How to email a manager with 9 sample emails

How to write an email to a manager

Everyone has a manager at some point, right? That means we’ll all need to write a formal email to our manager at some point – and we'll show you how.

Time is money, so when writing an email to your manager, don’t mess around. Get straight to the point, follow our standard structure, and make it as easy as possible to get the desired outcome.

In this guide on how to write an email to your manager, we provide a simple structure and follow it up with 9 example messages.

Want to know more? Read Flowrite’s in-depth guide on how to email a boss.

Proper email format when emailing a manager

Managers are busy – so they won’t have time to mess around. Your messages should be short, simple, and follow a traditional structure. Before we go any further, we’re not talking about inviting your manager for a drink or a social invite, but a formal message about something important.

Some example emails to your manager include:

Saying hello on a first day
Asking for a sick day
Resigning from a job

There are three parts to the proper email format when emailing a manager: the subject line, body copy, and sign-off.

Let’s look at each section in greater detail.

1. Email to manager subject line

The best email subject lines to managers make it clear what your message is about. For example, you might welcome them to an organization, say goodbye, or simply want to say thanks for something they have done.

Whatever the purpose of your email to a manager, you must make it clear in your subject line.

I’m sick today and won’t be in
I just wanted to say thanks…
Message for my final day

2. Formal email body

If you’re lucky enough to consider your boss a buddy, you may write less formal emails to your manager. But, in most cases, you should address your manager formally in an email. You’ll typically start emails to your manager with a greeting and an explanation about why you’re emailing.

I hope that you’re well. I’m contacting you to let you know I cannot work today. I’m unable to work because (provide some extra information).
As it’s my last day today, I wanted to thank you for all the support you have provided me during my time at (company name).

After your intro, it’s entirely up to you how much detail you add. You may want to go into lots of detail or just say when you hope to get back to work.

Don’t worry if this isn’t clear; check out our 9 emails to a manager below to see how we’ve tackled some of the typical messages to a manager below.

3. How to end an email to a manager

Once you’ve said all you need to say, you can add a sign-off. If you’re saying thanks, you can add your name and address. In other cases, you may request a call to action or a confirmation or receipt.

If you want to stay in touch when you leave, you can contact me on (insert details).
Please can you confirm that you’ve received this email? While I’m not going to be able to work all day, I can answer calls and respond to urgent requests if you need to.

After your final sentence, add your contact details and an appropriate and polite sign-off. You can see examples of how to end an email to a manager below.

9 email to manager examples

At Flowrite, we’re all about helping you to write the best emails – and samples are the easiest way to show you. So here are 9 common email messages you might need to send to a manager.

Each example follows the above structure and is simple and easy to understand.

If you’re stuck writing an email to a manager, you can cut and paste these examples, but we recommend using them as a basis for your emails.

Study them, understand the structure, and then develop your own messages for a manager!

1. Sick day email to manager sample

We all get sick from time to time, and when it comes, you’ll have to let your boss know. Traditionally, you’d call your boss, but with so many of us working at home, emailing your manager about a sick day is fine.

You don’t need to go into detail about what’s wrong unless you want to.

Hi (Recipient's name),

Unfortunately, I’m not feeling very well today and won’t be able to attend work.

I’m currently (explain your symptoms and why you’re off).

I hope to feel better soon and return to work as quickly as possible. I’ll let you know how I'm feeling later today and when I expect to return.

While I won’t be checking or answering emails for any urgent issues, you can contact me (insert details), and I’ll do my best to help.

Kind regards,
(Your name)

2. First-day email to manager sample

This first-day email to a manager will help you make the best impression on your new boss. This email to a manager will help you make the best impression.

See how it works in this first-day sample message to a manager.

Hi (Recipient's name),

My name is (your name), and I’ve started today as the (job name).

I wanted to say hello on my first day. Hopefully, you’ve had a chance to check out my CV and application and learn more about who I am and my skills.

(You can add details here about what you’ve done. Focus on the transferable skills that you can add to the team.)

I’m excited to join the team and am ready and willing to contribute. Please contact me if you would like to arrange a meeting or a chance to catch up. (Add contact details)

Many thanks,
(Your name)

3. Goodbye email to manager sample

On the last day at an office, it’s only polite to say goodbye (regardless of your feelings or reasons for leaving).

