We've all been there: staring at a blank email template, unsure of how to reach out to a stranger with effective opening and email closing lines. Whether you're looking for a new job, trying to connect with someone in your field, or reaching out to a potential client, drafting the perfect email can be daunting. The pressure only ramps up when you consider the stakes. A well-crafted email can open doors and create new opportunities, while a poorly written one can seal your fate, leaving you stuck in the same position. This article will provide you with a professional email example, along with valuable insights to help you write polished, effective outreach emails that consistently get replies, start conversations, and lead to real opportunities, without overthinking every word.

Inframail’s email infrastructure can help you achieve your goals by ensuring your emails are delivered so that you won’t be writing to nobody.

Table of Contents

• What Is a Professional Email?

• 32 Professional Email Examples to Help You Say It Right, Every Time

• Start Buying Domains Now and Set Up Your Email Infrastructure Today

What Is a Professional Email?

A professional email is a formal, business-oriented way of communicating online with anyone related to your career. Professional emails should be concise, clear, and neatly formatted with a clear call to action. They should also be mistake-free. 

How to Format a Professional Email

Your best practices may vary based on your context and relationship with the recipient. Here are a few things to consider before hitting send. 

Use a Professional Email Address

A professional email address is one you use for work, oftentimes an email address you only use for work-related purposes or formal communications. While this is given to you by the organization in which you work, if you are sending an email before joining a company, you can still create a polished email address. The typical format is simply your name@[the domain]. 

For example: 

• yourfullname@thedomain 

• firstname.lastname@thedomain 

• firstnamemiddleinitial.lastname@thedomain

Tip: 

A professional email typically consists of five elements: subject line, salutation, body, closin, and signature.

Greet the Recipient With a Proper Salutation

The first line of your email typically serves as the greeting and sets the tone for the message. For professional emails, your greeting should reflect the appropriate level of formality, which can vary depending on your relationship with the recipient. If you're writing to someone you've never met or have a formal relationship with, such as a hiring manager or new client, it's best to begin with “Dear.” For familiar professional contacts, like colleagues or managers, a more casual “Hello” or “Hi” is acceptable.

Choosing the Right Greeting for Professional Emails

Madisyn McKee, a seasoned digital marketing and social media manager, offers this advice:

“Professional emails should start with a greeting and end with a sign-off. Use neutral language and avoid slang or colloquialisms.” Here are a few example greetings:

• Hi Mr. Samson,

• Hello Maria,

• Dear Dr. Smith,

• Dear colleagues,

• Dear Jay Gupta,

Tip: 

When sending formal emails, it's best practice to use “Mr.” or “Ms.” followed by the recipient’s last name, if you're aware of their preferred pronouns. If you're unsure, using their full name is a respectful and safe option.

Subject Line: How to Create Clear and Compelling Subject Lines

The subject line is the first thing your recipient sees, and often the deciding factor in whether your email gets opened. A strong subject line should be clear, direct, and action-oriented. Vague lines like “Hi” or “Question” are easy to ignore. In contrast, specific phrases such as “Proposal Review Needed by Friday” convey urgency and purpose. Why does this matter? Whether you're an entrepreneur pitching a client or a freelancer chasing a deadline, you can’t afford to be overlooked. A well-crafted subject line helps your message stand out in a crowded inbox.

Writing Subject Lines That Get Noticed and Opened

Aim for 6–10 words: short enough to scan quickly, but informative enough to set expectations. Include deadlines or actions when relevant.

Examples:

• Weak: “Meeting” — Too vague. About what? When?

• Strong: “Schedule Q2 Strategy Meeting – Your Input Needed”

• Weak: “Update” — Lacks context.

• Strong: “Project Timeline Update – Feedback Due Tomorrow”

Tip: 

When replying to an email thread, keep the original subject line unless the topic has changed significantly. This maintains clarity and helps recipients track the conversation.

Write the Body of Your Email

Just like the body of a letter you might write, this is where you’ll share your whole message. No matter the length of your email, which is oftentimes concise and to the point, the message should be actionable and include a closing remark. 

For example: 

Thank you for attending the new product presentation this afternoon. I’ve attached a video file of the whole recording, which you can share with your team. Please let me know if you have any questions. 

Tip: 

When you compose an email message, make sure your tone matches your audience. 

Format Your Professional Email

This is a formal email and should be formatted accordingly. From top to bottom, these tips will help you format your email properly. 

