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The Ultimate Collection of Scenario-Based Email Templates

The productivity hack that’ll also help you make a good first, last, or somewhere-in-between impression at work
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On average, we write and send about forty emails each day.

Even though some of those will be a mere acknowledgment to a thread that has been going on for a week and is on the verge of snowballing into a nightmare, writing those emails — especially the emails and replies that require you to delve deep and to go into the details — can be a burdensome time-suck that robs you from doing the work that matters.

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And here’s the thing: There’s not much you can do about it. It is a staple of how we, as a society, have evolved to communicate in our daily and work lives.

But you could do something about those emails that are a one-off send and are centered around a certain theme or occasion.

Instead of wasting valuable time crafting such emails every time — emails that you know you have to send at some point in your careers — wouldn’t it be nice if you had a set of templates or access to a set of templates that you can sort of plug and play (or should I say copy-paste, and edit) based on what you need at any given time and circumstance?

* * *

Here are some templates that you can count on that’ll help you do just that.

Farewell Email (For Those Whom You Worked Closely With)

Dear [name],

As you already know, my tenure here at [company] is ending, and my last day is [date].

While I’m excited about turning a fresh page in my career, there’s also a big part of me that’s genuinely crestfallen at the realization that I must also be saying goodbye to a lot of wonderful colleagues such as you.

I can’t tell you how much I’ve enjoyed our time working together, and how much I value the friendship you’ve shown me over the past [how long you’ve worked together].

You have been a reliable colleague from the get-go, and I thank you kindly for helping me with everything over these years. But most of all, thank you for being someone who made the work fun and accomplish crazy feats as a team, and I’ll always remember [mention here a funny moment or an inside joke you both can relate to].

Now, this might be the end of my time with [company] but it’s not the end of our friendship. You have my number — so don’t hesitate to reach out when you want to grab [coffee/drinks/lunch], and I’ll be sure to do the same!

It’s been an absolute pleasure working with you, [name of the person in question], and stay in touch!

All the best,
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Farewell Email (For Your Manager)

Dear [name],

Since today is my last working day here at [company], I wanted to send a quick note to tell you how much I’ve enjoyed my time here.

I’ve learned and absorbed so much from your experience, advice, and guidance over the past [length of time], and my time spent as an [designation] on this team has been instrumental in defining the future of my career. 

I know I’ll carry the things I’ve learned here with me to my next adventure, and I’ll always look back on this experience with fondness, gratitude, and humility.

Even though our time working together is ending, I’d still love to stay connected. So, please never hesitate to reach out to me at [personal email]!

Thanks so much, once again, for your leadership and guidance. Know that I’m always wishing the best to you and the [department] team in the years and adventures to come!

All the best,
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Farewell Email (For Your Direct Reports)

This template assumes you have talked with your direct reports individually about your departure and it also assumes you are sending it to an individual.

Dear [name],

As we discussed, I’ll be leaving my position as [designation], and my last day is coming up on [date].

I know we’ve already talked in person, but I wanted to wrap things up with an email. It has been an absolute pleasure to lead you here at [company] and watch you grow into the person you are today. I couldn’t have asked for a better a [designation of whom you are sending this to], and I know you’re destined to continue doing big, audacious things.

I’ve included my personal contact information below for you. Please feel free to reach out — whether you need advice, a recommendation, or even if you just want to meet for [coffee, drinks, lunch]. (I’d love that!)

[Personal email address]
[Personal phone number if you wish so]

Once again, it’s been an absolute thrill to serve as your [your designation], and I’m looking forward to what you will accomplish given a few years.

All the best,
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Farewell Email (For the Entire Company)

Dear Team,

I hope you’re doing well!I wanted to let you know that I’ll be leaving my position as [designation] here at [company] and my last day is [date].

These past [how long] months/years, first as a/an [designation] and later as a/an [designation], have been fun and challenging. I will always remember [mention here something epic that happened where everyone remembers and can relate to. Two or three occasions would do].

