Looking for the perfect professional email example? You're not alone. Professionals spend 28% of their workday on email. That's two full days per week. Poor communication costs large companies $62.4 million annually, with mid-sized organizations losing approximately $420,000 per 1,000 employees.
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 reputation. Seventy-two percent of professionals prefer email for work communication, making every message you send an opportunity to advance your career.
Great emails don't need to sound like legal documents. This comprehensive guide provides 27 ready-to-use templates plus proven frameworks that take the guesswork out of business communication in 2026.
Quick reference: Which professional email template to use when
Finding the right professional email example quickly can save valuable time. Here's your scenario-based guide:
What is a professional email?
A professional email example demonstrates clear communication, proper structure, and appropriate tone for business contexts. Whether you need a professional email example for job applications or a professional email example for business communications, understanding the core components ensures your messages get results.
Before diving into the templates, let's explore the framework that separates forgettable emails from ones that drive action.
The 5 Cs framework for email quality
Before sending any business email, run it through the 5 Cs framework, a comprehensive quality assessment tool used by communication professionals worldwide.
1. Clear
Your message and purpose should be unambiguous. The recipient should understand exactly what you need after one read.
2. Concise
Respect the recipient's time with brevity. Optimal email body length is 50-125 words for maximum effectiveness.
3. Correct
Ensure accurate grammar, spelling, and factual information. Errors undermine credibility.
4. Complete
Include all necessary information and context so recipients can act without requesting clarification. Anticipate follow-up questions and address them proactively.
5. Courteous
Maintain a respectful tone, even when addressing problems or delivering difficult news.
Now that you understand the framework for quality emails, let's put it into practice. The following 27 professional email templates cover every common business scenario, from networking introductions to client apologies. Copy, customize, and send with confidence. Let’s dive in!
Professional email templates for networking and introductions
1. Introduction to a new colleague
Subject: Hello from [Your Name] - Welcome to [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 Mail 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 because of your expertise with [specific project/challenge]. I've worked with [X number of] similar companies that faced [specific pain point], and we helped them achieve [specific, quantifiable result: e.g., "reduce email response time from 8 hours to under 3 hours"].
I believe there's a genuine fit here. Could we schedule a brief 15-minute call next week to explore how this might apply to [their company's specific situation/goal]? 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]
This professional email example for business demonstrates how to establish credibility while making a clear ask.
3. Cold outreach to a potential mentor
Subject: Seeking guidance from a [industry] leader
Hi [Name],
I've followed your career at [company] and admired your work on [specific accomplishment]. Your approach to [specific area] has influenced my own development.
I'm currently [brief description of your situation] and would value 15-20 minutes of your perspective on [specific question or challenge]. I've prepared specific questions to respect your time.
Would you be open to a brief conversation in the next few weeks?
Thank you for considering this request.
Best regards, [Your name]
4. Networking follow-up after an event
Subject: Great meeting you at [event name]
Hi [Name],
It was great connecting with you at [event name]. I enjoyed our conversation about [specific topic discussed], and your insights on [specific point they made] really resonated with me.
I'd love to continue our discussion over coffee or a quick call. Are you available Tuesday or Thursday morning?
Best regards, [Your name]
5. Request to connect on LinkedIn
Subject: Let's connect on LinkedIn
Hi [Name],
I enjoyed our conversation about [specific topic] at [event/context]. Your perspective on [specific detail] was particularly valuable.
I'd like 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]
Professional email examples for job applications
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]. Based on my background in [specific accomplishment or expertise], I'm confident I can add value to your team in [relevant skill or responsibility from job description].
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]
This professional email example for job applications follows the structure that hiring managers expect in 2026.
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. I enjoyed our discussion of [specific topic discussed], which reinforced my strong interest in joining [company name] and contributing to [specific project or goal].
Your insights about [specific challenge or opportunity mentioned] demonstrated how I could contribute meaningfully to the team's goals. I'm excited about the opportunity to [specific responsibility or project discussed], as it aligns with my commitment to driving measurable results.
