Week 3: Professional Email Writing | NaukariGuide English Course

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NaukariGuide English Mastery · Module 3

Professional Email Writing

Write emails that get responses — the skill every employer wants

Duration7 Days

LevelBeginner–Basic

FocusEmail Writing

Templates8 Full Email Templates

📖 This Week You Will Learn

1The Anatomy of a Professional Email
2Subject Lines That Get Opened
3Greetings & Closings — The Right Way
48 Email Templates You Will Actually Use
5Common Email Mistakes by Indian Students
6Week 3 Exercises

The Anatomy of a Professional Email

Every professional email has 6 essential parts

A professional email is not the same as a WhatsApp message or a casual text. It has a specific structure that signals to the reader that you are organized, respectful, and professional. Learning this structure is one of the most important skills for your career.

🇮🇳 Hindi Context

Email likhna ek formal letter likhne jaisa hai — sirf digital format mein. Jaise ek letter mein address, date, salutation, body, aur signature hota hai, waisi hi email mein bhi specific parts hote hain. Ek baar yeh structure yaad ho gayi toh aap koi bhi professional email likh sakte hain.

The 6 Parts of Every Professional Email

From:yourname@gmail.com

To:hr@companyname.com

Subject:Application for Sales Executive Position — Rahul Sharma

① GREETING Dear Mr. / Ms. [Last Name],

② OPENING LINE — Why are you writing? I am writing to apply for the position of Sales Executive at XYZ Company, as advertised on Naukri.com.

③ BODY — Who are you and why should they hire you? I am a recent B.Com graduate from Gorakhpur University with a strong interest in sales and customer relationship management. During my internship at ABC Retail, I assisted the sales team in achieving 120% of the monthly target by acquiring 35 new customers in 6 weeks. I am a confident communicator, a quick learner, and I am enthusiastic about beginning my career in a growth-oriented company like yours.

④ CALL TO ACTION — What do you want them to do? I have attached my resume for your review. I would welcome the opportunity to discuss how I can contribute to your team. Please feel free to contact me at any time.

⑤ CLOSING LINE Thank you for your time and consideration.

⑥ SIGN-OFF + NAME Sincerely,
Rahul Sharma
+91-XXXXXXXXXX | rahul.sharma@gmail.com

📌

The Length Rule

A professional email should be 3–5 short paragraphs maximum. Long emails are rarely read fully. Be clear, be concise, be professional. Say what you need to say in as few words as possible — without being rude.

Subject Lines That Get Opened

Your email lives or dies by its subject line

HR managers receive 100–300 emails per day. If your subject line is not clear and professional, your email will be ignored or deleted immediately — before they even read your name. The subject line is the most important part of any email you send for a job.

Rules for a Good Subject Line

Subject Line Rules

Rule 1Be specific — include the job title and your name

Rule 2Keep it under 60 characters (short enough to read on a phone)

Rule 3Never write in ALL CAPS — it looks aggressive

Rule 4Do not use exclamation marks !!!

Rule 5Capitalize the first letter of each major word

Situation	❌ Weak Subject Line	✅ Strong Subject Line
Job Application	"i want job plz"	"Application for Sales Executive — Priya Verma"
Follow-up after interview	"any update??"	"Follow-Up: Sales Executive Interview on 15 March"
Sending your resume	"Resume"	"Resume — Rahul Sharma \| B.Tech CSE \| Fresher"
Asking about internship	"internship enquiry"	"Internship Inquiry — Summer 2025 \| MBA Fresher"
Thank you after interview	"thanks for interview"	"Thank You — Marketing Executive Interview, 20 March"

Greetings & Closings — The Right Way

How to open and close every professional email correctly

Email Greetings (Salutations)

The greeting sets the tone for your entire email. Using the wrong greeting immediately signals that you are unprofessional. Here are the correct options:

When to Use	Correct Greeting	Notes
You know the person's name	Dear Mr. Sharma,	Most professional. Always use last name.
You know name but not gender	Dear Rahul Sharma,	Safe option — avoids Mr./Ms. confusion
You don't know the name	Dear Hiring Manager,	Better than "To Whom It May Concern"
Emailing a team / department	Dear HR Team,	For emails to a group
Known, less formal contact	Hello Priya,	For someone you've spoken with before

Greetings to NEVER Use in Professional Email

NEVER"Hi Sir/Ma'am," — too casual/WhatsApp style

NEVER"Respected Sir/Ma'am," — outdated and over-formal

NEVER"To Whomsoever It May Concern," — very outdated

NEVER"Hey," — too casual for professional email

Email Closings (Sign-Offs)

