Effective professional communication is among the most in-demand skills in the digital age. After all, the majority of work is done via email.

This guide includes five sample email formats designed for common workplace scenarios. You can use these formats to produce polished emails that maintain rapport among your superiors, colleagues, and clients. 

Using Superhuman's Snippets, you can automatically apply the formats below to avoid agonizing over email content. 

What are common business email formats? 

The following business email templates provide the necessary structure for any purpose, with language that will resonate and act as a springboard for future professional correspondence. 

1. Following up on a deliverable 

In many corporate settings, email is used to discuss the details of deliverables, projects, and other initiatives. For example, the email below requests an update on the company's annual report and conveys a hard deadline:

Subject: Annual Report Progress

Hello [recipient's name],

I hope this email finds you well. Where are we at on the annual report for this year? 

The director wants the final copy by Friday at 5 p.m. ET, so I'll need the draft from you by Friday morning at the latest. 

Thanks,

[your name]

Similarly, the response might look something like the following: 

Subject: RE: Annual Report Progress

Hello [your name], 

The final draft of the annual report is nearly complete, but we are waiting on a few graphics before it is finalized. I will send it your way as soon as it's ready. 

Cheers, 

[recipient's name]

Among the do's and don'ts of professional business email etiquette, one key piece of advice is to carefully select specific words to achieve your intended tone. When drafting professional emails that exchange information, succinctly and directly state the purpose in the email subject line. The recipient should know the topic or concern you have after only reading that. 

2. Reporting progress to a superior

Although 80% of employees check their email for work, only 61% say they prefer using email for work communications over other methods. Indeed, sending a formal email to your boss or someone higher up in your company can initially feel intimidating. 

The following example demonstrates how sticking to the most important matters — starting with a respectful salutation — can help you craft a professional email that will impress your superiors with a polished approach: 

Subject: Update on [project]

Dear [boss' name],

Regarding [project name], we are wrapping up Stage 3 and will soon enter Stage 4. I anticipate another three days before Stage 4 begins, at which time I'll need you to sign off on the proposed budget to purchase the required materials. 

Let me know if you'd like to set up a meeting to review the budget or discuss any concerns. 

Best regards,

[your name]

Clear language can also help minimize follow-up clarification. Avoid overdone email phrases like "I hope this email finds you well," and use a more direct approach that states the purpose of your email, such as, "I'm writing to you because…" Email manners also call for removing old email messages when replying to keep your correspondence clean. 

3. Pitching your product or service 

Learning how to write a sales email requires practice, but the same rules apply. When reaching out to a consumer, implement email marketing techniques with respect for your recipient's time and attention. 

Be clear about what you want from the prospect and — more importantly — what you can offer in return. Don't overestimate the power of a professional email address in successful email campaigns:

Subject: Thanks For the Presents! Signed: Cybercriminals 

Hello [recipient's name],

The holiday season is upon us, but good tidings and cheer too easily give way to identity theft, credit card breaches, and other cyber crimes. Avoid stuffing a cybercriminal's stocking this year by protecting yourself with [company name]. Even if you end up on Santa's naughty list, at least your personal information won't appear on the dark web!

Hi, I'm [your full name], [your job title] at [your company]. Our mission is to keep your identity safe year-round with comprehensive identity theft products proven to deter fraudsters and ensure you embrace the new year without any unwelcome surprises. That's why we're offering a free trial of our [service] for a limited time!

If you'd like to learn more about [product/service/company], you can reach me at [phone number] or by replying to this email. I'm happy to assist you with any questions or concerns. 

Thanks for your time, 

[your name]

Any salesperson knows that cold email outreach is hardly a one-and-done project. Instead, it's best to have multiple sales follow-up email templates to fall back on when prospective customers aren't quick to bite. 

Remember to match your templates with the proper email format and additional information, use bullet points to reiterate your call to action (CTA), and include multiple forms of contact information in your professional email signature to complement an inviting email sign-off. 

4. Requesting an appointment

Whether meeting in person, conversing over the phone, or chatting over a video conference call, requesting a time to speak with someone can feel like an old-fashioned game of telephone — or, in this case, email. 

However, one way to simplify scheduling meetings in different time zones — which also applies if you live in the same state — is to narrow your availability to a specific timeframe. You can also share a link to your calendar to allow your recipient to choose a time that works for them at their leisure.

Subject: Meeting Request: Six-Month Review 

Hello [recipient],

I'd like to schedule a time to meet with you and perform our standard six-month review. What days are you available next week? 

I look forward to meeting with you, 

[your name]

As you can see from the subject line, you're asking to set up a time to discuss a six-month review. This direct approach is a hallmark of an effective email subject. This critical component can also help your recipient better prepare for the meeting and reduce misunderstandings. 

Short paragraphs mesh well with email examples like this one, where a clear call to action isn't hard to achieve. 

5. Expressing gratitude 

A simple thank-you email can speak volumes, especially in a professional setting. Beyond expressing professional courtesy, these messages allow you to network with colleagues, cultivate prospects, and establish a standard when corresponding with you and your company. 

Take a look at this good email example to see how a quick thank you can potentially help improve a company's processes:

Subject: Thank You For Your Time 

Hello [recipient's name],

I appreciate you meeting with me this morning and sharing your experience with [product]. Our discussion of [topic] proved insightful in informing our customer service protocol. I will meet with the board of directors to discuss your concerns and keep you posted on any new developments. Thank you again for your input, and I look forward to collaborating with you further. 

Sincerely, 

[your name]

Highlighting the value you gained from your interaction with the recipient is vital in these types of emails. Adding something personal to the email body can also help foster trust and loyalty. The less your thank you sounds like a canned response, the more it will resonate with your audience. 

Wrapping up

Effectively managing your email goes hand-in-hand with writing professional and polished messages.

Superhuman offers the fastest email experience ever made, so you can focus on what matters most. Superhuman's blazingly fast emailworks seamlessly with Gmail and Outlook. 

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