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. I'm very interested in the opportunity and would appreciate an update on the timeline for next steps.
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 reference.
Since you collaborated with me on [specific project name], you've seen firsthand my [demonstrate with example: ability to meet tight deadlines, technical expertise, project leadership]. The [specific role title] position requires [specific responsibilities aligned with the project], which directly aligns with the work we completed together on [specific project outcome].
The hiring leader 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]
Professional email templates for 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 at 2:00 PM
- Wednesday at 10:00 AM
- Thursday 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],
I need to reschedule our meeting scheduled for [original date and time] due to [brief reason]. I apologize for the short notice and appreciate your flexibility.
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:
- [Task 1]: [Owner] by [deadline]
- [Task 2]: [Owner] by [deadline]
- [Task 3]: [Owner] by [deadline]
Please reach out if you have questions about your action items.
Best regards, [Your name]
Professional email examples for 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]: [Brief description and impact]
- [Blocker 2]: [Owner working on resolution by date]
Next steps:
- [Upcoming task 1], target completion date TBD
- [Upcoming task 2], target completion date TBD
The project remains on track for [final deadline]. Please let me know if you have questions or concerns.
Best regards, [Your name]
16. Providing constructive feedback to a team member
Subject: Feedback on [specific project or task]
Hi [Name],
I wanted to share some feedback about your recent work on [project name].
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 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/challenge] and wanted to offer my help. I have experience with [relevant skill] from my work on [similar project].
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]
Business email templates for remote and hybrid work
With distributed teams becoming permanent fixtures in modern workplaces, professionals need specialized templates for asynchronous coordination.
20. Async project update for distributed teams
Subject: [Project Name] Weekly Update: [Date]
Hi team,
Here's the async update for [project name]. No response needed unless you have questions.
Completed this week:
- [Task 1] - [Owner]
- [Task 2] - [Owner]
In progress:
- [Task 3]: Expected completion [date]
- [Task 4]: Blocked by [blocker], working on resolution
Decisions needed by [date]:
- [Decision 1]: Please add your vote/input in [document/tool]
- [Decision 2]: Review options and comment by EOD [date]
Reply to this thread or add comments in [collaboration tool] by [deadline] if you have concerns.
Best regards, [Your name]
21. Hybrid meeting coordination
Subject: [Meeting Name]: Hybrid Attendance Options [Date]
Hi team,
Quick coordination for our [meeting name] on [date]:
In-person: [Location, room number] Virtual: [Video link] Time: [Time with timezone]
Please confirm your attendance method:
- Reply "In-person" or "Remote" by [date]
- If remote, ensure your camera and mic are tested beforehand
Materials to review: [Link to pre-read documents]
For those joining remotely, I'll ensure the room camera captures the whiteboard and will share notes in real-time via [tool].
Best regards, [Your name]
Professional email examples for client and business relations
22. 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]
This professional email example for business shows how to handle difficult situations while maintaining client relationships.
23. 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]
24. 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 ongoing collaboration] has been a highlight of our year. We're grateful for your trust in our team and look forward to continuing our partnership in the year ahead.
Wishing you and your team a wonderful [holiday] and a successful year ahead.
Warm regards, [Your name]
25. Congratulating a colleague on a promotion
Subject: Congratulations on your promotion!
Hi [Name],
Congratulations on your [new title]! This recognition reflects your strong contributions to your work on specific projects.
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]
26. 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]
27. 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]
These 27 templates give you a strong foundation, but there's even more you can do to streamline your email workflow. The next section explores how AI tools can help you write faster while maintaining your authentic voice.
Essential components of business emails
Every effective professional email example includes these key elements:
- Subject line: 47% of email recipients decide to open based solely on the subject line. Keep it under 50 characters and be specific. Instead of "Meeting," write "Marketing strategy meeting: Tuesday 2pm confirmation needed."
- Greeting: Match your greeting to your relationship. "Hi Sarah" works for established relationships, while "Dear Ms. Johnson" suits formal business contexts and new contacts.
