The Complete Guide to Writing Work Emails with Letterly (with Templates)
Let’s be honest: writing work emails is one of those tasks that somehow manages to drain more energy than the actual work. You open your inbox thinking you’ll “just reply quickly,” and suddenly you’ve spent 12 minutes rewriting the same sentence three times because you can’t decide whether “Hi,” “Hello,” or “Hope you’re doing well” sounds less awkward today.
The good news? You don’t actually have to wrestle with blank screens anymore. There are many AI tools which can help you with that.
How AI writes your work emails
I know it can feel scary to hand over your emails to AI — it’s easy to imagine something robotic that doesn’t sound like you or reflect your personality. But with modern tools, that doesn’t have to be the case. AI tools like Letterly take the friction out of email writing by handling structure, tone, and clarity, while you stay in control of the actual ideas.
Here’s what that looks like in practice:
→ Speak messy thoughts → get a clean, professional email.
No more fighting the blank page. Just talk.
→ Turn bullet points or half-finished drafts into a polished message.
Your rough notes become real communication.
→ Switch tone instantly.
Formal, neutral, friendly, firm — whatever the situation requires.
→ Write faster, think better, and stop wasting time.
You stay focused on work, not wording.
How to turn your voice notes into perfect emails
Let’s walk through a simple workflow you can use to turn a quick voice note into a ready-to-send email:
- Find the right template for the type of email you need.
- Open the Letterly app and speak the content you want to include, following the template as a loose guide.
- When you finish recording, choose a rewrite option like Casual Email or Formal Email, depending on the style you need.
- If you want to refine it further, apply another rewrite — for example, Format & Tone for cleaner structure or Friendly to make the email warmer.
Core types of work emails (with templates)
AI is especially powerful when you use it for repeatable patterns — and work emails are full of those. Below are the most common types of emails you’ll send at work, plus clear structures and ready-made templates you can drop into Letterly or your inbox.
1. Meeting Request Email
✅ When to use:
Scheduling intro calls, check-ins, stakeholder syncs, clarifications, internal alignments.
Template:
| Meeting Request Email |
|---|
Subject: Meeting Request – [Topic] |
| Hi [Name], |
I hope you’re doing well. I’m reaching out to schedule a quick meeting to discuss [topic] and ensure we’re aligned on next steps. |
| Would any of the following times work for you? |
| • [Date and time option 1] |
| • [Date and time option 2] |
| • [Date and time option 3] |
If none of these fit, I’m happy to find another time that works better. |
| Thanks in advance, |
| [Your Name] |
Sometimes you don’t need a full meeting request — just a quick internal sync to make sure everyone is aligned.
1.1 Internal Quick Sync Request
Template:
| Internal Quick Sync Request |
|---|
Subject: Quick Sync on [Topic] |
| Hi [Name], |
Could we do a quick [15/20]-minute sync to go over [specific item/project]? I want to make sure we’re fully aligned before moving forward. |
| I’m available at: |
| • [Date and time option 1] |
| • [Date and time option 2] |
| Let me know what works best. |
| Thanks, |
| [Your Name] |
2. Meeting follow-up & summary email
✅ When to use:
After 1:1s, project meetings, client calls, check-ins, onboarding sessions.
2.1 Client Call Summary & Next Steps
Template:
| Client Call Summary & Next Steps |
|---|
Subject: Summary & Next Steps – [Client/Project Name] |
| Hi [Name], |
Thank you for the call today. Here’s a quick summary of what we covered: |
| Key points discussed: |
| • [Point 1] |
| • [Point 2] |
| • [Point 3] |
| Decisions made: |
| • [Decision + owner] |
| Next steps: |
| [Task 1] – [Owner], due [Date] |
| [Task 2] – [Owner], due [Date] |
Please let me know if I missed anything or if you’d like adjustments. |
| Best regards, |
| [Your Name] |
2.2 Internal Meeting Notes & Action Items
Template:
| Internal Meeting Notes & Action Items |
|---|
Subject: Notes & Action Items – [Team/Project Meeting] |
| Hi team, |
Thanks for the productive meeting. Here are the key points and next steps: |
| Summary: |
| • [Item 1] |
| • [Item 2] |
| • [Item 3] |
| Action items: |
| • [Owner] → [Task], due [Date] |
| • [Owner] → [Task], due [Date] |
| Let me know if you want to add or update anything. |
| Thanks, |
| [Your Name] |
3. Status Update Email (Weekly / Project Update)
✅ When to use:
Weekly updates for managers, clients, or cross-functional teams.