You never know when you’ll run into these people again or need a reference, so this goodbye email to a manager is polite and professional.

Hi (Recipient's name),

Today is, as you know, my last day, and I wanted to say goodbye and thank you for all of your help and support during my time at (company name).

(You can end the email here, but you can also add some more examples…)

It would be great to stay in touch when I leave. You can contact me at (insert details) or connect with me on LinkedIn (insert link).

Finally, I wish you and the team well in the future.

Thanks again,
(Your name)

4. Thank you email to manager sample

If your boss goes beyond the basics, you can use this sample message to thank your manager. This is a private message so that you can add details. Use this example as a basis, but be sure to adapt it for your manager.

Hi (Recipient's name),

I wanted to message you to say thank you for (explain why you’re saying thanks!).

Your support means a lot to me, and I want to thank you.

Kindest regards,
(Your name)

5. Farewell email to manager sample

This farewell message to your manager is short and straight to the point. Don’t forget to add your contact details to ensure that your manager (or other colleagues) can keep in touch with you during the next stage of their career.

Hi (Recipient's name),

I know that today is your last day at (company), and I wanted to bid you farewell and ask you to stay in touch!

I’ve enjoyed working with you and the rest of the team. I’ve always welcomed your support, guidance, and leadership – especially in some of the tough times we’ve had.

All of us in the team wish you well for the future, and I hope you’re a huge success in your new role.

If you want to stay in touch, email me on (insert details) or connect with me on LinkedIn (link).

Good luck!
(Your name)

6. Introduction email to manager sample

This introduction email to a manager provides information on who you are and extends an offer of support, and expresses the value you can add to the team.

It’s the perfect introduction to your character and skills on day 1.

Hi (Recipient's name),

My name is (your name). I worked as (job title) in your new team and wanted to say hello on your first day.

I’ve worked at (company name) for (number) years. My role involves (insert details)

I know you’ll have a lot to take in your first few days in a new job, but if I can help, please let me know. I’m more than happy to provide information on our processes and answer any questions about how we work.

I look forward to working with you and wish you well in the new role.

Many thanks,
(Your name)

7. Appreciation email to manager sample

When your manager does something special, you can show appreciation in an email. In this sample email, we’ve provided the example of a manager supporting your career plans.

To save time you can just add your content in the gaps provided.

Hi (Recipient's name),

I'm reaching out to show my appreciation (insert details of the positive things they have done).

I’ve always valued your personal and professional support to the team and me.

Thanks!
(Your name)

8. Resign email to manager sample

Resignation emails can be tough to write, but this template should help. You don’t need to explain why you’re resigning in an email, but you must provide a formal notice you’re leaving.

This email provides a clear cut-off point and requests a future meeting for you guys to hammer out the details.

Hi (Recipient's name),

I’m contacting you to submit my resignation. I’ve accepted an offer of a new job at (company name).

I’ve enjoyed working at (company name), but now is the right time to leave.

I'm working through details with my new employer, including agreeing on a start date. Please confirm that you have received this email and accept my resignation request.

Let's meet at some point to agree on a leaving date. We can discuss a formal handover process at that point too.

Kindest regards,
(Your name)

9. Welcome email to new manager sample

This welcome email to a new manager is less formal and friendlier than other emails – but it’s likely to be as effective. Use this template and add details to bring it to life.

Hi (Recipient's name),

Congratulations on starting at (company name)!

It’s a great company and a fantastic team. We’re hardworking and push ourselves to achieve the best – but we also have fun.

I know it’s tough when you start a new job, so I wanted to offer to help you in any way I can. I’m always available for a catch-up, a call, or a meeting – just let me know when you’re free.

Looking forward to working with you and welcoming you to the team!
(Your name)

Final words

If you’ve made it this far, you should have everything you need to email your manager. To conclude, you’ll need to stick to the standard formal email format when writing to your manager, and you’ll sound polite and professional.

Be sure to shape all emails to your manager, and don’t be too informal or attempt to be funny! If you’re struggling to find the right words for your formal emails, check out Flowrite.

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