15 Professional Email Examples You Can Copy and Customise

These fifteen professional email examples cover the situations people search for most: asking for a meeting, chasing an invoice, declining an offer, introducing two people, requesting an extension and apologising. Each has a tone note, the lines to customise and a short chat version for Slack or Teams. Copy, change the details and read it aloud before sending.

How to use these examples

Copy the email closest to your situation, replace the names, dates and numbers with your own, and delete any sentence that does not apply. Every example follows the same pattern: a subject that names the topic, a first sentence that gives the purpose, only the facts needed, a specific request and a courteous close. For the reasoning behind that pattern, read how to write a professional email.

Each example has three extras:

• Tone: how formal it is and when to dial it up or down.
• Customise: the lines most worth changing.
• Chat version: a shorter message for workplaces that use Slack, Microsoft Teams or similar tools. Use the email for anything external, formal or that needs a record; use chat for quick internal questions.

All names, companies and figures below are invented for illustration.

Spelling for US and UK readers

Choose one spelling system to match your reader and stay with it through the whole message. The most common differences in business email:

Write dates in words to avoid confusion. The Spell Checker lets you check against American, British or Australian English. See also British vs American spelling.

Requests and scheduling

1. Asking for a meeting

Subject: Meeting request: 20 minutes on the Q1 hiring plan

Dear Ms Alvarez,

I would like to arrange a 20-minute meeting to discuss the Q1 hiring plan. I have drafted three options and would value your view before I take them to the leadership team.

Would Tuesday 17 November or Wednesday 18 November suit you? I can work around your calendar, in person or by video.

Kind regards, Priya Nair Operations Coordinator

Tone: formal and respectful of the other person's time. Customise: the length of the meeting, the reason and two real dates. Offering two dates makes it easy to reply. Chat version: "Hi Maria, do you have 20 minutes Tuesday or Wednesday to go over the Q1 hiring plan? I have three options I would like your view on."

2. Rescheduling a meeting

Subject: Can we move Thursday's review to Friday?

Hi Sam,

I need to reschedule our review on Thursday 12 November because of a client deadline, and I am sorry for the short notice. Could we meet on Friday 13 November at 10:00 instead, or at a time that works for you next week?

Thank you for being flexible.

Best regards, Priya

Tone: friendly professional. Customise: the reason (brief and honest) and the alternative times. Chat version: "Sam, I need to move our Thursday review. Is Friday at 10 okay? Sorry for the late change."

3. Requesting information or a document

Subject: Request: signed supplier agreement for Northwind

Dear Mr Hughes,

I am writing to request the signed supplier agreement for Northwind. We need it to release the first payment.

Could you send a scanned copy by Friday 13 November? If the document is still with legal, please let me know the expected date.

Thank you for your help.

Kind regards, Priya Nair

Tone: formal and direct. Customise: the document, why you need it and the deadline. Giving the reason makes the request easier to prioritise. Chat version: "Hi Tom, could you send me the signed Northwind agreement by Friday? We need it to release the first payment."

Money, deadlines and follow-ups

4. Chasing an invoice

Subject: Invoice 2041: payment status

Dear Ms Chen,

I am writing about invoice 2041 for USD 1,850, dated 3 October with payment terms of 30 days. Our records show it as unpaid, and I have attached a copy.

Could you confirm when payment will be made? If it has already been sent, please let me know the date so I can match it.

Kind regards, Priya Nair Accounts, Northwind

Tone: neutral and factual, never accusing. Assume an oversight first. Customise: invoice number, amount with currency, original date and terms. For a second reminder, add the new date and the next step you will take. Chat version: use email for this; invoices need a written record.

5. Requesting a deadline extension

Subject: Request for a short extension: project report

Dear Dr Rivera,

I am writing to ask for an extension on the project report due on Friday 13 November. Two of the survey responses I rely on arrived late, and I would like to include them to make the analysis reliable.

Could I submit it by Tuesday 17 November instead? The finished sections will be with you on Friday as planned.

Thank you for considering this.

Yours sincerely, Daniel Osei

Tone: respectful and honest. Customise: the new date, the real reason and what you will deliver on time. Ask before the deadline, not after. Chat version: "Hi Dr Rivera, could I have until Tuesday for the report? Two survey responses came in late. I will send the finished sections on Friday."

6. Following up after no reply

Subject: Following up: proposal sent 4 November

Hi Jordan,

I wanted to follow up on the proposal I sent on 4 November. Do you have any questions I can answer?

I can walk you through it in 15 minutes this week if that helps. Otherwise, could you let me know by Friday whether you would like to go ahead?

Thanks, Priya

Tone: light and helpful, not pushy. Customise: the date of the first email and a clear next step. A week is a common wait, though it varies by industry. More options in how to write a follow-up email. Chat version: "Hi Jordan, any questions on the proposal I sent on the 4th? Happy to do a quick call this week."

7. Confirming details after a call

Subject: Summary of today's call and next steps

Hi team,

Thank you for your time today. To confirm what we agreed:

1. Priya will send the revised budget by Wednesday 11 November. 2. Sam will confirm the venue by Friday 13 November. 3. We will meet again on Monday 16 November at 9:30.

Please reply if I have missed or misstated anything.