3.1 Weekly Status Update to Manager
Template:
| Weekly Status Update to Manager |
|---|
Subject: [Project Name] – Weekly Update ([Dates]) |
| Hi [Manager Name], |
Here’s a quick update on [project] for this week. |
| Highlights: |
| • [Highlight 1] |
| • [Highlight 2] |
| Completed: |
| • [Task 1] |
| • [Task 2] |
| In progress: |
| [Task 1 + ETA] |
| [Task 2 + ETA] |
| Risks / blockers: |
| [Risk + possible impact] |
| Next steps: |
| [Next step 1] |
| [Next step 2] |
| Let me know if you’d like a deeper dive into any part. |
| Best, |
| [Your Name] |
3.2 Client-Friendly Project Update
Template:
| Client-Friendly Project Update |
|---|
Subject: [Project] Progress Update – [Dates] |
| Hi [Client Name], |
Here’s the latest update on the [project name]: |
| What we accomplished this week: |
| • [Item 1] |
| • [Item 2] |
| What we’re working on next: |
| • [Item 1] |
| • [Item 2] |
| Timeline notes: |
Everything remains on track for [milestone/date] |
| Please reach out if you’d like to review anything together. |
| Warm regards, |
| [Your Name] |
4. Request Email (Information, Help, Approval)
✅ When to use:
Requesting clarification, resources, approvals, documents, support.
4.1 Request for Information
Template:
| Request for Information |
|---|
Subject: Information Request – [Project/Topic] |
| Hi [Name], |
Could you please share [specific information] related to [project/task]? I need it to move forward with [next step]. |
If possible, may I have it by [date]? |
| Thank you, |
| [Your Name] |
4.2 Approval Request (Budget / Decision)
Template:
| Approval Request |
|---|
Subject: Approval Needed – [Project/Decision] |
| Hi [Name], |
I’d like to request approval for [budget/decision/process]. Here’s a quick overview: |
| Context: |
| • [1–2 sentences] |
| Recommendation: |
| • [Your proposed action] |
| Why this matters: |
| • [Impact/benefit] |
| Please let me know if you approve or want to discuss further. |
| Best, |
| [Your Name] |
5. Follow-Up Email (No Reply Yet)
✅ When to use:
Polite reminder when someone hasn’t responded — without sounding pushy.
5.1 Polite Follow-Up After No Response
Template:
| Polite Follow-Up After No Response |
|---|
Subject: Following Up on My Previous Email |
| Hi [Name], |
I hope you’re doing well. I’m just checking in on the message I sent on [date] regarding [topic]. |
Whenever you have a moment, could you please let me know your thoughts? No rush — I know things get busy. |
| Thank you! |
| [Your Name] |
5.2 Firm but Professional Follow-Up with Deadline
Template:
| Firm but Professional Follow-Up with Deadline |
|---|
Subject: Quick Follow-Up – [Topic] |
| Hi [Name], |
I’m following up on my email from [date] about [specific ask]. |
Since this affects our timeline for [project/step], could you please confirm by [date]? |
| • [Your proposed action] |
| Thanks in advance, |
| [Your Name] |
6. Client Introduction / Outreach Email
✅ When to use:
Opening conversations, networking, prospecting, introducing yourself or your service.
6.1 Warm Intro via Mutual Contact
Template:
| Warm Intro via Mutual Contact |
|---|
Subject: Introduction – [Your Name] & [Recipient] |
| Hi [Name], |
[Mutual Contact] suggested I reach out. I’m [Your Name], and I work on [topic/area]. |
| We’ve helped teams with: |
| • [Benefit 1] |
| • [Benefit 2] |
| • [Benefit 3] |
If you’re open to it, I’d love to schedule a short call to explore whether this might be helpful for you as well. |
| Warm regards, |
| [Your Name] |
7. Feedback & Performance Email
✅ When to use:
Providing feedback, offering recognition, coaching team members.
7.1 Constructive Feedback to a Colleague
Template:
| Constructive Feedback to a Colleague |
|---|
Subject: Quick Feedback on [Project/Task] |
| Hi [Name], |
I wanted to share some quick feedback from [project/situation]. |
You did a great job with [positive point]. One thing I noticed was [specific behavior], which led to [impact]. |
For future tasks, it might help to [suggestion]. Let me know if you’d like to discuss or brainstorm together — happy to support. |
| Best, |
| [Your Name] |
7.2 Positive Feedback / Recognition Email
Template:
| Positive Feedback / Recognition Email |
|---|
Subject: Great Work on [Project] |
| Hi [Name], |
I just wanted to acknowledge your excellent work on [project/task]. Your contribution made a real difference, especially in [specific example]. |
Thank you for bringing such consistency and professionalism — it doesn’t go unnoticed. |
| Best, |
| [Your Name] |
I hope that from now on, it’ll be easier to write your work emails with the right templates and tools. 😊
Got questions? Email us at hi@letterly.app – we’re happy to help.