Hi, I’m Teacher Rob!👋
Today we’re looking at simple business email templates to save you time. If you don’t have time to read our guides, this page is perfect to get you started.
Just pick the email template you need below, then use the it as a starting point. Examples are provided to give you further help.
Choose the Email You Need
1. Seeking Information
Use this template when you need information or details from a colleague or business contact.
Template
Subject: Request for Information
Dear [Name],
I hope you’re well.
I’m writing to ask for some information about [topic].
Could you please send me [specific information] when you have a chance?
Thank you for your help.
Best regards,
[Your Name]
Example
Subject: Request for Information
Dear Sarah,
I hope you’re well.
I’m writing to ask for some information about the new training course.
Could you please send me the course dates and fees when you have a chance?
Thank you for your help.
Best regards,
James
2. Making a Request
Use this template when you need someone to do something for you.
Template
Subject: Request for [Action or Item]
Dear [Name],
I hope you’re well.
Could you please [describe what you need] by [date, if necessary]?
Please let me know if you need any more information.
Thank you for your help.
Best regards,
[Your Name]
Example
Subject: Request for Updated Sales Figures
Dear Mark,
I hope you’re well.
Could you please send me the updated sales figures by Thursday?
Please let me know if you need any more information.
Thank you for your help.
Best regards,
Lisa
3. Arranging a Meeting
Use this template when you want to arrange a meeting with a colleague or business contact.
Template
Subject: Meeting Request
Dear [Name],
I hope you’re well.
I’d like to arrange a meeting to discuss [topic].
Would you be available on [date] at [time]?
Please let me know if another time would be more convenient.
Best regards,
[Your Name]
Example
Subject: Meeting Request
Dear David,
I hope you’re well.
I’d like to arrange a meeting to discuss our marketing plans.
Would you be available on Tuesday at 10 a.m.?
Please let me know if another time would be more convenient.
Best regards,
Emma
4. Following Up on an Email
Use this template when you’ve sent an email but haven’t received a reply.
Template
Subject: Follow-Up on [Topic]
Dear [Name],
I hope you’re well.
I’m following up on my previous email about [topic].
When you have a chance, could you please let me know if there are any updates?
Thank you for your time.
Best regards,
[Your Name]
Example
Subject: Follow-Up on the Project Proposal
Dear John,
I hope you’re well.
I’m following up on my previous email about the project proposal.
When you have a chance, could you please let me know if you’ve had time to review it?
Thank you for your time.
Best regards,
Michael
5. Sending an Attachment
Use this template when you’re sending a document, report, or other file.
Template
Subject: [Document Name]
Dear [Name],
Please find attached [document name] for your review.
If you have any questions, please let me know.
Best regards,
[Your Name]
Example
Subject: Monthly Sales Report
Dear Anna,
Please find attached the monthly sales report for September for your review.
If you have any questions, please let me know.
Best regards,
Peter
6. Confirming an Arrangement
Use this template when you want to confirm a meeting or another arrangement.
Template
Subject: Confirmation of [Meeting or Arrangement]
Dear [Name],
I’m writing to confirm our [meeting/appointment] on [date] at [time].
We will meet at [location or online platform] to discuss [topic].
Please let me know if anything changes.
I look forward to speaking with you.
Best regards,
[Your Name]
Example
Subject: Confirmation of Project Meeting
Dear Rachel,
I’m writing to confirm our project meeting on Friday at 2 p.m.
We will meet online using Microsoft Teams to discuss the next stage of the project.
Please let me know if anything changes.
I look forward to speaking with you.
Best regards,
Daniel
7. Giving an Update
Use this template when you need to tell someone about the progress of a task or project.
Template
Subject: Update on [Project or Task]
Dear [Name],
I’d like to give you a quick update on [project or task].
So far, we have [briefly describe the progress].
We expect to [next step] by [date].
I’ll keep you updated if there are any changes.
Best regards,
[Your Name]
Example
Subject: Update on the Website Project
Dear Susan,
I’d like to give you a quick update on the website project.
So far, we have finished the homepage and the main product pages.
We expect to complete the remaining pages by Friday.
I’ll keep you updated if there are any changes.
Best regards,
Alex
8. Apologising for a Mistake or Delay
Use this template when you need to apologise for a mistake or something that hasn’t happened on time.
Template
Subject: Apology for [Problem or Delay]
Dear [Name],
I’d like to apologise for [mistake or delay].
I understand that this may have caused some inconvenience.
I’m working to resolve the issue and expect to [next step] by [date].
Thank you for your patience and understanding.
Best regards,
[Your Name]
Example
Subject: Apology for the Delayed Report
Dear James,
I’d like to apologise for the delay in sending the report.
I understand that this may have caused some inconvenience.
I’m finishing the final checks and expect to send it to you by tomorrow afternoon.
Thank you for your patience and understanding.
Best regards,
Helen
9. Asking for an Extension
Use this template when you need more time to complete a task or meet a deadline.
Template
Subject: Request for an Extension
Dear [Name],
I’m writing to ask if it would be possible to extend the deadline for [task or project] from [original date] to [new date].
I need some additional time to [brief reason].
I’m sorry for any inconvenience this may cause, and I appreciate your consideration.
Best regards,
[Your Name]
Example
Subject: Request for an Extension
Dear Mr Wilson,
I’m writing to ask if it would be possible to extend the deadline for the market research report from 15 October to 20 October.
I need some additional time to check the latest sales figures and complete the analysis.
I’m sorry for any inconvenience this may cause, and I appreciate your consideration.
Best regards,
Robert
10. Thanking Someone
Use this template when you want to thank a colleague or business contact for their help or support.
Template
Subject: Thank You for Your Help
Dear [Name],
I’d like to thank you for your help with [topic or task].
I really appreciate the time and effort you’ve put into this.
Your support has been very helpful.
Thanks again.
Best regards,
[Your Name]
Example
Subject: Thank You for Your Help
Dear Sophie,
I’d like to thank you for your help with the client presentation.
I really appreciate the time and effort you’ve put into preparing the slides.
Your support has been very helpful.
Thanks again.
Best regards,
Chris
A Final Tip
These templates are a starting point, so feel free to adapt them to your situation. You can make them more formal or more direct depending on who you’re writing to and what you need to say.
If you’d like to learn more about choosing the right words and tone, take a look at the other business email guides here on Business English Booster.
Enjoy the lesson, and I hope to see you in the next one!
Teacher Rob
Rob is a CELTA qualified English teacher with 15 years of international experience. He has a BSc and PGDip from Loughborough and St Andrews universities in the UK. He has taught in Thailand and Saudi Arabia and now works with professionals worldwide.
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