Closing Phrase	When to Use	Formality Level
Sincerely,	Job applications, formal emails	Most formal ⭐⭐⭐
Best regards,	General professional emails	Formal ⭐⭐⭐
Kind regards,	Professional emails, follow-ups	Formal ⭐⭐⭐
Warm regards,	When you know the person a bit	Semi-formal ⭐⭐
Thank you,	After asking for something	Semi-formal ⭐⭐
Best,	Internal team / casual professional	Less formal ⭐

🇮🇳 Common Indian Mistake

"Yours faithfully" aur "Yours obediently" — yeh phrases school mein seekhe thhe lekin professional email mein KABHI use na karein. Yeh bahut purane aur odd lagte hain. "Sincerely" ya "Best regards" hi use karein. Aur "Respected Sir/Ma'am" bhi avoid karein — "Dear Mr. Sharma" use karein.

8 Email Templates You Will Actually Use

Ready-to-use — just fill in your details and send

These 8 templates cover the most common professional email situations you will face as a fresher and early-career professional. Study the structure of each one — not just the words. Once you understand the structure, you can write any email on your own.

Template 1 — Job Application Email

Subject:Application for [Job Title] — [Your Full Name]

Dear [Mr./Ms. Last Name / Hiring Manager],

I am writing to apply for the position of [Job Title] at [Company Name]. I came across this opportunity on [Naukri / LinkedIn / Company Website] and I am very interested in joining your team.

I am a [your degree] graduate from [your college/university]. I have [mention a relevant skill, project, or internship in 1–2 sentences]. I am a hardworking, dedicated professional and I am confident that I can contribute positively to your organization.

I have attached my resume for your consideration. I would welcome the opportunity to discuss my application further at your convenience.

Thank you for your time and consideration.

Sincerely,
[Your Full Name]
[Phone Number] | [Email Address]

Template 2 — Follow-Up After Interview

Subject:Follow-Up: [Job Title] Interview on [Date] — [Your Name]

Dear [Mr./Ms. Last Name],

Thank you for taking the time to interview me for the [Job Title] position on [Date]. I truly enjoyed our conversation and learning more about the role and your company's vision.

I remain very interested in joining the [Company Name] team and I am confident that my skills in [mention 1–2 relevant skills] would allow me to make a strong contribution.

Please let me know if you need any additional information from my side. I look forward to hearing from you.

Best regards,
[Your Full Name]
[Phone Number]

Template 3 — Thank You Email After Interview

Subject:Thank You — [Job Title] Interview, [Date]

Dear [Mr./Ms. Last Name],

I wanted to take a moment to thank you for the interview opportunity today for the [Job Title] position. I appreciated the time you took to explain the role and share insights about [Company Name].

Our conversation reinforced my enthusiasm for this position. I am particularly excited about [mention one specific thing from the interview — a project, a team, a product].

I look forward to the possibility of joining your team and contributing to [Company Name]'s growth. Thank you again for your time.

Kind regards,
[Your Full Name]

Template 4 — Asking About Internship Availability

Subject:Internship Inquiry — [Your Degree] Student | [Your Name]

Dear [Hiring Manager / HR Team],

I am a [Semester/Year] student pursuing [Your Degree] from [Your College]. I am reaching out to inquire about any internship opportunities available at [Company Name] for the upcoming [Summer/Winter] semester.

I am particularly interested in the [Department — Marketing / Sales / IT / HR] function. I am eager to learn, hardworking, and I can commit fully to the role for [duration — 2 months / 6 weeks].

I have attached my resume for your review. I would be grateful for the opportunity to discuss further. Please feel free to contact me at any time.

Sincerely,
[Your Full Name]
[Phone] | [Email] | [College Name]

Template 5 — Emailing Your Manager (Requesting Leave)

Subject:Leave Request — [Your Name] — [Date/s]

Dear [Manager's Name],

I am writing to request leave on [Date/s] due to [brief reason — personal reasons / medical reasons / family function].

I will ensure that all my current tasks and responsibilities are completed before my leave. I will also be available on my phone in case of any urgent requirements.

Kindly approve my leave request at your earliest convenience. Thank you.

Regards,
[Your Name]

Template 6 — Sending Work Update to Manager

Subject:Weekly Update — [Your Name] — [Date]

Dear [Manager's Name],

Please find below my work update for this week:

Tasks Completed:
• [Task 1 — what you finished]
• [Task 2]

In Progress:
• [Task you are currently working on]

Planned for Next Week:
• [What you plan to do next]

Please let me know if you need any clarification or if there are any additional priorities I should focus on.