Best regards, Priya

Tone: neutral. Customise: one line per action: who, what, when. This creates a written record and catches misunderstandings early. Chat version: post the same numbered list in the team channel.

Saying no and handling mistakes

8. Declining a job offer

Subject: Re: Offer for the Marketing Analyst role

Dear Ms Alvarez,

Thank you very much for offering me the Marketing Analyst role, and for the time you and the team gave me during the process. After careful thought, I have decided to decline the offer, as I have accepted a position that is closer to my long-term goals.

I appreciate your confidence in me and hope our paths cross again. I wish you and the team every success.

Kind regards, Daniel Osei

Tone: warm, brief and final. You owe no detailed explanation. Customise: one specific thing you appreciated. Reply promptly so the employer can offer the role to someone else. Chat version: not appropriate; use email or a call.

9. Declining a request or invitation politely

Subject: Re: Invitation to speak at the March meetup

Dear Ms Chen,

Thank you for inviting me to speak at the March meetup. I am honoured to be asked, but I am unable to take on any new commitments before April.

I would be glad to suggest a colleague who covers the same topic, if that would be useful. I hope the event goes well.

Best regards, Priya Nair

Tone: gracious and clear. Say no in the first or second sentence; do not leave the reader guessing. Customise: a brief reason if you wish and a real alternative. Chat version: "Thanks for thinking of me. I cannot take this on before April, but I can suggest someone."

10. Apologising for a mistake

Subject: Correction to the figures sent this morning

Dear Mr Hughes,

I am sorry: the sales figures I sent this morning contained an error. The Q3 total should read 48,200, not 42,800. I have attached the corrected file.

I have checked the other tables, and they are unchanged. I now check totals against the source report before sending. Thank you for your patience.

Kind regards, Priya Nair

Tone: direct, specific and short. Name the error, the fix and what changes. Customise: do not over-apologise or blame others. For longer situations see apology email. Chat version: "Correction: the Q3 total should be 48,200, not 42,800. Updated file attached. Sorry about that."

11. Reporting a problem or complaint

Subject: Order 88213 arrived damaged: replacement requested

Dear Customer Support,

I am writing about order 88213, delivered on 6 November. The glass shade was cracked, and I have attached two photographs.

I would like a replacement. If that is not possible, please tell me how to arrange a refund. I would appreciate a reply by Monday 16 November.

Kind regards, Priya Nair

Tone: calm and factual. Customise: order number, what is wrong, the outcome you want and a date. Keep evidence attached. Chat version: most support teams ask for email or a form so there is a record.

Introductions, thanks and notices

12. Introducing two contacts

Subject: Introduction: Dana Kim and Luis Ortega

Hello Dana and Luis,

I would like to introduce you to each other. Dana leads product design at Northwind, and Luis runs partnerships at Brightline. You are both planning customer research for the new year, and I think a conversation would save you time.

I will leave it to you to find a time. Thank you both.

Best regards, Priya

Tone: warm and brief. Customise: one sentence on why each person is worth meeting. Ask both people's permission first when you can. Chat version: a group message tagging both people with the same two sentences.

13. Thanking someone

Subject: Thank you for your help with the audit

Dear Ms Alvarez,

Thank you for staying late on Tuesday to help me find the missing invoices. Because of that, we could close the audit on time. I really appreciate it.

Best regards, Priya Nair

Tone: sincere and specific. Customise: name what the person did and what it made possible. Chat version: "Thank you for staying late on Tuesday. We closed the audit on time because of you."

14. Announcing that you are on leave

Subject: Out of office: 24 December to 3 January

Hello,

Thank you for your message. I am on leave from 24 December and will return on Monday 4 January. I will reply to your email when I am back.

For anything urgent, please contact Sam Lee at sam.lee@northwind.example.

Kind regards, Priya Nair

Tone: short and neutral. Customise: return date and a named contact. Do not share travel details. More wording in out-of-office message. Chat version: set your status to "On leave until 3 January, contact Sam Lee."

15. Calling in sick

Subject: Sick leave today, Thursday 12 November

Hi Sam,

I am unwell and will not be working today. I have moved my 11:00 call to Monday, and Jordan can cover the client questions. I will update you tomorrow on whether I can return.

Thanks, Priya

Tone: brief and practical. Customise: follow your employer's rules on notice and any medical certificate. You do not need to give details of the illness. More in sick leave email. Chat version: many teams prefer a quick message first; follow your workplace's policy.

Email or chat: a quick guide

Even in chat, lead with the point, be specific and say what you need. Keep the tone in line with your team's habits.

Using AdeptWrite with these examples

The Email & Letter Writer can draft a first version in Formal letter, Job application or Follow-up mode. Provide the facts and edit the output, adding your own names, dates and figures, because generated text may miss context only you know. Paste your final draft into the Grammar Checker and the Spell Checker, and use the Tone Changer if one of these examples sounds too formal or too casual for your reader. Free use is limited to 6,000 characters per run.

A final check before you send

1. Is the subject line specific?
2. Does the first sentence give the purpose?
3. Are names, dates and amounts correct?
4. Is the request clear, with a date?
5. Did I attach what I mention?
6. Does the spelling suit my reader (US or UK)?

For the unwritten rules around replying, copying people and response times, see email etiquette.

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