• Use a clear, purposeful, and descriptive subject line 

• Use a professional greeting 

• Make it readable with sections, bulleted lists, and concise paragraphs 

End Emails With a Sign-Off and Signature

The signature is where you identify yourself by name, title, and any other information relevant to your communications. Most email programs allow you to set a fixed signature that’s automatically added to the end of every email you send. Typical closing words include: 

• Regards

• Best

• Sincerely

• Thanks

• Kind regards

Here’s an example of how you could end an email: 

Sincerely,

Jillian Jones, Senior Software Engineer, ABC Company, Inc. 

Proofread Your Email

An error-free email reflects attention to detail and professionalism. Before sending, take a moment to review your message for spelling, grammar, and syntax errors. Also, double-check that any referenced files or attachments are included. Madisyn McKee, digital marketing and social media manager, advises: “When creating a professional email, keep it simple, to the point, and free of grammatical or spelling errors.”

Take a Final Pass: Through the Reader’s Eyes

Once you’ve proofread your message, read it one final time, as if you were the recipient. This perspective can help you catch overlooked issues from earlier drafts.

Tip: 

If the email is intended for key stakeholders or carries high importance, consider asking a trusted colleague or your direct supervisor to review it before sending.

Check Your Recipient Fields

Before sending your email, check your recipient fields to make sure you’re sending it to the right person, people, or group. You also want to make sure the email addresses are in the correct field. 

Remember: 

• To: The email address of the person or group to whom your email will be sent.

• CC: Stands for “carbon copy.” Any address in this field will receive the same email, but will not be directly addressed in the email.

• BCC: This field is similar to “CC,” only the email address(s) is hidden. 

Schedule Your Email and Send

Sometimes you compose an email ahead of time or during off-hours. Scheduling an email can help you manage your time and ensure you’re also sending your email at a time that’s appropriate for the recipient. All email clients have a scheduling feature. 

Remember to Follow Up

Most people receive several emails per day, so they might miss or forget to respond to your message. If the recipient hasn’t replied within two working days, consider reaching back out with a friendly follow-up email.

Related Reading

• Cold Sale
• Cold Prospecting
• How to Re-engage Lost Customers
• Outreach Methods
• Targeted Lead Generation
• Collaboration Email Template
• Email Closing Lines
• Cold Email Personalization
• Email Audit
• How to Get an Email Address From a Facebook Url

32 Professional Email Examples to Help You Say It Right, Every Time

1. Thank You Email: Show Your Appreciation

A well-written thank-you email expresses genuine appreciation for someone’s: 

• Support

• Effort

• Kindness

It’s a simple gesture that can strengthen professional relationships and reinforce a culture of respect and collaboration. Professional email format example:

Subject: Thank You for [Specific Action or Assistance]

Dear [Name],

I wanted to take a moment to thank you for [specific action or assistance]. Your time and effort were truly appreciated. Your support enabled me to [accomplish X or overcome Y], and it made a meaningful difference. Your willingness to help reflects the collaborative spirit of our team. Thank you again. I look forward to working with you again soon.

Best regards,
[Your Name]

2. Reminder Email: Keep Everyone on the Same Page

A reminder email is a helpful way to ensure attendees are informed and prepared for an upcoming event or meeting. It shows consideration for their time and reinforces the importance of the gathering.

Example of a professional reminder email:

Subject: Reminder: [Event Name] – [Date], [Time]

Hi [Recipient’s Name],

Just a quick reminder about our [event type] on [day], [date] at [time], taking place in [location].

We’ll be covering [topic 1] and [topic 2], so please come prepared to discuss or contribute. Don’t forget to bring [required items], if applicable. If any questions have come up since our last meeting, this will be a great opportunity to address them.

I’m looking forward to seeing you there and hearing your input. Together, we can [goal or intended outcome]. Thanks for being an essential part of the team. See you on [day]!

Best,
[Your Name]

3. Feedback Request Email: Learn from Your Audience

A well-crafted feedback request helps you gather meaningful insights to improve your product, service, or event. The key is to be clear, appreciative, and respectful of your audience’s time.

Example of a professional feedback request email:

Subject: Your Thoughts Matter: Share Your Feedback on [Event Name]

Hi [Recipient Name],

Thank you for attending our virtual event, [Event Name]. We hope the session gave you valuable insights and left you better prepared to tackle [specific topic]. To help us make future events even more relevant and engaging, we’d truly appreciate your feedback. Could you take a moment to complete this short survey?

