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📧 How to Write a Professional Email

Whether you're reaching out to an employer, case manager, or potential mentor — here's how to do it with clarity and confidence.

📌 Basic Email Structure

  • Subject: Keep it short and clear (e.g., “Application Follow-Up”)
  • Greeting: “Hello [Name],”
  • Body: Briefly state your purpose (1-3 short sentences)
  • Closing: “Thank you,” or “Best regards,”
  • Signature: Your full name + contact info

📋 Templates You Can Use

1. Follow-Up After an Interview

Subject: Thank You - Interview for [Job Title]

Hello [Hiring Manager Name],

Thank you for taking the time to speak with me about the [Job Title] role. I appreciated the opportunity and enjoyed learning more about your team.

Please let me know if you need anything else from me. I look forward to next steps.

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

2. Asking About a Job Opening

Subject: Interest in Opportunities at [Company Name]

Hello [Name],

I hope this message finds you well. I'm reaching out to ask if you're currently hiring for any positions. I'm hardworking, dependable, and excited to contribute to a great team.

Thank you for your time and consideration.

Sincerely,  
[Your Name]  
[Your Contact Info]
  

✅ Do's and ❌ Don'ts

✅ Do

  • Use respectful, clear language
  • Proofread for typos
  • Keep it short and to the point
  • Be polite and professional

❌ Don't

  • Use slang or emojis
  • Write long paragraphs
  • Send without a subject line
  • Forget to include your name

Need help writing your next email?

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