10 professional English email templates (to copy)

Email already eats a huge share of our days. The McKinsey Global Institute estimated, in its report The Social Economy, that professionals spend nearly 28% of their week reading and writing email. In English, every message takes extra effort: finding the right tone, neither too textbook nor too casual. Templates solve the problem.

Here are ten ready-to-copy emails, sorted by situation. Replace the brackets, adjust the tone, send.

Before the templates: three rules

1. One request per email. If you ask three questions, you get zero answers.
2. A precise request, with a deadline. “by Friday” beats “when you can”.
3. Short. Four to six lines. Nobody reads a wall of text in a second language.

Asking for something

Subject: Quick question about [topic]

Hi [Name],

I hope you're well. Could you let me know [specific question]
by [date]? It would really help us move forward on [project].

Thanks in advance,
[You]

For a request for clarification:

Hi [Name],

To make sure we're aligned, could you clarify one point:
[precise question]? Thanks for bearing with me.

Best,
[You]

Following up without pushing

The follow-up is the most useful email, and the most neglected. Most silences are oversights.

Subject: Following up on [topic]

Hi [Name],

Just circling back on my email below. Have you had a chance to
look into [request]? Happy to help if anything's unclear.

Best,
[You]

For a final follow-up that leaves a way out:

Hi [Name],

I wanted to follow up one last time on [request]. If now isn't
the right time, just let me know and I'll close this on my side.

Best,
[You]

Scheduling or moving a meeting

Subject: Meeting to discuss [topic]

Hi [Name],

Would you have 30 minutes next week to discuss [topic]?
I'm free [option 1] or [option 2], but happy to work around you.

Best regards,
[You]

To reschedule without friction:

Hi [Name],

Something's come up on my end and I need to move our meeting.
Would [new time] work for you? Apologies for the short notice.

Best,
[You]

Thanking and confirming after a meeting

Subject: Thanks, and next steps

Hi [Name],

Thanks for your time today. As discussed, here's a quick recap:
- [decision / action]
- [decision / action]

I'll [action] by [date]. Let me know if I missed anything.

Best,
[You]

Saying no, politely

Refusing in English without sounding curt takes a little tact. The recipe: thank, refuse clearly, offer an alternative.

Hi [Name],

Thanks for thinking of me. I won't be able to take this on
right now, but [alternative or suggestion]. Hope that helps.

Best,
[You]

To apologize for a delay:

Hi [Name],

Apologies for the delay in getting back to you. [Brief reason.]
Here's [the answer / the deliverable].

Best,
[You]

The detail that changes everything: the sign-off

“Best regards” works everywhere. “Kind regards” is a notch warmer. Avoid “Yours faithfully”, very formal and mostly British. The choice of greeting and sign-off deserves its own cheat sheet: see our English greetings and sign-offs.

And for the meetings that often follow these emails, Soufflia prompts the right phrasing live, during the call.