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Replies to professional emails should be well-thought-out and carefully crafted. Here, we have provided samples to guide you in writing good and effective email replies.

Reply to Email Samples for Different Situations

Below are examples of professional email replies you can adopt:

Sample 1 – Approving an Application

SUGGESTED SUBJECT: Your Application has been Approved!

Dear Mr. Siva,

Welcome! Your application to Woculus has been approved. We are proud to have you as one of our editors.

Siva, as I said before, our vision at Woculus is to be the one-stop site where business owners, marketers, and sales personnel can learn how to use technology profitably for their businesses. Our posts are well-researched, practical, and rich. As an upcoming blog, we constantly strive to provide the highest quality posts to our readers. If there is a better post about any of our areas of interest on the Internet, we are not doing our job well.

Find your login details below:
Username: Don Siva
Password: siVA2013

The entire Woculus team looks forward to a very professional working relationship with you, and we are ready to support you in any way possible to serve our audience better.

Yours very truly,

Sample 2 – Declining an Application without Offending

SUGGESTED SUBJECT: Update on Your Application to Woculus

Mr. Vijay,

Thank you for your recent application to become a writer on Woculus. We are very much complimented that you would like to write for Woculus.

Your application details will be retained in our files. Currently, we do not have any vacant sections; and our writers are on top of their jobs. We shall, however, contact you as soon as we have an opening.

I would appreciate being notified if you wish to cancel your application for any reason.

Best regards,

Sample 3 – Approving Application for a Different Position

SUGGESTED SUBJECT: Application Update!

Dear Mr. Frank,

Thank you for applying for the opening in our company and sending your design samples. I have reviewed your style and thought about the issues you raised during our last discussion, especially your reluctance to create new design samples for our evaluation. Since then, I have received new design samples from more than ten candidates, lending credence to their works.

Eventually, I concluded that your samples are not enough to help me reach a conclusion about you. So, we now have a new Chief Designer for our company.

However, I would be happy to work with you on a contract basis if you agree to this.
Thanks again, Frank, for your interest in our company.


Sample 4 – Declining an Invitation

SUGGESTED SUBJECT: Your Facebook App Evaluation

Dear Miss Sheryl,

Pardon the delay in responding to your last email. I have been in the process of setting up my own social network; so I had to resign from Facebook Inc.

I very much appreciate your invitation to help evaluate the Facebook App you are developing this time, but this may not be in the best interest of Facebook’s management. You may contact some other editors on the Facebook forum.

Thank you for understanding.

Best regards,

Sample 5 – Declining an Appointment

SUGGESTED SUBJECT: Apologies. I appreciate your offer.

Dear Mr. Mohammed,

I was flattered by your request to make me a minister in your church branch in the Bahamas. Regrettably, I won’t be able to accept this position. I’m sorry.

I wish you well in the Bahamas

Yours truly,

Sample 6 – Reply to request for information about your product or service

SUGGESTED SUBJECT: Requested Product Information

Dear Mrs. Thatcher,

Thank you for your inquiry about Apple Stores. Find attached herewith some literature on our products including the products in the alpha development stage. I have also included a sample username and password for you to try out the products that catch your fancy.

Please, do not hesitate to call me if you have further questions. I will be glad to have you as a customer.


Sample 7 – Reply to Request for Samples

SUGGESTED SUBJECT: Here are the requested design samples…

Dear Mr. Ahsan,

I have attached five samples of my original designs to this email. The sixth attachment is a list of designs on which I collaborated with other designers including the location (URL) of the designs on the Internet.

Thank you for allowing me to send samples to you. I will be pleased to participate in the forthcoming competition and also introduce my services to your team.

Kindly notify me should you need any other information.


Sample 8 – Simple Acknowledgment

SUGGESTED SUBJECT: We received your mail. We’ll be in touch.

Dear Mr. Williams,

Thank you for inquiring about our new email marketing enterprise application. A team member will contact you tomorrow with a detailed explanation of the product that fits your business need.

Thanks again for your inquiry.

James Burton

Sample 9 – Detailed Acknowledgment

SUGGESTED SUBJECT: We received your order. Please confirm a few details.

Dear Mr. Gate,

Thank you for your order of 25 DVDs. We will send them within the next 3 days.

Before we send them, however, we need to know the package you prefer. Kindly visit your order page and select your preference. If you have any questions, call us at +2348035290896. You will be promptly attended to by the customer service team.

Thanks again for your order. We look forward to your final instructions.

James Noah

Sample 10 – Professional Response to Email Inquiry for Information

SUGGESTED SUBJECT: Feedback on Your Inquiry About the Email Software

Dear Ms. Abike,

Thank you for inquiring about the email software advertised on my blog. Each of the listed software functions uniquely on different platforms. Before I recommend a particular one, I would like to know a bit more about you and your needs:

1. What kind of business do you handle? Are you self-employed, a manager, or a business owner?
2. Will you be using the software on a mobile device or computer? Is your computer a Mac or a PC?
3. What kind of emails do you send most often? Are they replies to customer questions, business-to-business information, or just emails for team members?

Once again, thank you for your interest in purchasing some of the email software advertised on my site. I hope you will find them suitable for your business needs.


Sample 11 – Professional Response to Request for Materials

SUGGESTED SUBJECT: Here’s the Email Marketing Course you Requested!

Dear Mr. Kinkar,

Find attached the email marketing course you requested. As I said on my website, I’ll keep sending updated versions of the course from time to time. Ensure you carefully study the first chapter of the course. It will provide a solid base on which every other information in the course anchors.

I hope your email campaigns are already bringing good results. Let me know if I can be of assistance in any way possible.

Yours truly,
James Blunt

Updated on December 23, 2023

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