How to write professional email subject lines (+147 examples)

Introduction: The Power of Professional Email Subject Lines

In today’s busy business world your subject line is often your only chance to get attention. Whether you’re managing teams, contacting clients or following up on leads, a good subject line means your message gets opened and prioritised.

Good subject lines are more than just attention grabbing – they’re clear, purposeful and professional. In this article we’ll share best practices alongside 147 professional email subject line examples, so you can write subject lines that get results for you.

1. How to Write Professional Email Subject Lines

When you’re writing emails in a professional environment – whether you’re a manager, salesperson or customer support – the subject line is key. Your subject line can make or break your message. It’s often the first impression your recipient will have and sets the tone for the whole email. Here are the best practices for writing subject lines to get your emails opened, read and acted upon.

1.1 Be direct and relevant

Professionals like clarity and brevity. Your subject line should quickly tell the recipient what the email is about without leaving them guessing. Avoid clever or vague language – you want to be clear and respect the recipient’s time.

• Example: "Project Update: Q4 Budget Review"
• Example: "Action Required: Approve New Vendor Contract"

1.2 Use action words

Subject lines with action verbs tell the recipient what to do. In a business context you need to communicate urgency or importance without being pushy. Verbs like “review”, “complete”, “submit” or “attend” are often good for getting the required response.

• Example: "Please Review the Draft Agreement by Friday"
• Example: "Submit Your Team’s Q3 Report by End of Day"

1.3 Personalisation matters

In professional environments, especially when dealing with sales or customer support, personalisation in subject lines can make the recipient feel valued and recognised. Including the recipient’s name, company or a relevant detail shows the email is tailored to them which will increase the chance of a response.

• Example: "Jane, Follow-Up on Your Recent Inquiry"
• Example: "John, Final Steps to Complete Your Account Setup"

1.4 Don’t overdo the urgency

Urgency is a good tactic but use it wisely in business communication. Phrases like “urgent”, “last chance” or “final reminder” can prompt action but only when there’s a real deadline or consequence. Misusing urgency can lead to distrust or frustration so make sure it’s justified.

• Example: "Final Reminder: Submit Payroll Data by Noon Tomorrow"
• Example: "Urgent: Client Feedback Needed by 5 PM Today"

1.5 Avoid unnecessary jargon or spam triggers

In a professional environment you need to keep subject lines professional and free of promotional language. Words like “free”, “deal” or excessive punctuation (!!!) can trigger spam filters or sound unprofessional. Keep it neutral and businesslike.

• Example: Instead of "Get a Great Deal Today!" use "Proposal for IT Solutions"

For a list of 180+ spam words to avoid, read this piece from ActiveCampaign.

1.6 Be clear about the purpose

Whether you’re scheduling a meeting or requesting a report a clear subject line helps the recipient know what the email is about straight away. This is especially important for managers or salespeople who are dealing with multiple projects and clients at once.

• Example: "Client Meeting for Friday at 2 PM"
• Example: "Project Alpha Update – Q3 Milestones Complete"

1.7 Test and optimize

If you send similar types of emails (e.g. follow-ups, reports, meeting requests) consider A/B testing different subject line formats to see what works best with your team or clients. This will give you valuable insights into what language gets the best response.

• Example: Test "Weekly Status Report: Q3 Sales" vs. "Your Q3 Sales Report Is Ready for Review"

1.8 Use numbers when you can

In professional emails using numbers can help the recipient know what the email is about straight away especially when reporting progress or updates. Numbers can add structure and clarity making the email easier to prioritise.

• Example: "3 Things from Our Client Feedback Survey"
• Example: "5 Things for Next Week’s Team Meeting"

1.9 Mobile friendly

Many professionals check their emails on their mobile. To make sure your subject line isn’t cut off keep it short and make sure the most important part of your message is in the first few words. This will increase the chance of the email being opened and acted upon even when viewed on the go.

