Email Templates

Ready-to-use email templates — just copy, paste, and personalise the bits in [brackets].

Complaint to a Company

Shopping

Dear [Company Name],

I am writing to express my dissatisfaction with [product/service] purchased on [date]. [Describe the issue briefly].

I would appreciate it if you could [desired resolution, e.g. provide a refund, replace the item, investigate the matter].

Please respond within 14 days. I have attached relevant receipts/evidence for your reference.

Kind regards,
[Your Name]
[Your Contact Details]

Return Request

Shopping

Dear [Company Name],

I would like to return order #[order number], placed on [date]. The item I wish to return is [item name].

Reason for return: [reason].

Please let me know the next steps, including any return labels or instructions.

Thank you,
[Your Name]
[Your Email / Phone]

Job Enquiry

Work

Dear [Hiring Manager / Company Name],

I am writing to enquire about potential job opportunities within your organization. I am particularly interested in [role type / department].

I have experience in [brief summary of skills/experience]. I have attached my CV for your consideration.

I would welcome the opportunity to discuss any current or upcoming vacancies.

Kind regards,
[Your Name]
[Your Phone Number]

Meeting Request

Work

Hi [Recipient Name],

I hope this email finds you well. I would like to schedule a meeting to discuss [topic/agenda].

Would any of the following times work for you?
• [Date/Time Option 1]
• [Date/Time Option 2]
• [Date/Time Option 3]

The meeting should take approximately [duration]. Please let me know what suits you best.

Best regards,
[Your Name]

Out of Office

Work

Thank you for your email. I am currently out of the office from [start date] to [end date] with limited access to email.

For urgent matters, please contact [colleague name] at [colleague email/phone].

I will respond to your email upon my return.

Kind regards,
[Your Name]

Password Reset Request

General

Dear [Service / IT Team],

I am unable to access my account ([username / email address]) and would like to request a password reset.

I have tried the self-service reset option but [describe any issues encountered].

Please could you assist me with resetting my password or unlocking my account?

Thank you,
[Your Name]
[Your Contact Details]

IT Support Request

Work

Hi IT Support,

I am experiencing an issue with [describe problem — e.g. my laptop, a software application, email, printer].

Details:
• Device/System: [e.g. Windows laptop, model]
• Issue: [brief description]
• When it started: [date/time]
• Steps already tried: [e.g. restarted, cleared cache]

Please could someone look into this at your earliest convenience?

Thank you,
[Your Name]
[Department / Location]

Cancellation Request

Shopping

Dear [Company Name],

I would like to cancel my subscription/order/account, effective immediately or at the end of my current billing period.

Account details:
• Name: [Your Name]
• Account/Order number: [number]
• Email on file: [email]

Please confirm the cancellation and any final charges in writing.

Thank you,
[Your Name]

Leave a Review

General

Hi [Business Name],

I recently [used your service / purchased a product] and wanted to share my experience.

[Describe your experience — what went well, what could be improved].

Overall, I would rate my experience [X/5] and would [recommend / suggest improvements].

Thank you for [the great service / taking feedback on board].

Best,
[Your Name]

Thank You Email

General

Dear [Recipient Name],

I just wanted to take a moment to say thank you for [reason — e.g. your help with…, the lovely gift, taking the time to meet with me].

[Add a personal note or specific detail about why you're grateful].

It really meant a lot, and I truly appreciate it.

Warm regards,
[Your Name]