[Survey Link]

Your honest input helps us shape content that meets the real needs of our audience. To ensure your feedback can inform our planning, please submit your response by [Deadline Date]. We know your time is valuable. Thank you for sharing it with us. Every response makes a difference.

With appreciation,
[Your Name / Team Name]

4. Job Application Email: Get Your Foot in the Door

In today’s competitive job market, a well-written application email can set you apart. It’s your chance to express genuine interest in the role and highlight the experience that makes you a strong candidate.

Professional email example:

Subject: [Job Title] Application – [Your Name]

Dear [Recipient’s Title and Last Name],

I’m writing to apply for the [Job Title] position at [Company Name]. With proven strengths in [Skill 1], [Skill 2], and [Skill 3], I believe I would be a valuable addition to your team. In my current role at [Current Company], I [briefly describe a key achievement], which resulted in [quantifiable or notable outcome]. I bring a strong foundation in [Strength 1], along with [Strength 2] and [Strength 3].

I’m particularly drawn to [Company Name]’s mission to [reference a specific company value or goal], and I’m excited about the opportunity to contribute to your work in [Relevant Field or Industry]. Attached are my CV and [any additional documents, if applicable]. I would welcome the chance to discuss further how my background and enthusiasm align with this role.

Thank you for considering my application. I look forward to the possibility of contributing to [Company Name]’s continued success.

Best regards,
[Your Name]
(Your Contact Information)

5. Follow-up Email After Interview: Stay Fresh in the Interviewer's Mind

A thoughtful follow-up email after an interview allows you to reiterate your interest, highlight relevant qualifications, and express appreciation for the opportunity.

Example of a professional follow-up email:

Subject: Thank You – [Position] Interview

Dear [Interviewer’s Name],

Thank you for taking the time to speak with me on [Date] about the [Position] role at [Company Name]. Our conversation deepened my interest in the position and confirmed how well my skills align with your team’s needs.

I especially appreciated our discussion on [Specific Topic]. It resonated with my experience in [Relevant Skill/Achievement], and I’m confident I could contribute meaningfully to your [Department/Project/Team] goals.

Thank you again for the opportunity and the engaging conversation. Please don’t hesitate to reach out if you need any additional information. I look forward to the next steps.

Best regards,
[Your Name]

6. Networking Email: Making Connections

Subject: Connecting – Aspiring Marketer Seeking Your Insights

Dear [Recipient’s Name],

I hope this message finds you well. My name is [Your Name], and I recently graduated with a degree in Marketing from [University Name]. While exploring leaders in the field, I came across your profile on [Platform Name] and was impressed by your accomplishments and career path.

As I prepare to embark on my own marketing journey, I would be grateful for the opportunity to hear about your experiences and any advice you might offer to someone just starting out. I understand your time is valuable, and I’d sincerely appreciate any insights you’re willing to share.

Warm regards,
[Your Name]
[Your Contact Information]

7. Request for Information Email: Get the Details You Need

A well-structured Request for Information email helps you gather the insights you need to evaluate a service or partnership.

Professional business email example:

Subject: Request for Information – [Event Name] Planning Services

Dear [Recipient’s Name],

I hope this message finds you well. I’m reaching out on behalf of [Organisation Name] to request information about your event planning services. We’re currently preparing for an upcoming [Event Type], which will be a key occasion in our industry calendar. We're seeking an experienced partner to support us in delivering a seamless and impactful event.

To help us evaluate whether your services align with our needs, could you kindly provide details on the following:

• [List specific questions or information needed]

We’d appreciate receiving your response by [Deadline Date], so we can proceed with our planning timeline. Your insights and expertise will be instrumental in helping us make an informed decision.

Thank you for your time and consideration. We look forward to learning more about how your team can support this important initiative.

Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]

8. Business Proposal Email: Get to the Point

A strong proposal email clearly outlines the opportunity and invites the recipient to engage.

Example:

Subject: Proposal: Strategic Ideas to Boost [Company Name]’s Sales Performance

Dear [Client Name],

I hope you're doing well. I'm with [Your Agency Name], and we've developed a tailored strategy designed to support [Company Name]’s growth goals. After reviewing your current sales approach, our team identified key areas where targeted changes could drive measurable performance improvements.

You’ll find a detailed summary of our proposed solutions in the attached document. I’d welcome the opportunity to discuss the ideas further and answer any questions you may have. Looking forward to your thoughts.

Best regards,
[Your Name]

9. Meeting Request Email: Let’s Get Together

A well-written meeting request ensures alignment and makes it easy for stakeholders to respond.

