5 min read

Best Practices For Email Subject Lines for Work + 158 Templates

Reem Abouemera
November 20, 2022


Emails are a vital part of our work lives. We use them to communicate with colleagues, clients, and customers. But more often than not, our inboxes are flooded with messages that we simply don't have time to read.

With that in mind, it's more important than ever to craft email subject lines that will grab attention and encourage recipients to open your message. Otherwise, your emails will get lost in the shuffle.

In this article, we'll share tips on writing email subject lines for work that will get your messages opened and read.

Tips for writing a professional email subject line

For your subject line to be both professional and effective, follow these tips:

Send it to the right people

When sending an email, make sure you're sending it to the right people. The recipient list should be relevant to the email's content. Sending an email to too many people will only increase the chances that it will get lost in the shuffle. 

For instance, you want to email a blog post to only a segment of your list, not the entire list. If you send it out to everyone, you’re more likely to experience people unsubscribing. 

Email segmentation is key to a successful email marketing strategy, so make sure you're using it to your advantage.

Be polite

When in doubt, err on the side of caution and be polite. Your email subject line should always reflect the tone of the email itself.

Your subject line should be professional if you're sending a formal message. For example, "Invitation to Annual Company Meeting."

On the other hand, if you're sending a more simple message, you can be less formal in your subject line. For example, "Hey, let's grab a coffee."

Either way, make sure your subject line is respectful and courteous. You don't want to come across as rude or unprofessional.

Keep it short

People don't have much time to read emails, let alone long email subject lines. So, keeping your subject line short and to the point is essential.

The best email subject lines are usually less than 60 characters (~7-9 words). This allows recipients to scan their inboxes quickly and decide whether they want to open your email.

The shorter, the better.

Proofread it properly

Subject lines with typos are unprofessional and will only make you look bad. So, before you hit send, make sure to proofread your email subject line (and the rest of your email, for that matter).

You can also use a tool like Grammarly to help you catch any mistakes. Proofreading doesn't only mean looking out for typos, but also making sure your subject line makes sense and is properly formatted.

For example, if you're using capitalization or punctuation for emphasis, ensure you do it correctly. Otherwise, your email could come across as unprofessional.

Professional email subject lines templates

Now that we've gone over some tips on how to write a professional email subject line, let's take a look at some templates you can use:

Requesting a leave of absence

  • Request for leave of absence from {date} to {date}
  • Leave of absence request for {employee name}
  • Time off request for {employee name}
  • Requesting vacation from {date} to {date}
  • Leave request for {employee name}
  • Vacation request for {employee name}

Asking a question regarding work

  • Question about {project name}
  • Quick question about {task}
  • Can I ask for a quick favor?
  • Regarding {meeting, task, etc.}
  • {Employee name}, do you have a minute?
  • Sharing information with colleagues

Confirmation of a completed task

  • {Task} is complete
  • {Task} has been completed
  • {Employee name} has completed {task}
  • {Employee name} has completed the task of {task}
  • Update on a current project
  • Current status of {project name}

Requesting a task deadline extension

  • Extension request for {task}
  • Requesting an extension on {task}
  • Can we extend the deadline for {task}?
  • Extension needed for {task}
  • {Task} deadline extension request
  • Deadline extension request for {task}

Gratitude and thanks

  • Thank you for {task, help, etc.}
  • Token of appreciation to {employee name}
  • Many thanks to {employee name}
  • Sincerest gratitude for {task, help, etc.}
  • Thankful for {employee name's} help with {task}
  • A big thank you!

Communicating important information regarding a task or project

  • Important update on {project name}
  • {Task} requires attention
  • Action required for {task}
  • {Employee name}, please be advised that {task} has been assigned to you
  • A reminder email about {task, meeting, etc.}
  • Great news about {project name}

Expressing compensation dissatisfaction

  • {Employee name} would like to discuss compensation
  • An email regarding {employee name's} compensation
  • Requesting a meeting to discuss {employee name's} compensation
  • Compensation discussion with {employee name}
  • Can we talk about {employee name's} compensation?
  • {Employee name} would like to discuss the possibility of a raise

Discuss a work-related matter

  • An email regarding {work-related matter}
  • Requesting a meeting to discuss {work-related matter}
  • Discussion about {work-related matter}
  • Can we talk about {work-related matters}?
  • Follow-up email regarding {work-related matter}
  • {Work-related matter} update

Employee well being

  • How are you feeling today, {employee name}?
  • It's been a while since we've talked, {employee name}
  • {Employee name}, is everything okay?
  • I'm worried about you, {employee name}
  • It's okay not to be okay, {employee name}
  • Hey, {employee name}, just checking in