• Example: "Sales Forecast: Q4"
• Example: "Contract by COB Today"

1.10 No clickbait or overpromising

In professional environments you need to build trust and maintain a reputation. Using clickbait or misleading subject lines may get short term attention but can damage long term relationships. Always make sure your subject line matches the content of the email.

• Example: Instead of "You Won’t Believe What Happened!" use "Important Update on Client Project – Act Now"

2. Sales Email Subject Lines: Get Your Message Out There

Sales emails are the most difficult type of email to get right. In today’s crowded inboxes your subject line is key to standing out, grabbing attention and generating interest in your product or service. Whether you’re sending cold emails, follow ups or personalized offers to existing clients a well crafted subject line can make all the difference in getting leads and closing deals. Here’s how to write subject lines that get engagement and sales.

2.1 Value not features

When writing a sales email subject line it’s easy to focus on the features of your product. But prospects are more interested in how your product or service can benefit them. Focusing on value—whether it’s time saving, cost reducing or problem solving—is key to a good subject line.

• Example: "Boost your team’s productivity by 30% this quarter"
• Example: "How our solution can save you $10K in operational costs"

By positioning your offer as a solution to a problem or a way to add value you’ll get your recipient to open your email.

2.2 Personalization for a targeted approach

Personalization is a powerful tool in sales emails. Including the recipient’s name, company or specific pain point in the subject line shows that your email is not a generic pitch but one that’s tailored to their needs. This level of customization will get your email opened and read.

• Example: "John, here’s how we can help [Company Name] reduce costs"
• Example: "[Company Name], let’s talk about how we can improve your workflow"

A little bit of personalization goes a long way as it shows you’ve done your homework and really get their business.

2.3 Create curiosity without being vague

Sales emails work well when they create curiosity. But don’t be too vague or misleading. Finding the balance between piquing interest and providing enough context is key. A good subject line should hint at the content of the email and leave the recipient wanting more.

• Example: "Are you ready to double your sales pipeline?"
• Example: "How to cut your IT costs by 50%"

This way the recipient will open the email to learn more without feeling tricked.

2.4 Solve a common problem

Prospects will engage with your sales emails more if you clearly address a problem they have. By identifying a pain point and offering a solution your subject line becomes relevant and impactful. Focus on industry specific challenges or common frustrations to make your email stand out.

• Example: "Struggling with low lead conversions? We can help"
• Example: "Tired of delayed deliveries? Here’s a solution"

When the recipient sees your email addresses a problem they’re having they’ll be more likely to read it and check out your offer.

2.5 Exclusivity and urgency

Creating a sense of exclusivity or urgency in your subject line will get quicker action. Phrases like “limited time”, “exclusive offer” or “only a few spots left” will make the recipient feel like they’re getting special treatment or need to act fast. But don’t overdo it as they can lose their impact over time.

• Example: "Exclusive offer for [Company Name]: 20% off until Friday"
• Example: "Only 3 spots left for our VIP webinar—register now"

This works well when combined with a targeted, high value offer that feels personalized and time sensitive.

2.6 Use numbers and data

Subject lines with numbers perform better as they convey specific, actionable information. In sales, using data to prove measurable benefits like cost savings, productivity increases or market trends can be very powerful.

• Example: "See how we helped a client reduce costs by 25%"
• Example: "5 ways to boost your sales by 40%"

Numbers provide concrete value and make it easy for your prospects to see the impact your product or service can have on their business.

2.7 Testimonials or success stories

Including a success story or testimonial in your subject line will build credibility and trust. If you’ve helped a well known client get great results, reference that in your subject line and your email will open and engage more.

• Example: "How we helped [Company Name] increase sales by 50%"
• Example: "See how [industry leader] transformed their business with our solution"

People will engage more with a product or service that has results especially when it’s related to their industry or challenge.

2.8 Ask a question

A question in your subject line will invite engagement by making the recipient think about their current situation. It will make them consider how they can benefit from your product or service and will lead to more email opens and responses.