Professional email example:

Subject: [Project Name] – Progress Meeting Request

Hi [Recipient’s Name],

I’d like to schedule a [Meeting Duration] meeting to share updates on our progress with [Project Name]. Would [Proposed Day] at [Proposed Time] work for you, or is there a better time that fits your schedule?

Your input is important, and I’d appreciate the chance to align on next steps together. Thank you for your time and consideration.

Best regards,
[Your Name]

10. Complaint Email: Addressing Grievances

A well-crafted complaint email communicates the problem and requests a fair resolution, without escalating tension.

Professional email example:

Subject: Issue with Order [Order Number]

Dear Customer Service Team,

I’m writing to report an issue with the item received from Order [Order Number]. Unfortunately, the product arrived defective and does not perform as advertised. I’ve attached photographs for your reference. I’d appreciate a [desired resolution – e.g., full refund or expedited replacement] and guidance on the next steps to resolve this promptly.

Thank you for your attention to this matter. I look forward to your response and a resolution that reflects your commitment to customer satisfaction.

Sincerely,
[Your Name]
[Your Contact Information]

11. Apology Email: How to Say Sorry at Work

A sincere apology email demonstrates integrity, takes full responsibility, and outlines clear steps toward resolution.

Professional email example:

Subject: Our Apologies for the Delay in Your Order

Dear [Customer Name],

We sincerely apologise for the delay in delivering your order [Order Number]. We understand how frustrating this must have been and take full responsibility for the inconvenience caused.

The delay was due to [brief explanation, e.g., a supply chain disruption], and we’re actively resolving the issue. We’ve also implemented corrective measures to help prevent this from happening again. As a gesture of goodwill, please enjoy a [discount amount]% discount on your next order with the code [Discount Code]at checkout.

Thank you for your patience and continued trust. We value your business and remain committed to providing the reliable service you expect.

With sincere apologies,
[Your Name]
[Your Position]
[Company Name]

12. Resignation Email: Moving On

A resignation email formally communicates an employee’s decision to leave their position and marks the beginning of the transition process.

Business email example:

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

I’m writing to formally resign from my position as [Job Title] at [Company Name]. My last working day will be [Last Day, typically two weeks from today].

I’ve accepted an opportunity that aligns more closely with my long-term goals. While I’m looking forward to this next step, I’m genuinely grateful for the support, growth, and experiences I’ve had here. Your guidance has played a meaningful role in my development. To ensure a smooth transition, I’m happy to hand over responsibilities and assist with training my replacement. I’ll also aim to wrap up any ongoing work before my departure.

Thank you again for the opportunities and mentorship. I wish you and the team continued success and hope we stay in touch.

Sincerely,
[Your Name]
[Your Contact Information]

13. Announcement Email: Share the News

Announcement emails communicate important updates to customers, employees, or stakeholders, such as:

• Product launches

• Company news

• Events

Professional email example:

Subject: Exciting News: Launching Our New Product – (Product Name)

Dear (Company Name) Team,

We’re pleased to announce the launch of our latest innovation, (Product Name), which will go live on (Launch Date). This new solution is designed to help our customers (key benefit) and marks an exciting step forward for our business.

Key Features of (Product Name):
– (Feature 1)
– (Feature 2)
– (Feature 3)

The launch reflects months of hard work and collaboration from our (Department Name) team. Their dedication has brought this idea from concept to reality. We’ll be hosting a briefing on (Meeting Date) at (Meeting Time) to share more details and answer any questions. Please save the date. We look forward to your participation.

If you have any questions in the meantime, feel free to reach out to (Contact Person) at (Email Address). Thank you for your continued support. Let’s make this launch a success!

Best regards,
(Your Name)
(Your Title)

14. Invitation Email: Let’s Celebrate

An invitation email extends a formal request to attend an event, often highlighting key details and encouraging timely RSVPs.

Professional email example:

Subject: You’re Invited: (Event Name)

Dear (Recipient’s Name),

We’re delighted to invite you to (Event Name), hosted by (Organization Name) on (Date) at (Time), taking place at (Venue). We look forward to an engaging and memorable evening. The event will feature (brief description of event highlights), and we’d be honoured by your presence.

Please RSVP by (RSVP Deadline) by replying to this message or contacting our event planner, (Planner’s Name), at (Phone Number). Thank you for considering our invitation. We truly hope you can join us for this special occasion.

