Most professional emails sound like they were written by robots pretending to be humans. You know the ones: "I hope this email finds you well" followed by three paragraphs of corporate speak that could mean anything. Poor email communication costs businesses countless hours, missed opportunities, and strained relationships. Whether you're networking with industry leaders, following up on job interviews, or coordinating with team members, the words you choose can make or break your professional reputation.

Great emails don't need to sound like legal documents. This comprehensive guide provides 25 ready-to-use email templates plus a proven 5-step blueprint that takes the guesswork out of professional communication.

Master the 5-step professional email blueprint

Every effective professional email follows the same fundamental structure. Master these five components, and you'll never stare at a blank compose window again.

Step 1: Clear, specific subject line Your subject line determines whether your email gets opened or ignored. Be specific and action-oriented. Instead of "Meeting," write "Marketing strategy meeting: Tuesday 2pm confirmation needed." People scan their inboxes in seconds. Make it count.

Step 2: Polite greeting that matches the relationship Match your greeting to your relationship with the recipient. "Hi Sarah" works for colleagues, while "Dear Ms. Johnson" suits formal business relationships. When in doubt, lean slightly more formal.

Step 3: 1-2 sentence context plus purpose Get straight to the point. Provide just enough context to remind the recipient of your previous interaction, then state your purpose clearly. No one has time for mystery novels in their inbox.

Step 4: Single, explicit call-to-action Tell the recipient exactly what you need them to do and when. Include deadlines or timeframes to create urgency without being pushy. Vague requests get vague responses.

Step 5: Professional close plus name and signature End with an appropriate sign-off that matches your greeting's formality level, followed by your full name and contact information.

With Superhuman's AI, you can generate all five parts from a short prompt. The AI analyzes your previous messages to specific recipients and matches your natural tone and voice, learning over time as you write more emails.

Email anatomy cheat sheet

Understanding each component of a professional email helps you craft messages that get results. Think of this as your quality control checklist.

Subject line essentials:

• Keep it under 50 characters for mobile readability
• Include action words when requesting something
• Mention deadlines or urgency when relevant
• Avoid spam trigger words like "free" or "urgent"

Pro tip: A/B-test subject lines with Superhuman Split Inbox to see which approaches get better open rates.

Greeting guidelines:

• Use the recipient's name when possible
• Match formality to your relationship
• Default to slightly more formal if unsure
• Avoid outdated phrases like "To Whom It May Concern"

Pro tip: Tailor greetings to the recipient's communication style and cultural context.

Body structure:

• Lead with your main point
• Use bullet points for multiple requests or pieces of information
• Keep paragraphs short, two to three sentences maximum
• Include relevant details without overwhelming

Pro tip: Use bullet points for clarity when presenting multiple items or options.

Sign-off selection:

• "Best regards" works for most business situations
• "Thanks" or "Thank you" for requests
• "Sincerely" for very formal communications
• "Best" strikes a balance between professional and friendly

Pro tip: Choose tone based on your relationship with the recipient and the email's purpose.

For more detailed guidance on email structure, check out Superhuman's guide on email formatting.

25 professional email templates

Networking and introductions

1. Introduction to a new colleague

Subject: Hello from [Your Name] - New [Department/Role]

Hi [Name],

I wanted to introduce myself as the new [job title] joining the [department/team] team. I'm excited to work alongside you and contribute to [specific project or goal relevant to their work].

I'd love to set up a brief coffee chat to learn more about your role and how our teams can collaborate effectively. Are you available for 15 minutes sometime next week?

Looking forward to working together.

Best regards, [Your name]

Save this template as a Superhuman Snippet to reuse whenever you join new teams or projects.

2. Introductory email to a prospective client

Subject: Introduction: [Your company] can help with [specific client need]

Hi [Name],

[Mutual connection] suggested I reach out given your work on [specific project or challenge they're facing]. We've helped similar companies [specific result or outcome] and I believe we could provide value to [their company].

Would you be open to a brief 15-minute call this week to discuss how we might support [specific goal or project]? I can share some relevant case studies that might interest you.

Please let me know if Tuesday or Wednesday afternoon works better.