- Body: Lead with your main point using the "Bottom Line Up Front" (BLUF) methodology. This military-precision approach front-loads key information and respects recipient time.
- Call-to-action: Tell the recipient exactly what you need and when. Vague requests get vague responses.
- Signature: Include your full name, job title, company name, phone number, and email address. Ensure your signature is mobile-responsive.
With Superhuman Mail, you can generate emails by analyzing your previous messages to specific recipients and matching your natural tone and voice, learning over time as you write more.
How Superhuman Mail makes writing professional emails even faster
While these templates provide the foundation for business communication, AI tools can speed up the entire process. Strategic email optimization can deliver significant productivity improvements. Companies using generative AI for customer communications have seen an 80% reduction in time to first response for service inquiries.
- Snippets let you save and reuse your most effective templates across your entire team. Instead of recreating the same introduction or follow-up email repeatedly, insert your proven templates with a few keystrokes using built-in variables that automatically personalize messages with recipient names and custom placeholders.
- Instant Reply generates contextual draft responses that match your writing style, helping you write emails twice as fast. The AI analyzes messages you've sent to specific recipients before and matches your natural communication style, learning over time as you write more.
- Write with AI turns quick phrases into polished emails that sound like you, with options to improve, shorten, lengthen, or translate messages.
- Ask AI lets you query your inbox, calendar, and the web with natural language, like "find positive quotes about our new feature" or "when is my flight."
- Auto Summarize displays a one-line summary above every conversation that updates instantly as new emails arrive, so you can often skip reading the full thread.
- Smart Send ensures your emails arrive at optimal times for better response rates. Emails sent midweek around 9:00-11:00 AM achieve the highest response rates, helping you schedule follow-ups, meeting reminders, and time-sensitive communications to land when recipients are most likely to engage.
- Remind Me brings messages back to your inbox at the perfect time so you never drop the ball on follow-ups.
- 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.
- Keyboard Shortcuts enable blazing-fast processing, with Superhuman Command (Cmd+K) as your master control to find and take any action.
Transform your professional email communication today
Email mastery comes down to two things: having the right templates and using them consistently. These 27 professional email examples cover the most common business communication scenarios, while the 5 Cs framework (Clear, Concise, Correct, Complete, and Courteous) ensures every message you send is thoughtful, purposeful, and effective.
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 communication.
With time, writing great emails becomes second nature. But why stop at templates? Superhuman Mail combines these proven frameworks with AI features like Instant Reply, Auto Summarize, and Smart Send to help you write better emails in half the time. Superhuman customers who use AI save 37% more time than those who don't.
Try Superhuman Mail and experience the fastest email experience ever made.
FAQs
What is a good example of a professional email?
A good professional email example includes a clear subject line, an appropriate greeting, concise body text that leads with the main point, a specific call-to-action, and a signature with contact details. For instance, a job application email should open with your interest in the position, briefly highlight relevant qualifications, and close with a request to discuss further. The templates in this guide provide ready-to-use professional email examples for every business scenario.
What is a good email address for a professional?
A professional email address should include your name in a clear, recognizable format. The best options are firstname.lastname@domain.com or firstnamelastname@domain.com. Avoid nicknames, numbers (unless necessary), or informal phrases. For business communications, use your company email address rather than personal accounts like Gmail or Yahoo when possible.
How do I start off a professional email?
Start a professional email with an appropriate greeting that matches your relationship with the recipient. Use "Dear [Name]" or "Dear Mr./Ms. [Last Name]" for formal situations and new contacts. Use "Hi [Name]" or "Hello [Name]" for established relationships and casual company cultures. After the greeting, immediately state your purpose using the BLUF (Bottom Line Up Front) method rather than lengthy introductions.
What are the 5 C's of email writing?
The 5 C's of email writing are Clear, Concise, Correct, Complete, and Courteous. Clear means your message is unambiguous and easy to understand. Concise means respecting the reader's time with brevity (50-125 words is optimal). Correct ensures accurate grammar, spelling, and facts. Complete includes all necessary information so recipients can act without follow-up questions. Courteous maintains a respectful tone throughout.
