Professional Email in English: 5 Templates, Phrases & Sample

By Matet Bucu, Communication Specialist · Versant English Lab

A professional email in English has six parts: a clear subject line, a polite greeting, the purpose in the first sentence, the details, the action you want, and a polite closing. If you get the structure right, your English doesn’t need to be perfect for your email to sound professional.

The 6-part structure

Part	What it does	Example
Subject line	Says what the email is about in a few words	Request: updated price list for March
Greeting	Uses the right name and tone	Dear Ms. Tan, / Hi Daniel,
Purpose	Explains why you are writing, in one sentence	I’m writing to ask about…
Details	Gives the facts the reader needs	Dates, numbers, reasons, in short paragraphs
Action	Says clearly what you want the reader to do	Could you please send it by Friday?
Closing	Ends politely, with your name	Kind regards, / Best regards,

Formal or friendly? Use Dear + title + surname for someone you don’t know, a manager or a client. Use Hi + first name for colleagues you work with every day.

Template 1: Asking for information

Subject: Request for information about [topic]

Dear [Name],

I’m writing to ask about [topic]. We are planning to [reason], and we would like to know [specific question 1] and [specific question 2].

Could you please send this information by [day/date]? If it would be easier to discuss by phone, I’m happy to arrange a call.

Thank you for your help.

Kind regards,
[Your name]
[Job title, company]

Template 2: Following up

Subject: Following up: [original topic]

Hi [Name],

I hope you’re well. I’m following up on my email of [date] about [topic].

Could you let me know if you’ve had a chance to look at it? We need to [confirm / finalise / order] by [date], so an update by [day] would be very helpful.

Thanks in advance,
[Your name]

Tip: wait two to three working days before following up, and keep it short and friendly. Never write “As I already told you…”.

Template 3: Arranging a meeting

Subject: Meeting request: [topic]

Dear [Name],

I’d like to arrange a short meeting to discuss [topic]. It should take about [30] minutes.

Would any of these times suit you?

[Day, date] at [time]

[Day, date] at [time]

[Day, date] at [time]

If none of these work, please suggest another time. I can meet [in person at our office / online].

Best regards,
[Your name]

Template 4: Apologising for a problem

Subject: Your order [number]: our apologies

Dear [Name],

Thank you for letting us know about [the problem]. I’m sorry for the inconvenience this has caused.

The issue happened because [short, honest reason]. We have already [action taken], and [what happens next and when].

As an apology, we would like to offer you [refund / discount / replacement]. Please let me know if there’s anything else I can do.

Kind regards,
[Your name]
[Job title, company]

A good apology email does three things: it says sorry, explains the problem briefly, and fixes it. If you’re taking the Versant Professional English Test, the Email Writing task often asks for exactly this kind of email.

Template 5: Thank you after an interview

Subject: Thank you – [Job title] interview

Dear [Interviewer’s name],

Thank you for meeting with me today to discuss the [job title] role. I enjoyed learning about [something specific from the interview].

Our conversation confirmed my interest in the role, especially [one reason]. I’m confident that my experience in [skill] would help the team to [goal].

Please let me know if you need any further information. I look forward to hearing from you.

Best regards,
[Your name]
[Phone number]

Send it within 24 hours of the interview.

7 mistakes that make emails sound unprofessional

A vague subject line such as “Hello” or “Question”.
Text-message language: u, pls, thx, asap.
No clear request. The reader shouldn’t have to guess what you want.
One long paragraph. Use short paragraphs of two or three sentences.
ALL CAPITALS, which reads as shouting.
Forgetting the attachment you mention. Attach it before you write the email.
Not checking names and spelling. Spelling someone’s name wrong is the fastest way to lose their goodwill.

Useful phrases for professional emails

When you want to…	Useful phrases
Start the email	I’m writing to ask about… / I’m writing regarding…
Follow up	I’m following up on my email of [date] about…
Ask politely	Could you please…? / Would it be possible to…?
Give information	Please find attached… / I’d like to let you know that…
Apologise	I apologise for the delay in… / Sorry for any inconvenience this may have caused.
Close the email	Please let me know if you have any questions. / I look forward to hearing from you.

Versant Email Writing: a sample answer

In the Email Writing task of the Versant Professional English Test, you read a short situation and reply in an email that covers three themes. Here is how the 6-part structure works in a real answer.

Task: Your manager has asked you to organise a team lunch next week. Write an email to your team. Include: the date and place, the reason for the lunch, and what your colleagues need to do.

Subject: Team lunch next Friday

Dear team,

I’m writing to invite you all to a team lunch next Friday, 14 March, at 12:30 pm at Green Leaf Restaurant, which is a five-minute walk from the office.

Our manager would like to thank everyone for their hard work on the recent product launch. The project finished on time, and this lunch is a small way to celebrate together.

Could you please reply to this email by Wednesday to confirm whether you can join? Please also let me know if you have any food preferences, so I can inform the restaurant.

I look forward to seeing you there.

Kind regards,
Priya

Why this answer works: each theme has its own short paragraph, the purpose is in the first sentence, the action is clear and has a deadline, and the email is just over 100 words without any padding.

Checklist before you press Send

The subject line says what the email is about.
The name and title of the reader are spelled correctly.
The purpose is in the first sentence.
Each paragraph has one main idea.
The action you want, and any deadline, is clear.
The closing is polite and includes your name.
You have checked spelling, grammar and attachments.

Practise writing emails under time pressure

In the Versant Professional English Test, you have 9 minutes to write an email of at least 100 words that covers three given themes. Practise with real timing and instant feedback in the free Versant Email Writing practice.

Keep learning

How to prepare for the Versant test in 7 days: a day-by-day study plan
How to answer “Tell me about yourself”: a simple formula and 4 example answers
Versant test for Accenture, Concentrix and Amazon: what to expect in the English round
Versant test pattern and sample questions: every part explained

Ready to test yourself? Take a free Versant mock test, or practise each part of the Versant Professional English Test and the Versant English Placement Test. When you feel confident, register for the official Versant test.

Frequently asked questions

Should I write “Dear” or “Hi”? Use Dear for formal emails, new contacts and clients. Use Hi for colleagues you know well. If you’re not sure, start with Dear and follow the other person’s style when they reply.

How long should a professional email be? As short as possible while still clear. Most work emails are 50–150 words.

Is “Kind regards” or “Best regards” better? Both are safe and professional. Kind regards is slightly more formal.

About the author

Matet Bucu is a Communication Specialist who helps learners and professionals speak and write clear, confident English for work.