you just want a second opinion – someone to reassure you that what you’re saying makes sense and that the tone is on point for the information you’re sharing.
Follow these 10 professional email templates for success to help you write confident, effective professional emails.
1. Thank you/appreciation after a meeting
I really enjoyed our [conversation/meeting] today. I appreciate you taking the time to connect and share information about [meeting topic].
Following up on our conversation, I found this article that I thought might interest you [insert link]. Thanks again for your time, and let’s plan to stay in touch.
I received your name from my [friend/colleague/former colleague], [insert name]. [He/she] told me about some of the initiatives you’ve put into place at [company name].
I’m really interested in learning more about your successes, and would also be happy to share information about [area of expertise].
Would you like to meet for coffee sometime soon and discuss? Looking forward to connecting.
3. Cover letter
Dear [hiring manager name],
When I saw the [position] job posted on [company]’s website, I immediately thought my skills in [relevant area] would make me a great fit for the position.
I have X years of experience in [this area] and my background includes [skills that are relevant to the role – customer service, marketing, data analysis, etc.]. In my previous roles, I was also recognized for [skill/honor/award].
I believe I could bring all these skills and more to the role at [company]. In addition, I know I can contribute through my communication and problem-solving skills.
I’m very interested in talking with you further about this position. I’m attaching my resume here, and if you’d like to connect, I am available at [phone number] or [email address].
I look forward to talking with you soon, and I appreciate your time and consideration.
I was delighted to hear about your recent [success, promotion, new role, etc.]. I know it was well-deserved and am sure you’re very pleased with the new opportunities available to you.
I really admire your [skill/virtue that you admire] and expect to hear more great things about you in the future.
5. Asking for reference
I’m writing to ask for your help with a reference for [job interview, law school admission, etc.]. I have great memories of my time [working together/in your class, etc.] and believe that I learned a lot from my interactions with you and the knowledge you shared.
Would you be willing to write a letter of recommendation for me?
I’m attaching my resume and would be happy to also provide additional details, either by phone or through email.
I appreciate your consideration and would be so appreciative if you are able to confidently recommend me.
I’m emailing you because I saw that your company [has relevant outcomes in mind]. I think there could be an opportunity for our two firms to collaborate on this matter.
If this sounds like something worth pursuing, let me know please.
7. Follow Up Email
It was great speaking with you the other day. As you know — it’s been quite a while since we opened our doors to allow more clients in. I would love to welcome you onboard as our newest premium client.
Please let me know if our proposal suits your needs, and we can set up an enrollment time.
8. Catch Up Email
How are you doing these days. Ever since we met at the conference two years ago, you’ve been on my mind!
I hope your company has grown its revenue to X$ like you mentioned. Either way, let’s catch up over coffee when you have time.
9. Candidate Email
Thank you for applying for our vacant [position] role. We reviewed your application and cover letter. I am pleased to announce that you have passed the first round of applications, and are ready for your interview!
Please see the attached PDF to see how best to prepare for our call together. And be sure to use this calendar link below to book your interview as soon as possible.
10. Partnership Email
I hope this email finds you well. For over 17 years, our company ABC has been the leader in [field]. And we have noticed the amount of innovation your company has brought to the space as well.
During a recent meeting, we brainstormed potential ways to expand our outreach. We believe a potential partnership between our two companies could produce mutually beneficial results.
Would you be open to a conference call later this week with [C-suite members]?
I appreciate your prompt reply,
Additional Email Tips
Regardless of the type of email you’re writing, these tips can help you create the best possible message:
- Be concise. Your contacts are busy people, and they’ll appreciate you getting to the point. You don’t have to be terse, but you should also make sure they understand your reason for emailing within the first couple of sentences.
- Use cordial, professional language. GIF’s, emojis, and slang don’t belong in a professional email request. Instead, make sure you’re using proper grammar and that you proofread your messages thoroughly before sending.
- Make it easy for them to respond. You want your reader to be happy to say yes or to respond back to you. The best way to do this is by asking clear questions (if there is a request involved) or by offering specific details (like how they can reach out).
- Show gratitude. Many times when you’re sending an email, you’re asking someone for help or expecting a response of some sort. Add some gratitude and appreciation – something that entices your recipient to connect with you.
An email can be the first impression you make with some of your contacts. It’s important to do everything possible to generate positive, lasting feelings of goodwill. Be sure to check out the email templates hub for more amazing templates you can use today to supercharge your email communication.
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David Campbell is the editor of the Right Inbox blog. He is passionate about email productivity and getting more done in less time.