Best regards, [Your name]

Use Superhuman Send Later to schedule this email for optimal timing based on the recipient's time zone.

3. Cold outreach to a potential mentor

Subject: Seeking guidance from a [industry] leader

Hi [Name],

Your recent article on [specific topic] really got me thinking about my current challenges in [your field/situation]. As someone moving into [industry/role], I'd love to get your perspective on [specific question or area].

I know your time is valuable. Would you be open to a brief 20-minute coffee chat to share insights about [specific topic]? I'm happy to work around your schedule.

Thank you for considering this request.

Best regards, [Your name]

Personalize this template using Social Insights to reference recent accomplishments or shared connections.

4. Networking follow-up after an event

Subject: Great meeting you at [event name]

Hi [Name],

It was great meeting you at [event name] yesterday. Your insights about [specific topic you discussed] gave me a new perspective on [relevant challenge or area].

As discussed, I'm attaching the [resource/article] we talked about. I'd love to continue our conversation about [specific topic] over coffee sometime next week.

Are you available Tuesday or Thursday morning?

Best regards, [Your name]

For more detailed guidance on professional introductions, see Superhuman's guide on introducing yourself.

5. Request to connect on LinkedIn

Subject: LinkedIn connection request

Hi [Name],

I enjoyed our conversation about [specific topic] at [event/context]. I'd love to stay connected and continue following your work in [their area of expertise].

Would you be open to connecting on LinkedIn?

Best regards, [Your name]

Job search and career

6. Job application email with attached resume

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

Dear [Hiring Manager Name],

I'm writing to express my interest in the [job title] position at [company name]. With [number] years of experience in [relevant field], I'm excited about the opportunity to contribute to [specific company goal or project].

My background in [relevant experience] and proven track record of [specific achievement] align well with the requirements outlined in your job posting. I'm particularly drawn to [specific aspect of the role or company].

Please find my resume attached for your review. I'd welcome the opportunity to discuss how my experience can benefit your team.

Thank you for your consideration.

Sincerely, [Your name]

Save this as a Superhuman Snippet and customize it for each application.

7. Thank-you email after a job interview

Subject: Thank you - [Position Title] interview

Dear [Interviewer Name],

Thank you for taking the time to meet with me today about the [position title] role. Our discussion about [specific topic discussed] reinforced my enthusiasm for joining [company name] and contributing to [specific project or goal].

Your insights about [specific challenge or opportunity mentioned] gave me a deeper understanding of how I could add value to the team. I'm particularly excited about the opportunity to [specific responsibility or project discussed].

I look forward to hearing about the next steps in the process.

Best regards, [Your name]

8. Checking in on application status

Subject: Following up on [Position Title] application

Dear [Hiring Manager Name],

I wanted to follow up on my application for the [position title] role submitted on [date]. Since our interview on [interview date], I've remained very interested in joining the [team/department] team.

I understand you're likely reviewing many qualified candidates. Please let me know if you need any additional information from me.

Thank you for your time and consideration.

Best regards, [Your name]

9. Requesting a professional reference

Subject: Reference request for [Position/Opportunity]

Hi [Name],

I hope you're doing well. I'm applying for a [position title] role at [company name] and would be honored to have you as a professional reference.

Given our work together on [specific project or context], you're familiar with my [relevant skills or qualities]. The role involves [brief description], which aligns well with the work we did together.

The hiring manager may contact references within the next two weeks. Please let me know if you're comfortable serving as a reference.

Thank you for considering this request.

Best regards, [Your name]

Meeting management

10. Scheduling an interview

Subject: Interview scheduling for [Position Title]

Hi [Name],

Thank you for your interest in the [position title] role. We'd like to schedule a [interview type] to discuss your background and the opportunity in more detail.

I have the following times available this week:

• Tuesday, [date] at 2:00 PM
• Wednesday, [date] at 10:00 AM
• Thursday, [date] at 3:00 PM

Each slot is for approximately [duration]. Please let me know which time works best, and I'll send a calendar invitation with the meeting details.

Looking forward to our conversation.

