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:
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.
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.
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.
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.
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.
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.
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.
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.
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.
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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