Professional Email Templates
Emailing a Professor
Dear Professor Price,
I hope you’re having a good week!
My name is _______ and I'm in your ArcD 101 course. I’m writing to check in with you about the team project. We originally signed up to give our presentation on Monday, March 3rd, but you changed the order of the readings on the syllabus, so the other students in class may not have read the related chapters by the time we present the material. Is that okay? I just wanted to check with you.
Thanks!
Take care, [student name]
Applying for an Internship
Subject: [Your name] - [Name of position], [Job reference number]
Dear [Name of recipient],
As a [your student classification] at [Your college or university], I'm interested in interning as a [job title] at [Name of potential employer]. After reading about your organization, I feel that my skills and career goals align with your mission of [company's mission].
I'm currently studying [your major] and want to implement the concepts I've learned throughout my education. I also feel that my [relevant experience] would be a valuable addition to your organization. Please consider reviewing my resume and cover letter that I've attached to this email to learn more about my qualifications. I appreciate your time and am eager to answer any questions you have about my application materials.
Sincerely,
[Your name]
[Phone number]
[Email address]
[Additional Credentials]
Recent Graduate Seeking Employment
Subject: [Your name] - [Name of position], [Job reference number]
Dear [Name of recipient],
I recently graduated with a [your degree] from [Your college or university] and am interested in applying my education to [Name of organization]. In particular, I feel that my skills are a good fit for the [name of available position].
Despite being new to the workforce, I am qualified for the position because of my completion of [relevant coursework and internships]. I'm eager to continue pursuing professional development opportunities and advancing my career in [your field]. I've attached my resume and cover letter so you can learn more about my qualifications. Please feel free to contact me with any questions, and I look forward to hearing from you.
Sincerely,
[Your name]
[Phone number]
[Email address]
[Additional Credentials]
Inquiring about a Job Opening
Subject: [Your name] - [Name of position], [Job reference number]
Dear [Name of recipient],
My name is [Your name], and I'm a [insert job title and any personal connections to the company]. I'm contacting you to communicate my interest in the [available job position]. I became aware of the position by [insert research or prior knowledge of the company].
I'm confident that my qualifications and experience are a great match for this position. Specifically, I have [insert one to two highly relevant accomplishments not mentioned in the cover letter]. I've attached my resume, cover letter, and work samples to this email for your review.
Please let me know if you're available to [insert specific ask and time frame]. My name and contact information are below for your convenience.
Thank you in advance for your consideration. I look forward to hearing from you.
Sincerely,
[Your name]
[Phone number]
[Email address]
[Additional Credentials]
Referencing an Internal Contactt
Subject: [Your name] - [Name of position], [Job reference number]
Dear [Name of recipient],
My colleague [Name of colleague], who is a [colleague's position] at [Name of employer], recommended that I apply to this company for the position of [name of position and job reference number]. [Name of colleague]'s recommendation is an accurate representation of my potential, as [explanation of relationship to colleague].
I believe that I'm a good fit for the available position because of [summary of education and work experience]. For a better understanding of my qualifications, please review my resume and cover letter which I've attached to this email. I'm excited about this opportunity and would love to speak with you at a time that works for you. Please let me know your availability and I'd be happy to settle on a time that works for you.
Sincerest thanks,
[Your name]
[Phone number]
[Email address]
[Additional Credentials]
Rescheduling an Interview
If you're unable to attend an interview, consider rescheduling as a last resort. This template can help you maintain a professional relationship with the employer and obtain another meeting with them at a better time:
Subject: Request To Reschedule Interview With [Your name]
Dear [Name of recipient],
I'm excited to meet with you about the [name of position] at [Company name]. Unfortunately, unforeseen circumstances require me to ask you to reschedule our interview that was initially on [date and time of initial interview]. I apologize for any inconvenience and sincerely hope that you can reschedule my interview at one of the following times: [dates and times you're available for an interview].
If you have another preferred date and time, please let me know, as I'm willing to accommodate your schedule. Again, I'm sorry for the inconvenience and hope we can still meet to discuss the opportunity. Thank you very much for your time.
Sincerely,
[Your name]
[Phone number]
[Email address]
[Additional Credentials]
Following Up After an Interview
Subject line: Interview Follow-up - [Your Name]
Dear [Name of recipient],
I want to thank you for your time on [interview date]. It was a pleasure meeting you and learning more about the [job title] position at [Company name]. Our conversation solidified my sincere interest in this opportunity and my confidence that my prior skills and experiences are a great fit for your needs.
Please reach out if there is any additional information I can share to help you make your decision at this time. I look forward to hearing from you.
Warm regards,
[Your name]
[Phone number]
[Email address]
[Additional Credentials]
Accepting a Job Offer
Subject line: Job Offer Acceptance - [Your Name]
Dear [Name of recipient],
Thank you for your recent email offering me the position of [job title]. I happily accept the position and am eager to start. Please let me know what you need from me regarding the next steps. I'm more than happy to provide additional information and answer any questions you have.
Sincerely,
[Your name]
[Phone number]
[Email address]
[Additional Credentials]
Rejecting a Job Offer
Subject line: Job Offer Response [Your Name]
Dear [Name of recipient],
I greatly appreciate the job offer you recently extended to me for the [name of position] at [Company name]. Unfortunately, I have to decline the position after careful consideration due to [reason for decline]. Again, I appreciate the offer and am interested in maintaining a professional relationship with your organization.
Sincerely,
[Your name]
[Phone number]
[Email address]
[Additional Credentials]
Requesting a Letter of Recommendation
Subject line: Letter of Recommendation Request for [Your Name]
Dear [Name of recipient],
I'm in the process of applying for a [job title] position with [Company name]. One of the application requirements is a letter of recommendation from [reference category, such as a former employer], who can describe my qualifications in the areas of [specific content areas]. Since we've worked together for [length of working relationship], I'm confident you could speak positively about my skills and abilities.
I would greatly appreciate it if you would write a [required length, if any] letter of recommendation describing my competence in the areas of [areas related to the desired job] and successful experience managing [area of clear strength].
The application is due [deadline] that you can submit via [submission requirements from the prospective employer]. I've attached a copy of my current resume and other supporting materials for your review. I'm happy to discuss further or answer any questions you might have. Thank you in advance for your consideration.
Best,
[Your name]
[Phone number]
[Email address]
[Additional Credentials]