The Only Email Format You Need To Get Replies [4 Free Templates]

There’s no one simple way to send a flawless email format.

But, there are plenty of wrong ways, errors, and things to forget.

From subject line to sign-off, we have the information you need to get your email format right — every time. Follow our 6 steps (and then steal a template…  or four).

Know when your recipients are opening your emails.

The 6 Must-Have’s For The Perfect Email Format

1. Make CC And BCC Work For You

When writing a professional email format, it’s important to get your message into the right hands.

Below are the best ways to use CC and BCC to your advantage. But first, a refresher:

CC: The recipient list is visible to all.

BCC: Invisible to other recipients.

Use CC when you want to:

  • Be transparent about who is on the email.
  • Add someone to the thread so they’re in the loop, with no action required.

email format

Use BCC when you want to:

  • Hide recipients. Example: when messaging a customer, you could BCC your manager to keep them in the loop.
  • Stop sending emails to people who don’t need every reply.  Moving recipients to BCC ensures that the next reply-all that happens on a thread won’t go to them.

email format

2. A Subject Line That Lures Your Recipient To Open 

If you don’t have the right subject line, your email format won’t matter.

Your well-spent words go from your keyboard to their trash can.

email format

Luckily, we’ve done the research and know what email subject lines get opens:

The ideal email subject line should:email format

How to format an email subject line: Title Case May Be The Way To Go.

While most email subject lines are sent in sentence case, title case wins the most opens and replies:

email format

3. Greetings! How To Start An Email With Respect

What’s the most effective way to open up a conversation via email?

According to the authors of Send: Why People Email So Badly And How To Do It Better, the best email greeting may be the most obvious: simply saying hi.

email format

How to do this: Keep your conversation casual and open your email like this:

Hi {!First Name},

4. The Two S’s of Email Body: Short And Scannable

Want to know an easy way to lose your recipient? Bury them in information.
A study by the Nielsen Norman Group showed that, on average, visitors only read about 20% of the text on the average web page. The same goes for reading a formal email.

That means your lengthy emails are a waste of time.

How to keep emails short and scannable:

  • Get your copy down to a sixth-grade reading level by plugging your email into The Hemingway Editor.
  • Break your thoughts into new paragraphs and bold important parts (example: your ask, updates, etc.):

email format

5. Always Include A Closing Statement In Your Email Format

Your sign off is the final part of the email body your recipient will see.

It’s your last place to get your point across.

Here are some quick ways to catch your recipient’s attention at the last second: 

email format

Steal more eye-catching sign-offs here.

6. Signed, Sealed, Delivered: Make An Email Signature That Leaves A Lasting Impression

What to include in your email signature: 

  • Your headshot: Reminds your recipient that there’s a living, breathing human on the other side of the screen.
  • Social media buttons to call your recipient to connect with you.

Here’s an example of an email signature done right: email format

4 Already-Formatted Email Templates For You


Here’s a doc with all four templates — for easy copying.

Writing cold emails is an art form. You need to make someone trust you without meeting them.

Here’s a quick way to stop them from skimming and add value:

Subject Line: Say Goodbye To {!Pain Point} 👋

Hi {!First Name},

As we look to {!year or quarter}, our {!team recipient is on} has a lot to think about and prioritize. {!Question 1} {!Question 2} {!Question 3}

Since so many of the companies we work with are asking the same questions — I thought you would appreciate a couple of articles on building on those strategies:

  • {!Link to content 1} – {!type of content}
  • {!Link to content 2} – {!type of content}
  • {!Link to content 3} – {!type of content}

{!Pain points} (Grab 15 minutes on my calendar here this week for a free trial of {!product} if interested – {!link to calendar}.)


Want 6 more unique cold email templates? These get the job done.

2. Building Bridges: The Perfect Introduction Email

If you’re giving someone the introduction email they deserve, it’s important to get straight to the details.

You’re asking for valuable time from your recipient.

Here’s an introduction email format to copy/paste:

Subject Line: Are You There, {!First Name}? Dropping A Line 🎣

Hi {!First Name},

I hope this note finds you well and {!Personal note}.

{!Person requesting referral & their relation to you} (CC’d here) mentioned to me that {!he/she} is looking {!Reason for their request to you}. I’m reaching out in hopes that you can point {!him/her} in the right direction.

As I think you know, {!What requester’s company does}. {!Value statement — what’s in it for your recipient?}

Quick Favor

Might you be willing to introduce {!Requester’s first name} to the correct person who {!Responsibility} within {!Their Company}? It would be fantastic to {!Requester’s end vision}.

Thank you in advance!

3. A Meeting Recap Email That Keeps Everyone In The Loop

You just had an important meeting and want to make sure everyone is on the same page.

What better way to do this than to compile your next steps into an email sent after the meeting?

Try this meeting recap template:

Subject Line: Next steps – {!Meeting Names}

Hi all,

Thank you for all of your contributions in today’s meeting. Here are the next steps we agreed upon:

  1. {!Task1} | {!Owner} | {!Deadline}
  2. {!Task2} | {!Owner} | {!Deadline}
  3. {!Task3} | {!Owner} | {!Deadline}
  4. {!Task4} | {!Owner} | {!Deadline}

Please let me know if you have any concerns,

Schedule your emails to send when you want with this simple plug-in.

4. A Professional Follow-Up Email For Someone You Just Met

After you meet someone in person, it’s important to send a follow-up email to reinforce the connection.

Why? Making the effort to reach out to someone, they feel more obliged to reciprocate.

Here’s a free template that does just that: 

Subject Line: Great to meet you at {!Event}

Hi {!First Name},

It was nice to meet you at {!Occasion where you met}. I loved hearing more about {!Something discussed}. I’m really interested to hear more about your role as {!Job title} at {!Company}, as {!Reason why you’re interested}. If you have time in the coming weeks, let’s {!Follow up action}. I’m generally free on {!Days of the week}, if that works for you?

Looking forward to keeping in touch,

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