You know that feeling. You need to send a business email in English. You stare at the screen. You type a sentence. Delete it. Type it again. Check Google Translate. Change a word. Re-read it five times.
A three-sentence email takes thirty minutes.
This is not a vocabulary problem. It’s a confidence problem. Your brain is searching for “perfect” English — and perfect doesn’t exist.
The solution? Templates. Pre-written structures that you fill in with your specific details. Your brain stops searching for the “right” way to say it. You already have the right way. Just fill in the blanks and send.
Here are 12 business email templates you can copy, adapt, and use right now.
Template 1: Introducing Yourself to a New Contact
Subject: Introduction — [Your Name] from [Your Company]
Dear [Name],
My name is [Your Name] and I’m a [Your Job Title] at [Your Company]. I got your contact from [how you found them — a colleague, an event, LinkedIn].
I’m reaching out because [one clear reason — you want to explore a partnership, ask a question, schedule a meeting].
Would you have time for a brief call this week or next?
Thank you for your time.
Best regards,
[Your Name]
Template 2: Following Up After a Meeting
Subject: Great meeting today — next steps
Hi [Name],
Thank you for meeting with me today. I enjoyed our conversation about [specific topic discussed].
As we discussed, the next steps are:
- [Action item 1 — who is responsible, deadline]
- [Action item 2 — who is responsible, deadline]
Please let me know if I missed anything or if you have any questions.
Best regards,
[Your Name]
Template 3: Requesting Information
Subject: Request — [specific information needed]
Hi [Name],
I hope you’re doing well. I’m writing to request [specific information].
I need this for [brief reason — a project, a report, a client request]. Could you please send it by [date]?
If you have any questions, please let me know.
Thank you,
[Your Name]
Template 4: Sending a Project Update
Subject: Project Update — [Project Name] — [Date]
Hi [Name / Team],
Here is a quick update on [Project Name]:
Completed:
- [What was finished]
In Progress:
- [What is being worked on now]
Next Steps:
- [What comes next, with deadlines]
Please let me know if you have any questions or need more details.
Best regards,
[Your Name]
Template 5: Scheduling a Meeting
Subject: Meeting Request — [Topic]
Hi [Name],
I’d like to schedule a meeting to discuss [topic]. Could any of these times work for you?
- [Option 1 — day, date, time]
- [Option 2 — day, date, time]
- [Option 3 — day, date, time]
The meeting should take about [duration]. Please let me know which time works best, or suggest an alternative.
Thank you,
[Your Name]
Template 6: Apologizing for a Delay
Subject: Apology for delay — [what was delayed]
Hi [Name],
I apologize for the delay in [sending the report / responding to your email / completing the task].
[Brief explanation — one sentence maximum. Don’t over-explain.]
I’ve now [completed it / attached it / sent it]. Please let me know if you need anything else.
Thank you for your patience.
Best regards,
[Your Name]
Template 7: Politely Declining a Request
Subject: Re: [Original Subject]
Hi [Name],
Thank you for thinking of me for [the request].
Unfortunately, I’m not able to [do the specific thing] at this time because [brief reason].
However, I can suggest [alternative — a different timeline, another person, a partial solution].
I hope that helps. Please let me know if there’s anything else I can do.
Best regards,
[Your Name]
Template 8: Asking for Feedback
Subject: Request for feedback — [document/project/presentation]
Hi [Name],
I’ve attached [document / linked the file] for your review. I’d appreciate your feedback, especially on [specific area you want feedback on].
Could you please share your thoughts by [date]?
Thank you for your time.
Best regards,
[Your Name]
Template 9: Thanking Someone After a Job Interview
Subject: Thank you — [Job Title] interview
Dear [Interviewer’s Name],
Thank you for taking the time to meet with me today about the [Job Title] position.
I enjoyed learning more about [something specific discussed — the team, the project, the company culture]. I’m very excited about the opportunity to [one specific contribution you could make].
Please don’t hesitate to reach out if you need any additional information from me.
Thank you again.
Best regards,
[Your Name]
Template 10: Giving Bad News Professionally
Subject: Update on [topic]
Hi [Name],
I wanted to let you know that [clear statement of the bad news — project delayed, budget exceeded, timeline changed].
This happened because [brief, honest explanation — one to two sentences].
Here is what we’re doing to address it:
- [Action step 1]
- [Action step 2]
I take responsibility for this and will keep you updated on progress. Please let me know if you’d like to discuss this further.
Best regards,
[Your Name]
Template 11: Introducing Two People via Email
Subject: Introduction — [Name 1] meet [Name 2]
Hi [Name 1] and [Name 2],
I’d like to introduce you to each other.
[Name 1] is [brief role description — what they do and why it’s relevant].
[Name 2] is [brief role description — what they do and why it’s relevant].
I think you’d benefit from connecting because [one clear reason].
I’ll let you take it from here.
Best regards,
[Your Name]
Template 12: Negotiating a Deadline
Subject: Re: [Original Subject] — deadline adjustment request
Hi [Name],
Thank you for sending this. I’d like to discuss the deadline for [specific task].
The current deadline of [date] is challenging because [brief reason]. Would it be possible to extend it to [proposed new date]?
This would allow me to [benefit — deliver higher quality, include additional research, coordinate with the team].
Please let me know your thoughts.
Thank you,
[Your Name]
KEY TAKEAWAY: Templates remove the decision-making that causes email paralysis. Copy the structure. Fill in your details. Read it once. Send it. Your colleagues care about clarity and speed, not grammatical perfection.
How to Use These Templates
Step 1: Save them. Bookmark this page or copy these templates into a document you can access quickly.
Step 2: When you need to write a business email, find the closest template. Don’t start from scratch.
Step 3: Fill in your specific details. Change words to match your situation.
Step 4: Read it once. Send it. Don’t re-read ten times. Once is enough.
Over time, these patterns will become natural. You’ll start writing emails from memory. Faster. Easier. Without the anxiety loop.
Frequently Asked Questions
What is the best way to write professional emails in English?
Use a simple structure for every email: state your purpose, provide key details, request a specific action, and close politely. Templates help you start quickly without worrying about grammar or phrasing. Read the email once before sending and focus on clarity rather than perfection.
How formal should my business emails be in English?
Modern business emails are semi-formal. Use “Hi [Name]” for most situations and “Dear [Name]” for first contact or senior executives. Avoid overly casual language but don’t be stiff. Clear, polite, and professional is the standard.
How can I write English emails faster?
Use templates as starting points instead of writing from scratch each time. Keep emails short — five lines or fewer for most situations. Use bullet points for multiple items. Write the email, read it once, and send it without re-reading multiple times.
What to Do Next
Templates are a great starting point. But real email confidence comes from the deeper system — learning English with your ears, building natural phrases, and developing the psychology that lets your English flow without perfectionism.
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Stop overthinking. Start communicating.
Commit, don’t quit.
— A.J. Hoge
