Have you ever felt genuinely impressed with the way an email was written?
I know I have!
In fact, a good email can mean the difference between total ignorance or an excited reply! And while writing good email copy is not that difficult, many are unaware of the simple steps it takes to write well.
This is why we decided to help you out by creating 23 free email templates that can help you in different occasions.
All you have to do is adjust them to your specific needs and you are good to go!
Verification email template (also known as Double Opt-in email)
A verification email is the first email a new subscriber receives after applying to sign up to your list. Due to the nature of this email, it will be opened and quickly scanned through in order to find the “Confirm your subscription” button. As such, the goal is to briefly greet the new sign-up and lead him/her to the CTA button as soon as possible.
Thank you for signing up to my weekly newsletter. Before we get started, you’ll have to confirm your email address.
Click on the button below to verify your email address and you’re officially one of us!
Welcome email template
A welcome email is an opportunity to nurture newly formed relationships with your subscribers. It will serve as an introduction to your brand and let your readers know what you are all about. It will also introduce the reader to your tone of voice and set the standards for future communication.
As such, you might need to make more adjustments to this one, so it better fits what you are trying to project. You can use the following welcome email template as a foundation and build it in a more personalized way.
Welcome to [brand name]. We are happy to have you join our community.
[Brand name] goal is to create [add goal and/or mission of your brand]. We promise to only send you emails [add how many times per week you will be sending an email].
All emails will offer valuable information to help you along your journey and we may occasionally recommend a product that we believe in.
We hope you enjoy your time with us and, in the meantime, feel free to check our [educational resources of your brand]
Yours, [Brand name]
Sales email template
A sales email’s goal is to come to the attention of the person you are trying to form a relationship with, land a sales meeting, jump on a phone call or agree on a meeting. Since you will be sending these emails to busy individuals, we have added a follow-up email as well. You can adjust the following ones according to your needs.
I hope this email finds you well. Let me start by saying that I am a big fan of your work and it has inspired me to push myself beyond what I thought were my limits!
I am reaching out because [reason].
After taking a good look at [Target company] I realize that you could improve in [improvement area]. I have helped many other improve in the same area and I’d be more than happy to talk with you about it!
Would you be available for a quick call to discuss how our [product/service] could help you?
Follow up email template – for sales email
On many occasions, the first sales email you send out will get ignored, unnoticed or forgotten. In this case, a follow-up email is the best thing you can do to increase your chances of success. You can adjust this follow up email template to your needs.
You are probably very busy, I totally understand that!
I’m writing to follow up on my latest email. I still haven’t heard back from you and was wondering if you have had the time to consider my proposal.
It would be great to hear back from you. So, please let me know when you find some time.
Regards, [Your name]
Confirmation email template
A confirmation email acts as an assurance to your customer that their order is being processed. It is sent right after you receive a customer’s order to let them know that everything worked like a charm. To give a little extra, you could add an additional offer. Adjust the following confirmation email template to your needs.
Thanks for shopping with us. We’ve received your order and we are already getting started on it.
Once everything is ready to ship and confirmed, we will let you know. You will receive tracking information and other details within the next email.
To show our appreciation you will receive Free Shipping on your next order. All you have to do is enter Promo Code [enter promo code] at your next checkout!
See you soon!
Shipping confirmation email template
A shipping confirmation email follows right after the confirmation email is sent. Once your customer is assured that their order is good to go, they will also want to know when exactly their goods will arrive. Send out a shipping confirmation email to let your customers know when to expect their delivery.
In it, you can also give extra details like a tracking number to make this more convenient. You can adjust the following shipping confirmation email template to your needs.
Your [product name] is on its way!
You can expect it to arrive at your shipping address within [Time frame].
The order number is [Order number].
Track your order’s status here [Insert tracking info].
Thank you for shopping with us!
Invoice email template
An invoice email is sent to make the payment process as convenient as possible. Briefly inform the recipient about the nature of the email before including a direct payment link that he can click on to complete his payment. And of course, don’t forget to attach the invoice itself. You can use the following invoice email template and adjust it to your needs.
Here is the invoice for the [industry] services we provided for the period of [date] until [date].
You can easily make the payment by clicking here [Payment link].
You can use the following link to download a copy of your invoice in CSV or PDF: [insert link]
If you have any questions feel free to reach out.
Thank you for your trust, [Company name]
Abandoned cart email template
If there is one email you should pay a lot of attention on, it is the abandoned cart email. This is because 50% to 80% of all shopping carts end up not checking out during the final stage of a purchase. As such, email marketers usually create an automated email that is sent to all users that have not completed their purchase, hoping to get them to complete the last stage of the conversion. Here is an abandoned cart email template that you can adjust to your needs.