• Example: "What’s your biggest challenge in sales this year?"
• Example: "Could you save time with a more efficient CRM?"

Questions are a great way to start a conversation and get the recipient thinking about how your offer can help them.

2.9 Test and measure

As with any sales strategy testing and measuring is key. Try different subject lines to see which ones work best for your audience. A/B testing will help you refine your approach by testing different styles like questions, data or personalization. Track your open rates, click through rates and responses to see what works best for your audience.

• Example: "How our software can reduce your workload" vs. "Workload too high? We have a solution"

By testing and refining your subject lines you’ll be able to optimize your sales emails for maximum engagement and conversion.

3. Cold Email Subject Lines: First Words to Grab Attention

Cold emails are one of the toughest forms of communication in sales and business development. Since the recipient has no prior relationship with you or your company, your subject line has to work overtime to make an impact. The goal of a cold email subject line is to pique curiosity, be relevant and make the recipient open the email even though they have no prior connection. Here’s how to write cold email subject lines that grab attention and get results.

3.1 Personalize

When sending a cold email personalization is everything. Even if you don’t know the recipient personally, doing some research on their company, role or industry and including those details in your subject line will make your email stand out. This shows your email is targeted and not a mass email.

• Example: "John, how we can help [Company Name]"
• Example: "[Company Name], are you ready to improve your sales pipeline?"

By addressing the recipient by name or company you immediately make your email more relevant and less likely to be deleted.

3.2 Address a problem

One of the best ways to grab a recipient’s attention in a cold email is to address a problem they might be facing. People will open an email if they think it can solve a challenge or issue they’ve been having. Make sure your subject line highlights a problem your product or service can solve.

• Example: "Can’t hit your Q4 sales targets?"
• Example: "Reduce overhead costs by 20% in 2024"

This approach speaks directly to the recipient’s needs or frustrations and gives them a reason to look into your solution.

3.3 Build curiosity

Curiosity is a great motivator when it comes to cold emails. Subject lines that tease something interesting or unexpected will get higher open rates as long as they’re relevant and honest. Don’t be too cryptic but leave enough unsaid to make the reader click to learn more.

• Example: "Double your conversion rate"
• Example: "Save 10 hours a week?"

Curiosity will encourage the recipient to open your email but always make sure the content of your email delivers on the promise of the subject line.

3.4 Be straightforward

While curiosity works in some cases, being direct is often the best approach in business communication. Busy professionals appreciate simplicity and may prefer a subject line that tells them exactly what the email is about. A direct subject line will let the recipient know straight away if your message is relevant to them.

• Example: "Get 25% more from your sales team"
• Example: "Call on [Date]"

A straightforward subject line will make your email look professional and respectful of the recipient’s time.

3.5 Use social proof

People will respond to cold emails more if they see others in their industry have used your product or service. By mentioning well known companies, industry leaders or specific results you’ve achieved for other clients you can create credibility and trust in the subject line.

• Example: "We helped [Well-Known Company] boost efficiency by 40%"
• Example: "[Industry Leader] uses this to boost sales"

Social proof shows your email isn’t just another cold email – it’s backed by results and trust from other big companies or professionals.

3.6 Offer a solution or benefit

Cold emails work best when you offer something of value to the recipient. Focus your subject line on the benefit you can give them, whether that’s time, cost or efficiency. The key is to make it clear how your product or service can help the recipient in their role.

• Example: "10% off shipping with our logistics platform"
• Example: "30% faster customer support response times"

Offering something tangible upfront gives the recipient a reason to open your email and consider your offer.

3.7 Keep it short

Cold email subject lines should be brief and to the point. Long, complicated subject lines will get ignored especially by busy professionals who get dozens of emails a day. Keep it to one key message and no fluff.

• Example: "About your marketing"
• Example: "5 ways to improve IT"

Short and simple subject lines are easier to scan and more likely to get attention in a busy inbox.

3.8 Ask a question

Asking a question in your subject line will encourage the recipient to think about how they can benefit from your offer. Questions are engaging because they make the reader think about themselves and how your product or service can help.

