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Workplace and Interview Emails: 5 Formats & Advice You Should Know

Wondering what’s the best way to phrase an email at the workplace or during a job search? Here’s some formats and advice to help.

Of course, writing your own emails from scratch is always better. But sometimes, you might not know what’s the right phrases to use, or the format to go about it. On top of that, things like subject lines also matter. From writing to potential and past employers on topics such as references, interviews or job opportunities, here’s some tips and formats below to take note.

How to make sure your email subject line works

Let’s face it, subject lines have one job: to make whoever you’re sending the email to open it. You don’t have to throw the kitchen sink and put too many details. Just write enough to raise interest, and the body copy in the email will do the rest of the work.

Online studies have shown four-word subject lines tend to get good clicks, so don’t be too wordy.

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In addition, don’t capitalise every letter in the email subject line, as it’s the equivalent of screaming on text. It also doesn’t help that plenty of spam emails tend to do the same. There’s also no need to capitalise every word (“Read This Email Please”) as it would just looks too formal. A simple “Read this email please” is sufficient.

How do you personalise an email

No one likes cookie-cutter, cut-and-paste emails, but sometimes we’ll admit it’s necessary to save time. Nonetheless, it doesn’t mean that you can’t personalise some aspects of emails.

For example, if it’s an email to someone you haven’t met yet, start with something simple like: “We haven’t had the pleasure of meeting yet, but I got your email from xxx and wanted to reach out.”

Sometimes, simply referencing the day can be an easy personalisation hack, like: “Hope you had a good weekend! I’m emailing because…”

And try to end your emails with a pleasant note, e.g.: “Thanks for taking the time to read this. Looking forward to hearing back from you.”

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Get to the point, fast

On average, your reader sends and receives over 120 business and work emails daily. If you’re going to beat around the bush with your email, don’t expect them to give you much attention.

If you’re following up after an interview, thank the interviewer for their time earlier. Run through the key points of what you both spoke about, your continued interest in the role, and how you feel you can add value to the company after learning more during the interview.

Just write clear and factually, and you should be able to hold the reader’s attention.

Use these email templates, or start from scratch

So now that you’ve gotten these templates and advice, kick off drafting that email. If you have time, we’d recommend writing them from scratch. If you’re in a hurry, use these samples and create your own templates after. Happy writing!

Requesting for a testimonial

Subject Line: Request for a testimonial from [Your Name]

Body:

Hi [Name]

I’m reaching out to request for a testimonial to sum up my time working for you in our company.

It has been a pleasure and I appreciate the guidance so far and would appreciate your thoughts on how it’s been managing and working with me.

Thank you,

[Your signature]

Email about a job vacancy at a company you’d like to join

Subject Line: Reaching out for a role in your company from [Your Name]

Body:

Hi [Name]

I’ve noticed that [Company of interest] has been hiring recently. I’m interested joining your company in the [Department or job you’re interested in].

I have [number] years of experience working with [Related skills]. I am hoping to learn about [Company’s industry] from some of the best in the industry, and in my research, I came across [Company of interest].

Our goals and interests are aligned, and I’d believe I could add value adding my experience and time in working for your company.

Here is my LinkedIn profile: [Insert profile link].

I’d love for an opportunity to meet and talk further about how we may work together.

Sincerely,

[Your signature]

Asking someone you know working at a company you’re keen to join for an introduction

Subject Line: Reaching out for a role in your company from [Your Name]

Body:

Hi [Name]

Recently, I’ve decided to start looking for a new career opportunity. It’s been a great [Number of years] working at [Your current company] as their [Current job title].

However, I’m looking for a new challenge at [Company of interest], and to grow my skill sets in [Related skills]

I’m reaching out as I was hoping to get an introduction by email or phone to a relevant hiring or human resource manager at [Company of interest], given you’re currently employed there too!

Please do include my LinkedIn profile in your introduction: [Insert profile link].

Thank you so much for your kind assistance, and please feel free to let me know if there’s any further thoughts or questions.

Sincerely,

[Your signature]

Read More: Resumes – How Creative and Visual Should They be for Different Jobs and Industries?

Emailing to follow up after an interview

Subject Line: A quick thanks for meeting up earlier from [Your Name]

Body:

Hi [Name]

Thanks for taking the time to meet earlier.

It was great learning more about [Company of interest], and [Department or job you’re interested in].

Do let me know if there’s any other thoughts or questions about my [Related skills]- I’d be glad to further discuss and share on my suitability for the role.

For further context, here’s my LinkedIn profile: [Insert profile link].

Thank you so much for your kind assistance, and looking forward to hearing back from you.

Sincerely,

[Your signature]

Letting your ex-boss know someone will be calling about a reference check

Subject Line: Potential reference check for [Your Name]

Body:

Hi [Name]

It’s been a while- hope you and the colleagues at [Previous company] are doing well!

Just to let you know, a hiring manager for [Company of interest] might be calling about a reference check for [Department or job you’re interested in]. They’ll probably be wanting to chat about our working relationship and what I did as a [Previous role].

For context, here are a few points I brought up during my interview recently:

  • [Achievement 1]
  • [Achievement 2]
  • [Achievement 3]

If there’s anything I can do to help, please let me know.

Sincerely,

[Your signature]

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