👋 Hi, I’m Teacher Rob!

Do you ever find yourself staring at a blank email window, wondering how to start?

That’s why I’ve put together 10 practical business email templates for situations you’ll encounter regularly at work.

You can copy them, adapt them to your situation, and write your emails with greater confidence.

Choose the template you need from the list below.

Contents

1. Seeking Information
2. Making a Request
3. Arranging a Meeting
4. Following Up on an Email
5. Sending an Attachment
6. Confirming an Arrangement
7. Giving an Update
8. Apologising for a Mistake or Delay
9. Asking for an Extension
10. Thanking Someone

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1. Seeking Information

Use this email when you need information, an answer, or details about a particular subject.

Email template

Subject: Information request: [topic]

Hi [Name],

Could you send me [specific information] by [date], please? I need it for [brief reason].

Thanks for your help.

Best regards,
[Your Name]

Completed example

Subject: Information request: monthly sales figures

Hi Daniel,

Could you send me the latest sales figures by Friday, please? I need them to prepare next week’s management report.

Thanks for your help.

Best regards,
Priya

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2. Making a Request

Use this email when you need someone to take action, such as reviewing a document, changing an order, or approving a proposal.

Email template:

Subject: Request: [task or action]

Hi [Name],

Could you please [specific action] by [date], if possible?

This would help me [brief reason, if relevant].

Thanks for your help.

Best regards,
[Your Name]

Completed example:

Subject: Request: review of the marketing proposal

Hi Sarah,

Could you please review the marketing proposal by Thursday, if possible?

This would help me make the final changes before we send it to the client on Friday.

Thanks for your help.

Best regards,
Ahmed

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3. Arranging a Meeting

Use this email when you need to arrange a meeting or call with a colleague, manager, or client.

Email template:

Subject: Meeting request: [topic]

Hi [Name],

Could we arrange a [length] meeting to discuss [topic]?

I’m available on [day and time option 1] or [day and time option 2]. Please let me know if either option works for you.

Best regards,
[Your Name]

Completed example:

Subject: Meeting request: new product launch

Hi James,

Could we arrange a 30-minute meeting to discuss the new product launch?

I’m available on Wednesday at 10 am or Thursday at 2 pm. Please let me know if either option works for you.

Best regards,
Maria

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4. Following Up on an Email

Use this email when you’ve sent a message but haven’t received a reply and would like to follow up politely.

Email template:

Subject: Following up: [original subject]

Hi [Name],

I’m following up on my email from [day/date] about [topic].

Have you had a chance to [review the document / check the information / consider my request]?

Please let me know if you need anything else from me.

Best regards,
[Your Name]

Completed example:

Subject: Following up: invoice approval

Hi Carla,

I’m following up on my email from Monday about the outstanding invoice approval.

Have you had a chance to review it?

Please let me know if you need any additional information from me.

Best regards,
Daniel

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5. Sending an Attachment

Use this email when you’re sending a document or file, such as a report, invoice, contract, or presentation.

Email template:

Subject: [Document name] attached

Hi [Name],

I’ve attached [document or file name] for [your review / your reference / approval].

[Add a brief explanation or mention any action required, if relevant.]

Please let me know if you have any questions.

Best regards,
[Your Name]

Completed example:

Subject: Updated project report attached

Hi Michael,

I’ve attached the updated project report for your review.

I’ve included the latest figures and revised the delivery schedule based on our discussion yesterday.

Please let me know if you have any questions or would like me to make any further changes.

Best regards,
Nina

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6. Confirming an Arrangement

Use this email when you need to confirm the details of a meeting, appointment, order, delivery, or agreement.

Email template:

Subject: Confirmation: [meeting / order / arrangement]

Hi [Name],

I’m writing to confirm [arrangement or agreement].

[Include the important details, such as the date, time, location, or agreed terms.]

Please let me know if anything needs to be changed.

Best regards,
[Your Name]

Completed example:

Subject: Confirmation: project meeting on Tuesday

Hi Elena,

I’m writing to confirm our project meeting on Tuesday at 3 pm in the second-floor conference room.

We’ll review the latest project figures and agree on the next steps.

Please let me know if anything needs to be changed.

Best regards,
Hassan

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7. Giving an Update

Use this email when you need to inform colleagues, managers, or clients about the progress of a project or task.

Email template:

Subject: Update: [project or task]

Hi [Name],

Here’s a quick update on [project or task].

We’ve completed [work completed] and are currently working on [remaining work].

We expect to [next step] by [date].

I’ll let you know if anything changes.

Best regards,
[Your Name]

Completed example:

Subject: Update: website redesign

Hi Olivia,

Here’s a quick update on the website redesign.

We’ve completed the homepage and the main service pages. We’re currently testing the contact forms and checking the mobile layout.

We expect to finish the testing by Friday.

I’ll let you know if anything changes.

Best regards,
Sam

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8. Apologising for a Mistake or Delay

Use this email when you’ve made a mistake, missed a deadline, or need to apologise for a delay.

Email template:

Subject: Apology for [mistake or delay]

Hi [Name],

I’m sorry for [specific problem].

[Brief explanation, if relevant.]

I’m [action you’re taking to resolve the problem], and I expect to [next step] by [date or time].

Thank you for your patience.

Best regards,
[Your Name]

Completed example:

Subject: Apology for the delayed shipment

Hi Johan,

I’m sorry for the delay with your shipment.

We had a stock issue at our warehouse, which affected the dispatch date.

Your order will be dispatched tomorrow morning, and I’ll send you the tracking number by noon.

Thank you for your patience.

Best regards,
Fatima

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9. Asking for an Extension

Use this email when you need more time to complete a task or meet a deadline.

Email template:

Subject: Extension request: [task or project]

Hi [Name],

Could I have until [new date] to complete [task or project]?

[Brief, honest explanation of why you need more time.]

I’ll make sure the work is completed by the new deadline.

Thank you for considering my request.

Best regards,
[Your Name]

Completed example:

Subject: Extension request: quarterly report

Hi Mrs. Albright,

Could I have until Friday to complete the quarterly report?

Two of the regional figures arrived later than expected, and I need more time to check the final numbers.

I’ll make sure the report is ready by the new deadline.

Thank you for considering my request.

Best regards,
Omar

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10. Thanking Someone

Use this email when you want to thank someone for their help, advice, time, or support at work.

Email template:

Subject: Thank you for [specific help or action]

Hi [Name],

Thank you for [specific action or help].

It was particularly helpful because [brief explanation of the benefit, if relevant].

I really appreciate your time and support.

Best regards,
[Your Name]

Completed example:

Subject: Thank you for your help with the presentation

Hi Ravi,

Thank you for staying late to help me finish the client presentation.

Your advice helped me organise the information more clearly, and the meeting went really well this morning.

I really appreciate your time and support.

Best regards,
Alina

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For more detailed explanations of email writing take a look at our other email articles.

👋 Enjoy the lesson, and I hope to see you in the next one!

Teacher Rob 😁