How To Reply To an Email With Template and Examples
By Indeed Editorial Team
Updated 30 October 2022
Published 23 July 2021
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
In the work setting, you may reply to emails from your coworkers and consumers. While this form of communication allows you to stay in contact with others while you're away from the office, there are still some protocols to follow. Understanding the proper email etiquette can help ensure you send a helpful, professional message to your recipients. In this article, we explore email etiquette, explain how to reply to an email and provide a template and examples to use.
How to reply to an email
Here are some steps that can guide you on how to reply to an email:
1. Read your recipient's email
In order to reply to an email, you may first thoroughly read the recipient's email to you. This helps you plan how you want to respond. Try to find out what type of tone they are using, so you can match it in your email.
2. Begin with an email greeting
Select an appropriate email greeting that matches the context of your email and your relationship with the recipient. The greeting you choose can help set the overall tone and let the reader know whether you are being friendly or professional. For instance, a business email may begin with, "Dear Mr. Ng," whereas a casual email may begin with, "Hello Sam." You can also include a brief sentence or two about casual conversation topics before beginning your email. Some common email greetings to start with include:
To whom it may concern
Related: 6 Ways To Start Your Email Right
3. Write your introduction
After greeting the recipient, include the reason for your email. For instance, if you are sending the requested documents you may reply, "Attached are the completed payroll documents you requested." State the most important information first, so the recipient knows why they may want to continue reading your message.
4. Acknowledge the last email
Confirm to the recipient that you have received and read their last email. This is where you may mention something they previously stated. For instance, if the recipient wished you a happy weekend, you may send a similar message.
5. Answer any previous questions
When drafting your email, create a separate paragraph for answering each question that the recipient asked you. Each new topic can have its own paragraph. For instance, if you're sending an attachment and also asking about how to request time off from work, you may have one paragraph discussing the attachment and one asking about the time off from work.
6. Verify that the recipient understands
After answering your recipient's questions, ask if your explanation makes sense. Consider letting them know you are available to answer any additional questions they may have. For instance, you may want to include something like, "Let me know if this helps" or "Does that answer your question?"
7. Select a sign-off
Conclude your email reply with a sign-off. Like the email greeting, email sign-offs vary depending on the context of the conversation. Include your email signature below the sign-off. Some common sign-offs to consider using include:
Let's catch up soon!
8. Proofread your email
After completing your email, review it for any grammatical errors. Consider reading your response aloud to make sure it reads well. Also, reread the original message to make sure you answered all the recipient's questions or concerns.
Why is it important to respond to emails?
Replying to emails is important to keep both your customers and colleagues happy. By sending them messages back, you demonstrate that you care about them. Email replies can also be a sign of professionalism. This shows that you're a dependable person. In certain situations, others may pause parts of a project while they await your response. For instance, if a sales representative had a meeting with a potential client, the company may wait to make big purchasing decisions until they discover if the client has committed.
What are the differences between auto-reply and personal reply?
Both auto-replies and personal replies send responses to others, but vary through the method they use to deliver their email. An auto-reply email is an automatic message businesses use to reply to numerous consumers. This usually lets customers know that the company received their order and is a pre-scripted message. However, a personal reply is when an individual types a message to someone.
Response email template
Use this template to help you when replying to an email:
Dear [name of recipient],
[Your greeting or response to their greeting]
[Reply to the first question or topic]
[Reply to the second question or topic, if applicable]
[Ask for confirmation of understanding]
[Your job title]
Examples of response emails
Here are some examples of common scenarios where you may be sending email responses:
Accepting an application
If you oversee the acceptance emails to job candidates at your organisation, send a reply similar to the following example:
Thank you for applying for the Copywriter position at Geeks Gadgets. Your resume really impressed us.
After reviewing your application, we feel you would make an excellent addition to our marketing department. Are you free sometime this week to discuss this position further?
Please let me know if this is something that interests you and if you have any questions. Thanks again for applying to Geeks Gadgets.
Sending an attachment
When sending an attachment through an email, you may send a message similar to the following example:
Dear Chun Siong,
I hope you are having a great week so far.
I'm emailing you with the attachment of the files we discussed earlier. Please let me know if you have trouble opening them on your computer.
If you have any additional questions, I'm available to help.
Declining an invitation
Here's an example of an email reply when someone may decline an invitation:
Good morning Lily,
I hope your day is going well so far.
I'm glad you thought of me when you heard about the wellness workshop. Unfortunately, I have too much on my schedule right now and won't be able to attend the event with you.
Next month I should have more free time and would be happy to attend other wellness events.
Does that sound okay to you?
Replying to a customer inquiry
Businesses may often send email replies to their customers, like the following example:
Thank you for reaching out to us. I'm sorry that your order didn't meet your expectations.
We would be happy to offer you a full refund for your purchase. Here at Swee Swee Gifts Pte Ltd, we want our customers to leave feeling completely satisfied.
Let me know if you have any more questions. I'd be happy to assist you in any way possible.
Providing requested information
Here's an example of an email reply to a recipient requesting for information about a company:
Hello Rui Wen,
Thank you for reaching out to us here at Cantik & Elok. We appreciate your current interest in our products.
From the information you provided me with, I would recommend purchasing our total body moisturiser to help heal your dry skin.
You can order our total body moisturiser from our website at www.Cantik-Elok.com.
Thanks again for taking the time to reach out to us. I'm available if you have any more questions!
Cantik & Elok customer service representative
Tips for effectively replying to an email
Consider this advice when replying to an email:
Incorporate bullet points for lists. If you have a lot of information to include in your email reply, consider using bullet points to help make the information easier to read.
Respond in a timely manner. It's considered proper email etiquette to reply to an email within 24 hours after receiving the message.
Use humour sparingly. Since humour can be hard to convey through written language, try to avoid using it too much in your emails.
Be direct. To help your recipient understand what you are saying, be clear in your response and include only the information necessary to convey your information.
The models shown are for illustration purposes only, and may require additional formatting to meet accepted standards. Please note that none of the companies, institutions or organisations mentioned in this article are affiliated with Indeed.
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