Warm regards,
(Your Name)
(Your Title)
(Organization Name)

15. Congratulatory Email: Celebrate Milestones

A congratulatory email recognises and celebrates someone’s achievements, milestones, or professional success.

Professional email example:

Subject Line: Congratulations on Your Promotion!

Dear (Recipient’s Name),

I was delighted to hear about your promotion to (New Job Title)—a well-deserved recognition of your dedication, expertise, and consistent hard work in (Field of Expertise). Congratulations!

Your strengths in (Specific Skill 1) and (Specific Skill 2) have played a significant role in (Company Name)’s growth over the past (Time Period). This achievement is a testament to your talent and perseverance.

As you step into this new chapter, I do not doubt that your (Positive Trait 1) and (Positive Trait 2) will continue to drive your success. This is just one of many milestones to come. Wishing you continued success and fulfillment in your new role.

Warm regards,
(Your Full Name)
(Your Relationship, if relevant)

16. Introductory Email: Let’s Connect

An email that introduces you or someone else to establish a connection or initiate a working relationship.

Introducing Yourself

Subject: Introduction – [Your Name]

Dear [Recipient’s Name],

I hope this message finds you well. My name is [Your Name], and I’m a [Your Role] at [Company/Organisation Name]. I came across your [work/project/profile] through [brief context – e.g., a mutual contact, a recent event, a shared platform] and wanted to reach out to introduce myself. I’m particularly interested in [area of shared interest or potential collaboration] and would welcome the opportunity to explore how we might connect or collaborate.

Please don’t hesitate to get in touch if this aligns with your current goals or if you’d like to discuss further. I look forward to the opportunity to speak with you.

Warm regards,
[Your Full Name]
[Your Position]
[Your Contact Information]

Introducing Someone Else

Subject: Introduction – [Name of Person You’re Introducing]

Hi [Recipient’s Name],

I hope you’re well. I’d like to introduce you to [Full Name], who is a [Role/Title] at [Company/Organisation]. [He/She/They] brings expertise in [relevant skill or area], and I believe there may be strong alignment with your work in [relevant area or project].

[Optional: Brief explanation of why you’re connecting them or how they might benefit from speaking.]

I’ll let you both take it from here and hope this introduction proves helpful.

All the best,
[Your Full Name]
[Your Position]
[Your Contact Information]

17. Cold Email: Reach Out to Prospects

A cold email is an unsolicited email sent to a recipient you don’t know, with the aim of establishing a connection.

Subject: Exploring Potential Collaboration on [X]

Hi [Recipient’s Name],

My name is [Your Name], and I’m a [Your Role] at [Company Name]. I recently came across your work at [Recipient’s Organisation/Project] and was particularly impressed by [specific detail or achievement].

I’d love to explore whether there’s an opportunity for collaboration between our teams. At [Your Company], we [briefly explain what you do and the potential relevance or benefit to the recipient].

If you’re open to a brief chat, feel free to book a time that suits you via this link: [Insert Calendar Link]. Thanks for your time and consideration. I hope to connect soon.

Best regards,
[Your Full Name]
[Your Position]
[Your Company Name]
[Your Contact Info]

18. Follow-up Email: Check in with a Contact

A follow-up email is sent after a previous interaction, typically in the same thread, to check on progress, seek feedback, or inquire about the next steps.

Subject: Follow-Up on [Topic]

Dear [Recipient’s Name],

I hope this message finds you well. I’m reaching out to follow up on our recent conversation regarding [topic], and to see if there are any updates or further information needed from my side.

[Brief summary of the previous exchange, any relevant context or materials, and a straightforward, specific question or request.]

I’d appreciate any updates at your convenience and look forward to hearing your thoughts.

Warm regards,
[Your Full Name]
[Your Position, if relevant]
[Your Contact Information]

19. Writing an Email to a Group: Keep It Professional

Subject: [Subject] Meeting Cancelled

Hi Team,

The [meeting name] originally scheduled for [time frame] has been cancelled. I apologise for the short notice, but I’m sure the extra time in your day will be appreciated. We’ll reconvene during our next regular session on [date].

Thank you,
[Your Name]
[Your Title]

20. General Interest Email: Express Curiosity

An email expressing general interest, often used for networking or seeking information.

Subject: Seeking Guidance on [Topic]

Dear [Recipient’s Name],

I recently came across your profile on [Platform] and was impressed by your work in the [Topic] area. I’m currently [briefly explain your situation or interest], and I’m eager to learn more from professionals with experience in this field.