Best regards, [Your name]

11. Confirming a meeting

Subject: Confirming our meeting [Date and Time]

Hi [Name],

Looking forward to our meeting on [day, date] at [time]. We'll be meeting at [location/Zoom link] to discuss [meeting purpose].

I'll bring [relevant materials or information], and please feel free to prepare any questions about [relevant topics].

See you then.

Best regards, [Your name]

12. Rescheduling a meeting

Subject: Need to reschedule our [Date] meeting

Hi [Name],

Sorry for the short notice, but I need to reschedule our meeting planned for [original date and time] due to [brief reason].

I have the following alternative times available:

• [Option 1]
• [Option 2]
• [Option 3]

Please let me know which works better for you, or suggest an alternative time that fits your schedule.

Thanks for your flexibility.

Best regards, [Your name]

13. Reminder email for an upcoming deadline

Subject: Reminder: [Project/Task] due [Date]

Hi [Name],

Quick reminder that [specific task or deliverable] is due on [date].

To complete this, please [specific action needed]. If you have any questions or need additional resources, please let me know by [date] so we can address them before the deadline.

Thanks for your attention to this.

Best regards, [Your name]

14. Meeting recap and action items

Subject: Recap: [Meeting name] [Date]

Hi everyone,

Thanks for a productive meeting today. Here's what we covered:

Meeting objective: [Brief statement of purpose]

Key decisions made:

• [Decision 1]
• [Decision 2]

Action items:

• [Name] will [task] by [date]
• [Name] will [task] by [date]

Next meeting: [Date, time, location]

Please reach out if you have questions about your action items.

Best regards, [Your name]

Team communication

15. Project status update to stakeholders

Subject: [Project name] status update [Date]

Hi team,

Here's this week's progress update on [project name]:

Progress made:

• [Completed milestone 1]
• [Completed milestone 2]

Current blockers:

• [Blocker 1], working with [team/person] to resolve by [date]
• [Blocker 2], need approval from [stakeholder] by [date]

Next steps:

• [Upcoming task 1], target completion [date]
• [Upcoming task 2], target completion [date]

The project remains on track for [final deadline]. Please let me know if you have questions or concerns.

Best regards, [Your name]

For more team communication templates, check out these employee email templates.

16. Providing constructive feedback to a team member

Subject: Feedback on [specific project or task]

Hi [Name],

I wanted to share some feedback on [specific project or situation]. Overall, you did excellent work on [positive aspect].

I noticed [specific observation] during [context]. This impacted [specific result or effect] for the team.

For future projects, consider [specific suggestion or approach]. This would help [expected benefit or outcome].

I'm here to support you in implementing this feedback. Let's schedule time to discuss any questions you might have.

Best regards, [Your name]

17. Asking for feedback on your work

Subject: Feedback request: [Project/Document name]

Hi [Name],

I've completed the first draft of [project/document name] and would love your feedback before finalizing it.

Please review [specific document/link] and focus on [specific areas where you want input]. I'm particularly interested in your thoughts on [specific aspect].

Could you provide feedback by [date]? This will help me incorporate your suggestions before the [deadline/next meeting].

Thanks for taking the time to review this.

Best regards, [Your name]

18. Offering assistance to a colleague

Subject: Happy to help with [specific project/challenge]

Hi [Name],

I noticed you're working on [specific project or challenge] and wanted to offer my assistance. Given my experience with [relevant background], I might be able to help with [specific area].

Would it be useful if I [specific offer of help]? I have availability [timeframe] if you'd like to collaborate.

Let me know if this would be helpful.

Best regards, [Your name]

19. Internal team announcement

Subject: Team update: [Brief description of change/news]

Hi team,

I wanted to share an important update about [topic].

What's happening: [Clear explanation of the change/news]

Key details:

• [Important detail 1]
• [Important detail 2]
• [Important detail 3]

Effective date: [When this takes effect]

Next steps: [What team members need to do, if anything]

Please reach out to [contact person] if you have questions about this update.

Best regards, [Your name]

Client and business relations

20. Apology email to a client

Subject: Apology and resolution for [specific issue]

Dear [Client Name],

I sincerely apologize for [specific issue that occurred]. This situation does not reflect our usual standards of service.

