Whether job hunting or settling into your position, email likely plays a large role in your professional life. Though email has made professional communication easier, it can also slow you down, especially if you spend a lot of time agonizing over what to send.
Here are five professional email templates you can use to streamline your writing process.
1. Applying for a Job
The Situation: You stumble across the perfect position. The job board lists a contact email and suggests you send your resume. You want to make a good impression.
When you send an email applying for a job, understand that you’re essentially sending your cover letter. Your message should be polished and show what skills you bring to the table.
Dear [Insert Name],
I’m writing to express my interest in the [position title] position with [company]. I believe my [relevant experience, skill or passion] makes me an ideal candidate to join your staff.
As a candidate, I could immediately contribute [description of a relevant skill] to your team. As [previous position], I applied [skill] by [action or experience] and showed [trait] through my [work or accomplishments].
I look forward to bringing my skills and experience to [company] and hope I have an opportunity to discuss the job with you further.
Thank you for your consideration,
[Your Contact Information]
2. Saying Thank You
The Situation: You did it — you got an interview. You want to send a thank you email that shows your gratitude while also reminding them you exist.
Whether following up after an interview or simply thanking someone for a favor, it’s nice to show others you appreciate them. If you’re thanking someone for an interview, you’ll want to adhere to email etiquette closer than you might for someone you work with already.
Dear [Insert Name],
I wanted to thank you for taking the time to talk with me about [position] at [company] this past [day of the week]. I was impressed by [thing you learned about the company]. I am excited about the opportunity to work with your [relevant department] and look forward to hearing from you soon.
3. Asking for Clarification
The Situation: You received a rambling email from a client. They seem to have a question about your company’s services, but you can’t tell what it is.
Asking for clarification is a fact of life, especially when it comes to work. Write your reply email faster by reading the original message carefully.
Hello [Insert Name],
Thank you for your message. I understand that [description of person’s concern]. I would be happy to [do what client has asked], but first I need to know a little bit about [something else]. Could you explain [x part of the problem]?
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4. Dealing With a Difficult Coworker
The Situation: You’re working on a presentation with a team of coworkers. One coworker has consistently turned their work in late. In order to increase your productivity, you need to ask your coworker to be more mindful about deadlines.
You may not always have the ability to talk out your differences in person. If dealing with a difficult coworker over email, explain your position while keeping the language neutral.
Hi [Insert Name],
As you know, we have our presentation on [topic] coming up in [time frame]. I appreciate all the work you’ve done on this project so far. To meet our deadline, we need to have all work turned in on time.
I’ve noticed that the last few [portions of work] from you have been turned in after the deadline. As we approach [upcoming deadline], I wanted to see if there’s anything the rest of the team can do to help you complete [work project] on time.
Please let me know.
5. Ending a Working Relationship
The Situation: You’ve found a new job opportunity and feel ready to leave your current position. You need to notify your boss of your decision without burning any bridges.
It’s never fun to end a working relationship, but it has to be done. To avoid hurting feelings, keep it short and clear.
Dear [Insert Name],
I’m writing to inform you that I will be leaving my role as [position] on [date]. I have enjoyed my time at [company] but feel leaving this position is best for my [reason for leaving].
Thank you for your continued support,
Work More Efficiently
Using professional email templates can help you work more efficiently. You can also use email add-ons and template builders like Tout or Movable INK to speed up your workflow. If you send a lot of emails, give a few of these templates a try and start working better today.
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Also published on Medium.
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