Proven templates for the emails that are hard to start — follow-ups, requests, declines and more.
Tap Copy on any template, paste it, and replace the [bracketed] parts with your own details.
Following up
Follow-up after no reply
Hi [Name],
Just following up on my email from [day] about [topic]. I know things get busy — when you have a moment, I'd really appreciate [the specific thing you need].
Thanks,
[Your name]
Recap after a meeting
Hi [Name],
Thanks for taking the time to talk today. To quickly recap what we agreed:
- [Point / next step 1]
- [Point / next step 2]
I'll [your action] by [date]. Let me know if I've missed anything.
Best,
[Your name]
Making a request
Ask someone for something
Hi [Name],
I'm reaching out because [reason]. Would you be able to [specific request] by [date]? Happy to provide anything that would make it easier.
Thank you,
[Your name]
Cold introduction
Hi [Name],
My name is [Your name] and I [one line on who you are / what you do]. I'm getting in touch because [specific, relevant reason].
Would you be open to [a short call / a quick reply] about [topic]?
Thanks for your time,
[Your name]
Ask for a deadline extension
Hi [Name],
I'm making good progress on [task], but I want to make sure it's done properly. Would it be possible to move the deadline to [new date]? I'm happy to share where things currently stand.
Thanks for understanding,
[Your name]
Difficult emails
Politely decline
Hi [Name],
Thank you so much for thinking of me for [request]. Unfortunately I'm not able to [take this on / commit to it] right now because [brief reason].
I hope it goes well, and please do keep me in mind in future.
Best,
[Your name]
Apologise for a mistake
Hi [Name],
I want to apologise for [what happened]. That wasn't the standard you should expect, and I take full responsibility.
Here's what I'm doing to put it right: [action]. Thank you for your patience.
Best,
[Your name]
Chase an overdue payment
Hi [Name],
I hope you're well. I wanted to flag that invoice [number] for [amount], due on [date], is now overdue. Could you let me know when I can expect payment?
If it's already on its way, please ignore this. Thanks,
[Your name]
Logistics & work
Out-of-office auto-reply
Thank you for your email. I'm out of the office from [start date] until [end date] with limited access to email.
For anything urgent, please contact [name] at [email]. Otherwise, I'll respond as soon as I can after I return.
Best,
[Your name]
Two weeks' notice (resignation)
Dear [Manager's name],
Please accept this as formal notice of my resignation from [position] at [company], effective [last day — two weeks from today].
I'm grateful for the opportunities I've had here and will do everything I can to ensure a smooth handover before I leave.
Sincerely,
[Your name]
Thank-you after an interview
Hi [Name],
Thank you for taking the time to meet with me today about the [role] position. I especially enjoyed learning more about [something specific you discussed], and it reinforced my interest in the role.
Please let me know if there's anything further I can provide.
Best regards,
[Your name]
No templates match your search.
Make a template sound like you
These templates handle the structure so you can focus on the specifics. Two things make the difference between an email that lands and one that feels like a form letter: replace every [bracket] with a real, concrete detail, and cut anything that doesn't apply — shorter is almost always better. Keep the tone matched to your relationship with the recipient; the same follow-up can be warmer for a colleague and more formal for a client. If you want one rewritten in a particular voice or length, paste it into the AI writing prompts.
FAQ
How do I use these email templates?
Tap Copy on the one you need, paste it into your email client, then replace the [bracketed] placeholders with your details and delete anything that doesn't apply. Give it a quick read so it sounds like you before sending.
Are these formal or casual?
They're written to be professional but adaptable. For a casual relationship, loosen the greeting and sign-off; for a formal one, keep them as-is or make them slightly more reserved.