Admitting fault or error

  • I'm sorry for {action}
  • Admitting fault in {action}
  • Owning up to {action}
  • Taking responsibility for {action}
  • My bad about {action}
  • Apologizing for {action}

Given two weeks' notice

  • Two weeks' notice email
  • Email regarding two weeks' notice
  • Tendering resignation from {company name}
  • My resignation from {company name}
  • Resignation email effective {date}
  • Notice of resignation from {company name}

Customer complaint email

  • Email regarding {customer's} complaint
  • Complaint from {customer}
  • Customer complaint regarding {product or service}
  • {Customer's} issue with {product or service}
  • There's been a problem with {product or service}
  • Raising a concern about {product or service}

Candidate rejection

  • Thank you for your interest in the {position} position
  • Unfortunately, we will not be moving forward with your candidacy
  • Update on the {position} position
  • Your job application for the {position} position
  • Your application for the {position} position at {company}
  • {Candidate's} application for the {position} position


  • Update on {employee name's} compensation
  • Compensation discussion with {employee name}
  • Meeting to discuss {employee name's} compensation
  • {Employee name}'s compensation going forward
  • Reduction in {employee name's} salary
  • {Employee name}, we need to talk about your salary


  • Termination of employment email
  • Terminating your employment with {company name}
  • Ending our employment relationship
  • Letter of termination of employment
  • Notice of termination of employment
  • Letter of dismissal for {employee name}

Job promotion

  • Welcoming {employee name} to the {position} position
  • {Employee name}, congratulations on your promotion!
  • Promotion email for {employee name}
  • Announcing {employee name}'s promotion to {position}
  • {Employee name} is the new {position}
  • Congrats, {employee name}! You're now the {position}

Request for a job transfer

  • Request for a job transfer to {location}
  • Asking to be transferred to {location}
  • Can I transfer to {location}?
  • {Employee name} would like to transfer to {location}
  • Requesting a transfer from {current location} to {desired location}
  • Is there an opening in {location}?


  • {Employee name} is moving to {new location}
  • {Employee name}'s update on their move to {new location}
  • {Employee name} is relocating to {new location}
  • Relocation announcement for {employee name}
  • Join me in welcoming {employee name} to {new location}
  • {Employee name} is moving to {new location} on {date}

Job offer

  • Offer of employment for the position of {position}
  • You're hired! The {position} position is yours!
  • Welcome to {company name}, {employee name}!
  • Next steps in employment at {company name}
  • Joining the team at {company name}
  • Welcome on board, {employee name}!

Welcome on board

  • Welcome to {company name}, {employee name}!
  • Join me in welcoming {employee name} to {company name}
  • Welcome aboard, {employee name}!
  • Welcome to the team, {employee name}!
  • Glad to have you on board, {employee name}!
  • Our newest team member, {employee name}

Welcome back from a sick leave

  • Welcome back, {employee name}!
  • We missed you, {employee name}!
  • Glad to have you back, {employee name}
  • It's good to have you back, {employee name}
  • Welcome home, {employee name}
  • The team's glad to have you back, {employee name}

Request for a raise

  • An email requesting a meeting to discuss compensation
  • Compensation going forward
  • Request for salary review
  • Request for a raise
  • An email requesting a salary review
  • Salary appraisal request

Temp-to-perm cover request

  • Asking to be considered for a permanent position
  • Request to be hired permanently
  • Can I turn my temp job into a perm job?
  • I'd love to stay on permanently!
  • Permanent position request for {employee name}
  • I'd like to be considered for a permanent position

Request to work from home

  • Request to work from home
  • Asking to work from home
  • Can I work from home this week?
  • Working from home request for {employee name}
  • Can I work remotely today?
  • Remote work request

Work absence

  • Out sick today
  • Out of the office due to illness
  • Unable to come in to work today
  • OOO today because {reason for absence}
  • Request for a sick day
  • Emergency work absence

Farewell message to coworkers

  • I'll miss you all, team!
  • It's been a pleasure working with you, team!
  • Today's my last day
  • My time at {company name} comes to an end today
  • I'm moving on to new opportunities
  • Bidding farewell to {company name}


These are just some examples of email subject lines you might use for work-related purposes. Of course, there are many other email possibilities, so feel free to get creative and create your own variations. Above all, ensure that your subject line is clear and concise so that your recipients know exactly what your email concerns.

And if you need help writing professional subject lines, Copy.ai can help! With our AI-powered subject line generator, you can get dozens of ideas in seconds, so you can spend less time brainstorming and more time getting your work done.

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