Best regards,
[Your Name]

💼

Pro Tip: Save These Templates

Create a folder called "Email Templates" in your Gmail Drafts. Paste these 8 templates there with [placeholders]. When you need to send an email, just open the right template, fill in the blanks, and send. This saves time and ensures you always sound professional — even under pressure.

Common Email Mistakes by Indian Students

These mistakes cost you jobs and opportunities — fix them now

After reviewing hundreds of emails from fresh graduates, here are the most common mistakes that make a professional reader cringe. Study each one carefully and make sure you never make these errors.

Mistake 1 — Unprofessional Email Address

WRONGcoolboy_rahul007@gmail.com | rockstar_priya@yahoo.com

RIGHTrahulsharma@gmail.com | priya.verma@gmail.com | r.sharma93@gmail.com

Mistake 2 — Spelling Errors in Subject Line

WRONG"Aplocation for Sales Excutive Possition"

RIGHT"Application for Sales Executive Position — Rahul Sharma"

Mistake 3 — Over-Formal / Outdated Language

WRONG"I beg to state that I, Rahul Sharma, hereby wish to apply..."

RIGHT"I am writing to apply for the position of..."

Mistake 4 — No Signature or Contact Information

WRONGEmail ends with just "Thanks" — no name, no phone number

RIGHTAlways end with: Name + Phone + Email + (LinkedIn if available)

Mistake 5 — Sending Without Proofreading

WRONG"I am very much interested in you company and want to join you team..."

RIGHTAlways read your email OUT LOUD before sending — your ear catches mistakes your eyes miss

Mistake 6 — Writing in All Caps

WRONG"I AM A HARDWORKING CANDIDATE AND WANT JOB IMMEDIATELY"

RIGHTNever use ALL CAPS. It looks like you are shouting and appears unprofessional.

Week 3 Exercises

Fill in blanks · Rewrite emails · Identify errors

Exercise A — Fix This Email

Read this poorly written email. Find at least 6 mistakes and rewrite it professionally in your notebook.

Subject: job

Respected Sir/Madam,

I want job in your company. i am fresher from banaras. I have do internship last year. I am hardworker and i know computer and communication. Please give me chance.

Yours Faithfully,
Ankit

Subject: Application for [Job Title] — Ankit Kumar

Dear Hiring Manager,

I am writing to express my interest in joining your organization. I am a recent [degree] graduate from Banaras Hindu University. Last year, I completed an internship at [Company Name], where I gained practical experience in [mention what you did].

I am a hardworking professional with strong communication and computer skills. I am eager to learn and contribute meaningfully to your team.

I have attached my resume for your review. I look forward to hearing from you.

Sincerely,
Ankit Kumar
[Phone Number] | ankit.kumar@gmail.com

Mistakes fixed: (1) Subject too vague, (2) "Respected Sir/Madam" → "Dear Hiring Manager", (3) "I want job" → proper sentence, (4) lowercase 'i', (5) "I have do" → "I completed", (6) "hardworker" → "hardworking professional", (7) "Yours Faithfully" → "Sincerely", (8) No contact info added

Exercise B — Write Your Own Job Application Email

Using Template 1 from Section 4, write a real job application email for a job you actually want to apply to (use Naukri.com to find one). Fill in all the [brackets] with your real information. Write it in your notebook or type it in Gmail drafts.

Checklist before you "send" (check each one):

☐ Professional subject line with job title and your name

☐ Correct greeting (Dear Mr./Ms. [Last Name])

☐ Clear opening line stating why you are writing

☐ Body mentions your degree, skill, and 1 achievement

☐ Call to action (asking for interview/response)

☐ Professional closing (Sincerely / Best regards)

☐ Full name + phone + email in signature

☐ Read out loud once before finalizing

Exercise C — Subject Line Practice

Write a professional subject line for each situation below.

1. You are applying for a Data Entry Operator job at ABC Pvt Ltd. Your name is Sunita Yadav.

2. You had an interview last Tuesday and want to follow up.

3. You want to send your resume to an HR contact you met at a college event.

4. You want to ask your current manager for 2 days off next week.

1. "Application for Data Entry Operator — Sunita Yadav"

2. "Follow-Up: [Job Title] Interview on [Date] — [Your Name]"

3. "Resume — [Your Name] | [Degree] | Fresher"

4. "Leave Request — [Your Name] — [Dates]"

✅ Week 3 — What You Have Learned

The 6-part structure of every professional email
How to write subject lines that get opened by HR managers
The correct greetings and closings — and what to NEVER use
8 ready-to-use email templates for real workplace situations
6 common email mistakes by Indian freshers — and how to fix them
How to proofread your email before sending