It’s been so great getting to know and learn from the lot of you over these years. And while I’m excited about turning a fresh page in my career, there’s also a big part of me that’s left with bittersweet feelings at the realization that I must also be saying goodbye to such great working relationships as made evident by all of you. I’m emboldened by the strong culture you have all helped nurture here at [company], and I’ll always look back on this team for inspiration.

Thanks so much, once again, for being a part of making my time here at [company] such an amazing one!

I’ll cherish you all with fondness and please know that I’m always rooting for you and this beautiful jazz you have to go on in here in the years and adventures to come!

Thank you kindly,
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Farewell Note to Your Successor (Best If Handwritten by You)

Dear [name],Congratulations on your appointment as the new [designation]. You have just embarked on a mighty quest, and I wish it to be just as fantastic a chapter for you as it has been for me in my career.

You lead a proud, professional, proficient people. And the sheer joy of having a team as dynamic and sprightly and robust as the one you have just inherited is — as you’ll soon find out — inexpressible.

There will be moments of pure joy, and there will be moments of utter chaos. Now, I’m not particularly good at giving advice; but I’d like to part with you with two things.

1. Never give in to the daily burdens of this job. You are stronger than your mind lets on. 
2. Never give up on this team’s ability to produce results. They create magic. Every single day.

I’m rooting hard for you and this team in the years and adventures to come!

Good luck,
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Introduce Yourself to the Entire Company (If a Start-Up)

Hello everybody,

Thank you all so much for the warm welcome!

For those of you whom I haven’t met yet, my name is [your name], and I’m the [designation] here. I look forward to working with all of you and getting to know everyone a little bit better.

Please don’t hesitate to swing by my office or stop me on the road or catch me over a meal and say “hey!”

See you around,
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Introduce Yourself to the Entire Company (If an Established Company)

Hello everybody,

Thank you all so much for the warm welcome!For those of you whom I haven’t met yet, my name is [your name], and I’m getting started as the new [designation] here. I look forward to working with all of you and getting to know everyone a little bit better.

Please don’t hesitate to swing by my office or stop me on the road or catch me over a meal and say “hey!”

See you around,
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Introduce Yourself to the Department Heads Who You’ll Be Working Very Closely With

Dear [DH name],

I hope you’re having a wonderful day!

I’m [your name] and I’m the new [designation] here. Since I know we’ll be working closely together daily, I wanted to reach out and say hi.

I’m super excited to work with you and I look forward to meeting you in person during our upcoming meeting on [date and time as mentioned in your induction plan].

See you soon,
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Introduce Yourself to the Outgoing Person Who Was in the Role That You Just Got Hired for (If an Established Company)

Dear [outgoing person name],

My name is [your name], and as I’m sure you know, I’m the new [designation].

I’ve heard from so many people what an awesome job you have done in your tenure as [designation], and I’m inspired to emulate some of your leadership and management philosophies in my capacity as [designation] as well.

I’m looking forward to getting up to speed in this new position — I know I have some big shoes to fill! If you have any quick tips for success in this role, I’d be much obliged to listen and to learn from you.

Happy to be a part of this wonderful team that you have nurtured here,
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Updating the People in Your Network with Your New Role and Contact Details

Dear [name],

I hope you’re having an awesome day!

I’m reaching out from my new email address. I’m no longer with [previous company name] and have accepted a new opportunity here at [new company name] as a [designation].

I enjoyed collaborating with you in my previous role, and I’m hopeful that we’ll find some ways to continue working together in my new role as well.

If you need anything, feel free to contact me.

Looking forward to being of mutual assistance!

Thanks,
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Introduce a New Colleague

Dear Team,

I’m pleased to introduce [name of the new colleague] to [company name] family, joining our [department name] as [designation].

[Name] hails from [where s/he is from]. S/he brings with him/her a wealth of experience, mostly in areas of [mention strengths]. S/he is fluent in [languages] and is [mention here some interests or hobbies of that person].