If you’re open to it, I’d be grateful for any insights or advice you could share, particularly around [specific questions or areas of interest]. I completely understand if your time is limited, but I’d welcome the chance to connect. If it's easier, I’d be happy to arrange a brief virtual coffee chat at your convenience. Thank you in advance, and I appreciate your time.

Best regards,
[Your Full Name]

21. Recap Email: Summarize Meeting Outcomes

An email summarizing key points, decisions, or outcomes of a meeting or discussion.

Subject: Recap of [Meeting/Event Name]

Hi [Recipient’s Name],

I wanted to share a quick recap of our recent [meeting/event] to ensure alignment moving forward.

Key points discussed:
– [Summary point 1]
– [Summary point 2]
– [Summary point 3]

Decisions made:
– [Decision 1]
– [Decision 2]

Action items and next steps:
– [Task], assigned to [Name], due by [Date]
– [Task], assigned to [Name], due by [Date]

Please feel free to let me know if I’ve missed anything or if further clarification is needed. Thanks again for your time and collaboration.

Best regards,
[Your Full Name]

22. Email Asking for Referrals: Reach Out to Contacts 

Subject: [First Name], could you introduce me to someone at [Company/Event/Industry]?

Hi [Recipient’s Name],

I hope you’ve been well. It’s been a while! I’m reaching out to see if you might be open to making an introduction. I’m currently exploring opportunities in [specific product/service/industry], and given your strong network, I thought you might know someone who could benefit from [brief value proposition].

If anyone comes to mind, I’d be grateful for a connection. Thanks so much for considering, and I hope we can catch up soon.

Best regards,
[Your Name]

23. Sales Email Template: Targeted Email Outreach

Subject: Got a Minute? Let’s Improve [Specific Area/Outcome] at [Prospect’s Company]

Hi [Prospect’s Name],

I came across your recent [post/article] on [platform] about [specific challenge], and it really resonated. At [Your Company], we’ve partnered with businesses like [Competitor/Industry Leader] to:

• Boost [metric, e.g., ROI] by [X]% within [timeframe]

• Reduce [pain point, e.g., operational costs] by $[Y] annually

• Reach [outcome, e.g,. 99% customer satisfaction] in just [Z] months

Our [product/service] is purpose-built to address challenges like [mentioned pain point], and I believe it could add real value to your work at [Prospect’s Company]. Would you be open to a brief call to explore this further?

Best regards,
[Your Name]
[Your Company]
[Contact Details]

24. Formal Survey Email: Collect Feedback

Subject: Help Us Improve — We Value Your Feedback

Dear [Recipient’s Name],

We value your opinion and would appreciate a few minutes of your time to share your thoughts on your recent experience with our [product/service/company].

[Start the Survey]([Insert Link])

Your feedback will remain confidential and is instrumental in helping us enhance our offerings. Thank you for your time and continued support.

Warm regards,
[Your Name]
[Your Company]

25. Introduction Email to a New Client: Start the Partnership on the Right Foot

Subject: Welcome to [Your Company]. Excited to Partner with You

Dear [Client’s Name],

I hope you’re well. On behalf of everyone at [Your Company], I’d like to extend a warm welcome and say how excited we are to begin working with [Client’s Company] on [project/service]. I’m [Your Name], your primary point of contact throughout our collaboration. To ensure a smooth start, here’s what to expect over the coming days:

Kick-off Meeting
I’ll schedule a kick-off call for next week to review the project scope, timelines, and address any initial questions you may have.

Account Setup
Our technical team is currently setting up your account. You’ll receive login details within 48 hours.

Project Team
We’ve assembled a dedicated team for your project, including [mention key roles, e.g., a project manager and lead developer].

Communication Tools
We use [e.g., Slack, Trello] to streamline collaboration. You’ll receive invites to the relevant platforms shortly. To help us tailor our approach, could you please share:

• Your preferred communication method (email, phone, video)

• Key project goals or priorities

• Names and roles of team members who should be involved

If you have any questions, please don't hesitate to contact me directly at [your phone number] or via email. We’re looking forward to a productive partnership and delivering meaningful results.

Warm regards,
[Your Name]
[Your Position]
[Your Company]
[Your Contact Information]

26. Apology Email Example: Responding to a Mistake

Subject: Apology for [Specific Incident/Error]

Dear [Name],

I’m writing to apologise for [specific incident or error] sincerely. I fully recognise the inconvenience this has caused you and your team, and I take full responsibility.