What happened: [Brief, honest explanation without excuses]

How we're fixing it: [Specific corrective actions taken]

Next steps: [What happens next and timeline]

We've implemented [preventive measure] to ensure this doesn't happen again. Your business is important to us, and we're committed to regaining your confidence.

Please contact me directly at [phone number] if you have any concerns.

Sincerely, [Your name]

21. Acknowledging receipt of documents

Subject: Received: [Document name]

Hi [Name],

Got the [document name] you sent earlier today. Everything looks complete.

I'll review the materials and provide feedback by [date/timeframe]. I'll reach out if I need any clarification.

Thanks for getting this to me promptly.

Best regards, [Your name]

22. Holiday wishes to clients

Subject: Holiday greetings from [Company name]

Dear [Client Name],

As we approach [holiday], I wanted to take a moment to express our gratitude for your partnership this year.

Working with you on [specific project or achievement] has been a highlight for our team. Your trust in our services means everything to us.

Wishing you and your team a wonderful [holiday] and a successful year ahead.

Warm regards, [Your name]

23. Congratulating a colleague on a promotion

Subject: Congratulations on your promotion!

Hi [Name],

Congratulations on your promotion to [new title]! This recognition is well-deserved given your outstanding work on [specific achievement or project].

Your expertise in [relevant area] has made a real impact on [specific results or outcomes]. I'm excited to see what you'll accomplish in this new role.

Looking forward to collaborating with you in your expanded capacity.

Best regards, [Your name]

24. Ending a business relationship

Subject: Transition of services [Effective date]

Dear [Client/Partner Name],

After careful consideration, we've decided to [brief explanation of decision] effective [date].

Reason for change: [Professional explanation without negative details]

Transition timeline: [Specific dates and milestones]

Next steps: [What both parties need to do]

We appreciate the opportunity to work with you and wish you continued success.

Sincerely, [Your name]

25. Farewell email on your last day

Subject: Thank you and farewell

Dear team,

Today is my last day at [company name], and I wanted to thank each of you for making my time here so rewarding.

Working with this team on [specific project or achievement] has been a career highlight. The collaboration, expertise, and friendship you've shown have made a lasting impact.

You can reach me at [personal email] if you'd like to stay in touch. I wish you all continued success and look forward to hearing about the great things this team will accomplish.

Thank you for everything.

Best regards, [Your name]

Quick reference: which template to use when

Finding the right template quickly can save valuable time. Here's your scenario-based guide:

For additional templates covering cold outreach and business development, explore these cold email templates and business communication examples.

How Superhuman makes these emails even faster

While templates provide the foundation for professional communication, AI tools can speed up the entire process. Superhuman is proven to help teams save 4 hours per person every single week, respond 12 hours faster, and respond to twice as many emails in the same amount of time.

Snippets let you save and reuse your most effective email templates across your entire team. Instead of recreating the same introduction or follow-up email repeatedly, insert your proven templates with a few keystrokes.

AI Write Assist drafts complete emails from short prompts while maintaining your personal tone and voice. The AI analyzes messages you've sent to specific recipients before and matches your natural communication style, learning over time as you write more emails.

Send Later ensures your emails arrive at optimal times for better response rates. Schedule follow-ups, meeting reminders, and time-sensitive communications to land when recipients are most likely to engage.

Split Inbox automatically categorizes incoming messages so you can focus on high-priority communications first. This feature also helps you A/B test different subject lines and approaches to see what works best with your audience.

Read Statuses show exactly when and on what device your email was read, helping you time follow-ups perfectly and know when to send reminders.

These features combine to turn daily communication into a performance accelerator. Teams reply 1-2 days sooner, reply to twice as many emails in the same amount of time, and save 4 hours per person every single week. Superhuman saves teams 15 million hours every single year.

Transform your email communication today

Professional email mastery comes down to two things: having the right templates and using them consistently. These 25 templates cover the most common business communication scenarios, while the 5-step blueprint ensures every message you send is clear, purposeful, and professional.

Start by bookmarking this guide and selecting 2-3 templates that match your most frequent email scenarios. Customize them with your personal details and communication style, then practice using them in your daily correspondence. With time, professional email writing becomes second nature.

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