• Example: "Ready to scale in 2024?"
• Example: "Is your team ready for the latest threats?"

By asking a question you’re asking the recipient to think about their current needs or challenges and positioning your email as part of the solution.

3.9 Don’t use clickbait

While it may be tempting to use sensational or misleading subject lines to get attention, this will backfire quickly. Professionals don’t like being tricked into opening an email. Clickbait tactics may get a higher open rate initially but will often lead to frustration and loss of trust and ultimately harm your relationship with the recipient.

• Example: Instead of "You won’t believe what happened" use "Here’s how our clients are preparing for Q1"
• Example: Instead of "Open now for a special surprise!" use "Exclusive offer for your business – act before year-end"

Make sure your subject line matches the content of your email and is professional.

3.10 Test and measure

Cold emails are an experiment and what works for one audience may not work for another. Continuously test different subject line styles – personalization, curiosity, direct offer – to see which ones get the highest open and response rates. A/B testing is a powerful tool to optimize your subject lines over time.

• Example: Test "How we helped [Company Name] increase sales by 30%" vs. "Increase sales by 30% in 3 months"

By tracking opens and responses you can refine your cold email strategy and improve your subject lines for better results.

Cold emailing can be scary but with the right subject line you can cut through the noise and get the attention of your target audience. By personalizing, addressing pain points and offering value in the subject line you’ll increase your chances of starting a conversation with new prospects. In the next chapter we’ll look at follow up email subject lines and how to keep your emails engaging after the initial contact.

4. Follow Up Email Subject Lines: Keeping the Conversation Alive

Following up on emails is part of professional communication whether you’re closing a sale, managing a project or responding to customer support queries. A good follow up email subject line can re-ignite a conversation and get a response without being pushy or annoying. Follow up emails are an opportunity to reinforce your message, add value or clarify previous points and your subject line is key to getting that second look. Here’s how to write follow up email subject lines that are engaging, polite and effective.

4.1 Reference the previous email

One of the simplest and most direct ways to write a follow up subject line is to reference the original email. This will remind the recipient of your previous conversation and show that your email is part of that conversation. Using “Re:” in your subject line is a clear indication that you are following up on an ongoing conversation.

• Example: "Re: [Company Name] IT solution proposal"
• Example: "Re: Follow up on our call last week"

By referencing your previous email or call you create context and make it easier for the recipient to recognize your message and respond.

4.2 Be polite and professional

Follow up emails should be polite and professional. Your subject line should convey that you know the recipient is busy but you’re looking for a response in a nice way. Avoid language that sounds demanding or annoyed.

• Example: "Just checking in: your thoughts on the proposal?"
• Example: "Friendly reminder: review needed on the draft agreement"

A polite subject line shows you respect the recipient’s time and schedule and are still looking for the information or action you need.

4.3 Add value in the follow up

When following up, it’s helpful to add value to encourage a response. This could be new information, insights or resources related to the original email. By showing you’re adding more to the conversation you’ll increase the engagement.

• Example: "More on the marketing strategy we discussed"
• Example: "New data on industry trends to support our proposal"

This shows you’re not just reminding them of a task but providing something useful to help move the conversation forward.

4.4 Create a sense of urgency (without pressure)

While follow up emails often benefit from a sense of urgency it’s important not to come across as too pushy. Use your subject line to nudge the recipient into action but avoid making it sound like an ultimatum. Including a deadline will help the recipient prioritize your email.

• Example: "Response by Friday: finalising contract details"
• Example: "Deadline approaching: approval needed for project launch"

Urgency works well when there’s a real deadline involved but be careful not to overuse it as it can lead to recipient fatigue.

4.5 Personalise the subject line

Personalisation is effective not just for cold emails but also for follow ups. Referencing the recipient by name or the company or situation in the subject line will make your email stand out in a busy inbox. This adds a personal touch that shows you’re invested in the conversation.