The issue arose due to [brief, honest explanation—avoid defensiveness or excessive detail], and I want to assure you that I’m addressing it directly. To resolve the situation, I am [specific corrective actions you’re taking]. To ensure this doesn’t happen again, I am putting the following measures in place:

• [Preventive action 1]

• [Preventive action 2]

I deeply value our working relationship and remain committed to rebuilding your trust. If there’s anything further I can do to make things right, please don’t hesitate to reach out. Thank you for your understanding.

Kind regards,
[Your Name]
[Your Position]
[Your Contact Information]

27. Apology to Client Email Example: How to Respond to a Client 

Subject: Our Sincere Apologies Regarding [Specific Issue]

Dear [Client’s Name],

On behalf of everyone at [Company Name], I want to extend our sincere apologies for the [specific issue or error] you experienced with our [product/service]. We fully recognise the inconvenience this has caused and take full responsibility for the lapse.

Following a thorough internal review, we found that the issue stemmed from [brief, honest explanation]. This does not reflect the level of quality or service we are committed to providing. To address this matter, we are taking the following immediate steps:

• [Specific corrective action]

• [Additional corrective action]

• [Compensation/make-good offer, if applicable]

As a token of our commitment to making this right, we would like to [offer a solution, discount, or other form of compensation]. We are also implementing the following preventive measures to avoid recurrence:

• [Preventive measure 1]

• [Preventive measure 2]

Please don’t hesitate to contact me directly if you have any questions or concerns. I’m personally overseeing the resolution of this issue and am dedicated to restoring your confidence in our team.

Thank you for your patience, understanding, and continued partnership. We greatly value your trust and look forward to serving you better in the future.

Warm regards,
[Your Name]
[Your Position]
[Your Contact Information]

28. Sick Leave Email Example: Keep It Short and Professional

Subject: Sick Leave Request – [Your Name]

Dear [Manager’s Name],

I wanted to inform you that I’m feeling unwell today and will be taking a sick day to rest and recover. I’m experiencing [brief description of symptoms, e.g., a fever and severe headache], and I believe it’s best to take the time to recuperate fully.

I expect to return to work tomorrow, but I’ll keep you updated should my condition change or require more time. In the meantime:

• I’ve rescheduled my [meeting/deadline] to [new date/time].

• [Colleague’s Name] has kindly agreed to cover [specific responsibility] today.

• I’ll be checking email occasionally for any urgent matters, though my response time may be slower than usual.

I’ll ensure all pending tasks are addressed promptly upon my return. Thank you for your understanding.

Best regards,
[Your Name]
[Your Position]

29. Asking for a Raise Email Example: How to Write an Email to Request a Salary Increase

Subject: Request for a Meeting to Discuss Compensation

Dear [Manager’s Name],

I hope you're well. I’m writing to request a meeting to review my current compensation. Over the past [time period, e.g., year], I’ve taken on increased responsibilities and consistently delivered strong results. I believe it’s an appropriate time to revisit my salary in light of these contributions. Since my last review, I have:

• [Specific achievement or responsibility, ideally with measurable impact]

• [Another key accomplishment or area where you’ve added value]

• [A third contribution that aligns with team or company goals]

These efforts have supported both our team’s performance and broader business objectives, and I’ve continued to grow in both scope and impact in my role. Based on industry benchmarks and my current responsibilities, I believe a compensation adjustment would reflect the value I bring to [Company Name].

I’d appreciate the opportunity to discuss this further in person. Please let me know a convenient time for a meeting. Thank you for your time and consideration.

Best regards,
[Your Name]
[Your Position]

30. Quotation Email Example: Provide Clear Details

Subject: Quotation for [Product/Service Name] – [Your Company Name]

Dear [Client’s Name],

Thank you for your interest in [Your Company Name]. Please find below the quotation for [Product/Service Name], based on the details you provided:

Quotation Summary

• Product/Service: [Brief description]

• Quantity: [Number of units/hours]

• Unit Price: [Price per unit/hour]

• Subtotal: [Quantity × Unit Price]

• Taxes: [Applicable rate or amount]

• Total: [Subtotal + Taxes]

Additional Details

• Validity: [X] days from the date of this email

• Delivery: [Estimated timeframe, with any shipping terms or costs]

• Payment Terms: [e.g., 50% upfront, 50% on delivery; accepted methods]

• Warranty: [Brief outline, if applicable]

• Inclusions: [e.g., installation, support, training if provided]

Please note that any customisations or additional services can be quoted separately upon request. If you have any questions or would like to make adjustments, feel free to reach out. We’d be happy to assist further. To confirm and move forward, please reply to this email and we’ll proceed with the next steps.