Good news! The [product] is still in your cart, patiently waiting to become yours!
Make sure you order before [date] to enjoy a [% discount]
Click on the button below to visit the checkout page. [CTA to cart]
Review email template
Getting people to share their positive experience with your business plays an essential role in your brand’s reputation. A review email’s goal is to help you get more reviews for your products and brand in general. With this one, timing is of the essence – wait too long before sending it and your readers may no longer remember their experience vividly. Send it out too quickly, and your customers won’t have enough info to use for their judgment. You can use the following review email template and adjust it to your needs.
You recently purchased [product] from [Your company].
We hope that you are enjoying it as much as we do! In fact, we’d like your honest opinion!
Your insights could help many other customers decide whether our products are worth buying.
Therefore, if you have 5 minutes to spare, please leave your review on [Product/service].
[Link to reviews]
Survey email template – formal version
A survey is a great way to learn what your customers think. It includes a set of questions designed to collect many responses and get lots of quantitative data. You can use the following survey email template for formal occasions and adjust it to your needs.
We hope that you enjoy our [Product/service]!
Our company is always looking to improve our services. As such, would appreciate if you could give us [Amount of time] of your time to fill out the following survey.
[Link or CTA to survey]
Your answer will be used to help us improve our products and services.
Many thanks, [Company name]
Survey email template – informal version
On the other hand, your (personal) brand may have established a more informal tone of voice. In such cases, an informal email template will be more fitting. You can use the following template for such occasions:
As you know, we love to get feedback. After all, a strong relationship is based on good communication.
For that reason, we would be super happy if you could fill in our survey!
A customer satisfaction email is different from the survey email due to the nature of the information you receive. In here, you will not send a survey. Instead, you will ask an open-ended question. As such, you will likely receive fewer results with higher qualitative value. You can use the following customer satisfaction survey email template and adjust it to your needs.
Thanks for choosing us! We are always looking to improve our [Products/services].
For this reason, we’d like to ask you a question:
What do you think we could do to improve our services?
Hit that reply button and let us know!
Regards, [Company’s name]
Customer service email template for dissatisfied customers
Once you receive a complaint, it is best to act fast. It is a good idea to have a canned response when such situations arise and send it out as soon as an issue arises. You can use the following customer service email template and adjust it to the specific complaint.
We are sorry to hear that you experienced [Customer complaint].
Our team is already sorting out [Customer issue]. In the meantime, feel free to let us know your suggestions for improvement.
We will update you within the next [time frame].
We appreciate the heads up.
Best, [Your name]
Meeting invitation email template – for business
You can send out a meeting invitation email to inform potential attendees about all the upcoming details. Include a location, date, and time to make sure that everybody knows what to expect. You can also add a meeting agenda to increase your chances of having a more productive meeting. Use the following meeting invitation email template and adjust it to your needs.
In order to discuss [Meeting’s purpose] and to [Other meeting objectives], a meeting has been scheduled.
I am looking forward to seeing you at [Location], at [Time] on [Date].
Below you will find the agenda for our meeting:
If you cannot confirm your attendance or you have any uncertainties, please let me know.
Have a nice day!
Thank you email template
You can send a thank you email for almost any occasion. This email’s goal is to show the recipient your appreciation of their efforts and help you build a stronger relationship. You can use the following template and adjust it to your needs.
I just wanted to thank you once again for [Action]. This helped me a lot with [Problem].
I will keep you posted and, of course, let me if there is anything you need help with.
Sincerely, [Your name]
Self introduction email template – personal
An introduction email is a good way to explain your purpose of emailing and give a short overview of who you are. You can use this introduction email template and adjust it to your needs.
[Common friend’s name] recently handed me your business card as we were discussing [topic].
So here I am, writing this email to introduce myself and explain why I am reaching out.
[A short intro on yourself]
[Your value proposition]
Let me know if you’d like to connect.
Regards, [Your name]
Promotion announcement template – for transferring employee
A promotion announcement email will let your employees and partners know about somebody’s promotion on transfer. You can use the following promotion announcement email template and adjust it to your needs.
Greetings team [company name],
I am pleased to announce that [Employee] is transferring to [Department] to work in our team as our new [Position].
During the [Time frame] that [Employee] has worked with us, [he/she] has achieved [list achievements]. Some of [her/his] greatest achievements with us is [Achievements].
[Employee] has taken great measures to ensure that our [Employee’s department] works flawlessly. And I am sure that most of you value [Employee]’s efforts just as much as we do.
We look forward to starting this new adventure. If you have any questions regarding this change, feel free to reply to this email.
