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Email templates: Examples, samples & best practices

Do you sometimes find yourself staring at an empty screen as you wonder what to write in your email? Do you wish you had a checklist, some sample phrases, or a template you could use for inspiration? Look no further: mail.com has lots of pointers for writing effective emails.

We’ve listed some of our best email templates – so you never have to fear a blank screen again!

by Alyssa Schmitt

Smiling businesswoman working at computer — Struggling with writer's block? Discover our collection of templates to streamline your emails effortlessly.

At the mail.com blog, we have professional email templates to cover all types of email formats, from a template for a follow-up email after a job interview to examples of email apologies.

Need to write a casual or personal email? We also have you covered! Next time you are at a loss for words when writing an email, we encourage you to make use of our top ten email templates listed below:

1. Applying by email: Samples for your successful job application

Like many other people, you may be looking around for a new job. And what is one of the most common ways to send a job application? Email, of course! Use our checklist and four templates to ensure you make a professional impression on hiring managers everywhere.

2. Out of office messages: Examples and what to avoid

Need to write an out-of-office message for your email but not sure where to start? Our blog post has five ready-to-use professional automatic responses and several examples for a more casual approach. Bonus: We show you how to set up autoreplies in your mail.com account.

3. How to write an apology email

For sending a professional apology email you want to put your best, most sincere and honest foot forward. This means more than a simple “I’m sorry.” Our how-to guide will help you send those nerve-racking apology emails – and includes four templates you can adapt as needed.

4. Job search: How to follow-up after an interview

Anxiously waiting to hear back after a job interview? Well, you can write a follow-up email to boost yourself to the front of the line. Following up after an interview does not have to be nerve-wracking – especially if you use our tried-and-true checklist and our two follow-up templates.

5. How to email a professor: 7-step guide with examples

Writing an email to your professor has never been easier! No, really… Take a look at our samples for writing an email to your professor. You’ll never have to stress about it again. We have five templates to cover different situations plus a checklist to adapt when writing your own email.

6. Thank you email: How to say thank you meaningfully

“Thank you” is just two small words that can go a long way especially when expressing gratitude through email. Adding thank you to your emails or sending an email to show appreciation is like adding a secret ingredient to a cake. Our pointers and four templates show you how!

7. How to write email invitations for a birthday party or event

Whether you are hosting a brunch or barbecue, an email is the perfect way to invite people! But it’s important to include the details your guests need and craft an inviting subject line. We show you how to write a perfect email party invite – including four templates to get you started.

8. Easter emails: 20 eggs-cellent ideas and subject lines

Are you looking for a way to make sure your Easter greetings are Egg-stra special? Do you need some ideas on sending emails during this egg-ceptional holiday? Don’t put all your eggs in one basket -- we’ve got more than 20 Easter messages for the workplace and for friends and family.

9. How to ask for a donation in an email – with examples

Raising funds for a worthy cause can be a daunting task, but it doesn’t have to be difficult. Did you know you can ask for donations through email? We provided a guide to help you secure funding for your next important charitable project, including two email templates you can customize and lots of ideas for attention-grabbing yet appropriate subject lines.

10. Professional emails: How to write an effective business email

Are you stuck trying to write a professional email to your boss or a business contact? Never fear – with our step-by-step guide (including examples), writing effective business emails is easy! And we put it all together with a business email example that you can adapt to your own situation.

Good to know: These are only a few of the handy templates we’ve created to help with your email writing. The mail.com blog is full of useful workplace email examples and other email samples to help you create the perfect greeting, subject line, signoff, and more! You can see them all by clicking the Template tag in our blog topic index.

And don’t forget, mail.com is the right mail address for everyone! If you don’t have a mail.com email address yet, why not create an email account today?

Images: 1&1/GettyImages

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