Thank you again for considering [Your Company Name]. We look forward to the possibility of working together.

Best regards,
[Your Name]
[Your Position]
[Your Company Name]
[Contact Information]

31. Work Update Email Example: Keep Your Boss in the Loop

Subject: Weekly Work Update – [Your Name], [Department]

Dear [Manager’s Name],

I hope you're well. Please find below my weekly update for the week of [Date Range]. This summary covers key accomplishments, project progress, upcoming priorities, and any relevant challenges:

Completed Tasks

• [Task 1]: [Brief description of outcome or impact]

• [Task 2]: [Brief description of outcome or impact]

• [Task 3]: [Brief description of outcome or impact]

Ongoing Projects

• [Project 1]: [Current status, key developments, and next steps]

• [Project 2]: [Current status, key developments, and next steps]

Upcoming Tasks

• [Task 1]: [Expected completion date and objective]

• [Task 2]: [Expected completion date and objective]

Challenges

• [Brief description of issue]

• [Proposed solution or request for input, if applicable]

Highlights & Recognition

• [Any notable wins, progress, or positive feedback from stakeholders]

I’m particularly enthusiastic about [brief mention of a priority or strategic task] and will continue focusing on [objective/next steps]. Please let me know if you’d like more detail on any item or have feedback. I’m happy to adjust priorities as needed.

Thank you for your continued support.

Best regards,
[Your Name]
[Your Position]

32. Response to a Complaint Email Example: Address Customer Concerns Promptly

Subject: Response to Your Complaint – Reference #[Complaint Number]

Dear [Customer’s Name],

Thank you for bringing this matter to our attention. We’re sorry to hear about your experience with [brief description of the issue], and we sincerely apologise for the inconvenience caused.

After a thorough review, we are taking the following steps to address your concerns:

• [Specific action being taken]

• [Additional step, if applicable]

As a gesture of goodwill, we would like to offer [describe compensation or resolution].

We genuinely value your feedback—it plays a vital role in helping us improve our service. If you have any further questions or if there’s anything else we can assist you with, please don’t hesitate to contact me directly.

Thank you for your patience and understanding.

Best regards,
[Your Name]
[Your Position]
Customer Service Department
[Company Name]

Related Reading

• Sales Funnel Email Sequence
• Unprofessional Email Address Examples
• Omnichannel Lead Generation
• Email Outsourcing
• Partnership Email Template
• Nudge Email
• Email Management Tips
• Nurture Email Sequence
• Find the Email of the Twitter Account
• How to Change Email Signature in Outreach

Start Buying Domains Now and Set Up Your Email Infrastructure Today

Cold outreach remains a reliable method for generating leads and driving sales. Email plays a huge role in the process, and the technical setup of your email infrastructure can make or break your cold outreach campaigns. This is where Inframail comes in. Inframail offers a streamlined approach to cold emailing that helps you get to the fun part - reaching prospects faster. With Inframail, you get: 

• Unlimited inboxes for a single flat rate

• Automated technical setup

• Priority support so you can easily scale your outreach

Uncovering the Secrets of Inframail's Technical Setup

At Inframail, we handle the technical details of cold email for you.  This means that you can focus on reaching your prospects instead of wrestling with complicated infrastructure setups. When you start using our service, we automatically configure SPF, DKIM, and DMARC records for you, so you don’t have to worry about any of the technical details. We also provide dedicated email servers for each user and Microsoft-backed deliverability to help your cold emails land in the right place, your prospects’ inboxes. 

Prioritize Deliverability and Support with Inframails Cold Email Solution

Email deliverability is the most important aspect of cold email. If your emails don’t land in the right place, your outreach campaigns won’t be successful. Inframail helps you prioritize email deliverability with automated technical setups, dedicated email servers, and Microsoft-backed deliverability. We also provide 16-hour daily priority support to help you troubleshoot any issues that come up so you can keep your campaigns running smoothly.

Related Reading

• Lead Nurturing Tools
• How to Cold Email for Research
• How to See if Someone Read Your Email on Outlook
• Podcast Email Examples
• How to Cold Email for an Internship
• How Many Emails Can Be Sent at Once in Gmail
• PR Pitch Email Example
• How to Sign an Email Professionally
• Sales Accepted Lead vs Sales Qualified Lead
• How Long Should a Newsletter Be
• Best Sales Acceleration Tools
• Email Quote Template