Sincerely, [Your name] [Your title]
Promotion announcement template – for new promotion offers
There is a multitude of reasons why you’d like to announce an upcoming promotion via email. It could be that you have a special discount for Valentine’s day. Or you have a very special “Black Friday” offer. Whatever the case may be, you can use this template as a foundation for your email.
Hey [first name],
As you know, [special day] is coming up.
We at [company name] decided to take things one step further!
More specifically, [offer proposition].
And remember. This offer won’t last forever. You can make your purchase from [date] to [date] and use [discount code] at checkout for an additional [offer/discount].
Wish you the best day,
Your friends at [company]
Formal email template – business introduction
A formal business introduction is a great way to introduce your business to a prospect once you have gained permission from them to do so. Such email is best used when a person inquires for your services. You can use this formal email template and adjust it to your needs.
Thank you for showing interest in [company and service]
My name is [name] and I will be your point of reference during this conversation.
Before we get started, let me give you a brief introduction of our method of work.
[add your offer]
We also have many satisfied customers that are willing to vouch for our work. You can read their testimonials here: [add link]
If you are interested – feel free to schedule a phone call with me to discuss your challenges further: [Meetings link].
I look forward to meeting you,
Job inquiry email template
A job inquiry email is usually sent to land a job position that is not yet listed. It will help you to get on the radar of the company that you wish to work for. Job inquiry emails are usually longer than the average short and “on-the-point” email. You can use the following job inquiry email template and adjust it to your needs.
You don’t know me… But I know you very well. In fact, your company has been my career goal ever since I was in high school.
I know you like to work with the best of the best when it comes to [specific position requirements]. I am also pretty sure that, when you find such a person, you will want to, at least, have a chat about future possibilities.
My name is [Your name], and I am the most obsessed [job position, e.g. software developer] in [country]. My [specific skill requirement, e.g. problem-solving] abilities [add a humorous remark, e.g. may not have gotten me much popularity in high school, but it has helped me achieve A, B, C].
I am reaching out to see if you have any current openings in [Department of interest]. I am sure that by working together, I can help your company to achieve [add specific goals you intend to help the company fulfill].
I have experience in [Your expertise], having graduated with a degree in [Degree]. In the past [Time frame], I worked as a [Job position] in [Past employment company] as [Job position]. I am experienced in [Job responsibilities].
Let me know when you are available for a call.
Cover letter email template
After coming across your desired job position, it is a good idea to apply by sending a cover letter, as it will increase your chances of landing an interview. Most employers await this as an introduction of your personality and your capabilities. You can use the following cover letter email template and adjust it to your needs.
When I saw that you were looking for [Position], I became excited. For a long time, I have been following your company’s success with [Their expertise].
I am reaching out to express my interest to work with your team. I am confident that my experience in [Relevant experience] makes me a good fit for this position.
In my previous position as [Job title] for [Company], I [explain your previous job responsibilities]. Some of my strongest sides are [list your qualities] and I am eager to apply this to help you with [Business need].
Please find my resume attached with further details on my qualifications. Thank you for taking the time to read my application.
I look forward to hearing from you soon.
Regards, [Your name]
Professional reference letter template
A reference letter is used to endorse a person’s skills. It is usually needed to get a much-desired job or apply for an academic part and it is mostly written by previous employers or academic personal. An honest overview of skills, ability, and knowledge are presented in this letter. You can use the following professional reference email template and adjust it to your needs.
I am writing to recommend [Recommended person]. [He/She] was working/studying with us here at [Organization Name] as a [Position] for [Period of time].
I am [Your position] of [Organization name] and [Recommended person] worked with me on [Projects].
During [His/Hers] time here, [He/She] proved to have [Skills/knowledge/ability]. I have always valued [Qualities] amongst my [Team/Students] and [Recommended person] never failed to deliver that.
I am sure that you would also find [Recommended person] easy to work with.
If you have any questions please don’t hesitate to contact me.
Kind regards, [Your name]
(Post interview) Thank you email template
Send a post-interview thank you email to express your appreciation for their time. This might get you better chances to land that job. You can use the following thank you email after the interview template and adjust it to your needs.
Thank you for taking the time to meet me today. I found our conversation really interesting.
I enjoyed learning about this opportunity and I am confident that my skills and experience will allow me to succeed in [Job position] at your company.
I am looking forward to hearing back from you about the next steps. Please let me know if you have any questions.
Thank you again, and I hope to hear back from you soon.
Regards, [Your name]
Now it is your turn. Take the templates presented in this article, add a unique twist and crush your goals! It is all about setting the right target and crafting your email accordingly.
We hope you found what you were looking for within these templates and, if you have any comments, feel free to leave them below.