[Name] graduated from [college/university name] in [city/state] with a degree in [major] and has a [graduate degree(s), if applicable] from [college/university name]. Before accepting this position, s/he served as [list some former positions along with the company that s/he worked in that shows resemblance to what s/he is now going to do].

Given these stellar backgrounds, I’m confident that [name] will fit right in and be a strong addition to our budding family.

Thanks for joining me in welcoming [name] to the team!

Thanks,
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Acknowledgment Email (If Regarding a Proposal)

Dear [sender name],

This is to confirm the receipt of your email dated [the date when they first sent you the email] regarding [summary of their email].

I’m in the process of reviewing them and taking into consideration the complexities surrounding this matter, you shall receive a reply from me within the next [XX] days.

Thank you kindly for your patience and understanding,

Sincerely,
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Acknowledgment Email (For Job Applicants)

Dear [sender name],

Thank you very much for applying for the [designation] position at [company]. I will be reviewing your application along with the others that we have received in the next couple of days.

If you are shortlisted and selected for the next phase of the recruitment process, our human resources department will be in contact with you by [date, or estimated date].

I appreciate your interest in our company and wish you the absolute best in this selection process.

Sincerely,
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Motivational Thank You Email for a Job Well Done (For an Individual Colleague)

Dear [colleague name],

I wanted to thank you personally for the wonderful job you did handling the [name of the project or the awesome thing s/he did].

The extra time and effort you put into resonating deeply with our core values and philosophy of service, and I encourage you to keep the momentum going.

I’m so proud to have talents such as you on my team!

Gratefully,
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Motivational Thank You Email for a Job Well Done (For the Entire Team)

Dear Team,

I wanted to thank you all personally for a job well done with the [name of the project or the awesome thing the team did]. You have once again, through challenging work and dedication, raised the bars of what we can accomplish together as a team.

The extra time and effort you put in resonate deeply with our core values and philosophy of doing things, and I encourage you to keep this positive momentum going.

You are stars — each one of you — and it gives me immense joy to see you work together as a team so ably, so elegantly.

Gratefully,
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Informing an Interviewee That She Has Been Confirmed for the Position

Subject

Interview with [company name] for the [designation] position

Hello [candidate name],
 
Thank you for taking the time to indulge [use us or me as appropriate] for an interview on [date] with [me or person X and me, if someone else was in on the call or with you at the interview room] for [designation that the candidate was interviewed for] here at [company name]. 

It was a pleasure to learn about your skills, competencies, and achievements and we think that you’d be an ideal fit for this role.

As a next step, our [designation of recruitment manager and cc that person on the email] will be sending you a formal offer within the next couple of days.

Please feel free to take some time to review the offer and let me know if you have any questions.

Looking forward to welcoming you to the team!

Thanks,
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Informing an Interviewee That She Was Not Selected for the Position

Subject

Interview with [company name] for the [designation] position

Hello [candidate name],
 
Thank you for taking the time to indulge [use us or me as appropriate] for an interview on [date] with [me or person X and me, if someone else was in on the call or with you at the interview room] for [designation that the candidate was interviewed for] here at [company name]. It was a pleasure to learn about your skills, competencies, and achievements.
 
Regrettably, we have decided to move forward with another candidate. But for what it’s worth, I’d like to thank you kindly for your time and for allowing us to speak with you.
 
I would also like to note that competition for jobs at [company name] is always strong and not be discouraged because of this one instance. You will see more positions become available in the coming months, and I hope you’ll keep us in mind and encourage you to apply again.
 
I wish you my sincere best in your career and all your adventures.
 
Thanks,
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Final Thoughts

As our workloads keep getting heavier and our attention spans keep getting shorter, it pays to work smarter instead of harder even if that means saving a few minutes by using a template instead of crafting a new one every time. The marginal gains you get out of adopting such a hack could translate into a huge boon in your productivity at the end of the day.

Feel free to use these templates or to share them with your friends and colleagues to help them make a good first, last, or somewhere-in-between impression depending on where they are in their careers.

I hope you and others whom you’ll share it with find it helpful.

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