Professional Email Examples (10 Templates That Work)

Three universal rules:

1. Specific subject line.
2. Short body (150-250 words).
3. Clear ask.

Below are templates for the most common professional emails.

1. Job application

Subject: Application for [Role], [Your Name]

Hi [Recruiter Name],

I'm applying for the [Role] at [Company]. I came across the role on [where].

One reason I think I'm a fit: [specific reason, number, project, skill that matches the JD].

Resume attached. Open to a quick call when you have time.

Best, [Your Name]

2. Application follow-up

Subject: Following up on [Role] application, [Your Name]

Hi [Recruiter Name],

I applied for the [Role] role on [Date] and wanted to follow up. Quick reason I think I'm a strong fit: [one specific thing].

Happy to share more if useful.

Best, [Your Name]

3. Thank-you after interview

Subject: Thanks for the conversation today

Hi [Interviewer Name],

Thanks for taking the time. I really enjoyed [one specific thing from the interview].

[One sentence reaffirming interest with specific connection.]

Open to next steps when you're ready.

Best, [Your Name]

4. Networking ask

Subject: Quick question about [topic]

Hi [Name],

I came across your work on [specific thing]. I'm exploring [related area] and would love to learn from your experience. Would you have 20 minutes for a quick call sometime in the next two weeks?

Thanks for considering, happy to work around your schedule.

Best, [Your Name]

5. Reference request

Subject: Asking if you'd be a reference

Hi [Name],

I'm starting a job search and wanted to ask if you'd be willing to be a reference. If yes, I'll let you know each time someone might reach out.

Thanks!

Best, [Your Name]

6. Resignation

Subject: Resignation, [Your Name]

Hi [Manager Name],

Please accept this email as formal notice of my resignation. My last day will be [Date], two weeks from today.

I'm grateful for the time at [Company] and happy to help with handoff.

Best, [Your Name]

What to avoid

• "I hope this email finds you well" (filler)
• Generic openers ("To Whom It May Concern")
• Long-winded backstory before the ask
• Multiple asks in one email
• Burying the lead

The bigger pattern

A professional email is a tool, not a ritual. Specific subject, short body, clear ask. Done.

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For more: how to write a job application email, thank you email after an interview, follow up email templates.