• Example: "John, what’s the status on the contract we discussed?"
• Example: "Sarah, can I follow up on the project timeline"

Personalised subject lines create a connection and remind the recipient that your follow up is relevant to them.

4.6 Offer to help or clarify

Sometimes the lack of response is because of confusion or need for more information. In these cases offering to help or a follow up call in your subject line will encourage the recipient to respond without feeling forced.

• Example: "Any questions on the proposal?"
• Example: "Need help with the budget? I can help"

This type of subject line allows the recipient to ask for help, shows you’re making it easy for them.

4.7 Reference a previous deadline or event

If you’ve discussed a previous deadline, task or event, reference that in your follow up email subject line and it will help the recipient remember. It’s also a polite way to remind them of their commitment without being too pushy.

• Example: "Reminder: approvals needed by Monday"
• Example: "Q3 report due by Friday"

This keeps the focus on the agreed deadline and reminds the recipient of anything they may have missed.

4.8 Make It easy for them to respond

Follow-up emails should aim to simplify the recipient's decision-making process. Subject lines that make the next step clear and easy can help move the conversation forward. Whether it's providing a simple yes/no response or asking for a quick update, a straightforward ask can increase your chances of getting a timely reply.

• Example: "Can We Schedule a Call This Week?"
• Example: "Quick Update Needed: Ready to Move Forward?"

A clear, actionable subject line reduces friction and makes it easier for the recipient to respond quickly.

4.9 Acknowledge the recipient’s schedule

When sending a follow-up, it’s helpful to acknowledge that the recipient may be busy. By expressing understanding in your subject line, you show empathy while still seeking a response. This tactic can make your follow-up feel less intrusive and more respectful of their time.

• Example: "I Understand You’re Busy—Any Updates on the Proposal?"
• Example: "I Know It’s a Busy Time—Just Following Up on Our Meeting"

This respectful tone helps maintain a positive relationship and encourages the recipient to engage when they’re able.

4.10 Follow-up without sounding desperate

It’s easy to come across as too pushy in follow-up emails, especially if the recipient hasn’t responded yet. Your subject line should reflect persistence without making you seem desperate. Balance is key—show that the follow-up is important but remain professional and composed.

• Example: "Second Follow-Up: Let Me Know If You Need More Information"
• Example: "Still Interested in Discussing Our Partnership?"

By keeping the tone professional and calm, you can maintain a sense of urgency while avoiding any negative impressions.

Follow-up emails are an essential tool in professional communication, and the right subject line can be the difference between getting a response and being ignored. By using personalization, offering value, and maintaining a polite and professional tone, you can increase your chances of getting timely responses without coming across as too aggressive. In the next chapter, we’ll dive into writing effective and engaging subject lines for different types of formal emails, such as job applications and resignation letters.

5. Formal Email Subject Lines: Keep it Professional

Formal emails need to be more professional whether you’re applying for a job, resigning or requesting a meeting. Your subject line in formal communication sets the tone and shows you’re paying attention to detail. As these types of emails deal with important topics the subject line needs to be clear, concise and polite. Here are the strategies and examples.

5.1 Job application email subject lines

When applying for a job your subject line should be simple and include the position you’re applying for and your name. A well written subject line helps the recruiter quickly see the purpose of your email and doesn’t get lost in the inbox.

• Example: "Application for Marketing Manager – [Your Name]"
• Example: "[Your Name] – Application for Software Engineer Position"

This is clear and professional and gets straight to the point.

5.2 Resignation email subject lines

Resignation emails are a formal way to tell your employer you’re leaving the company. The subject line should reflect the gravity of the message, using clear language that conveys the purpose of the email without being too dramatic.

• Example: "Resignation – [Your Name]"
• Example: "Notice of Resignation – [Your Name]

These subject lines give all the information in a simple and polite way so your resignation email gets handled correctly.

5.3 Meeting request

Meeting requests are a common type of formal email in the business world. Your subject line should clearly state the purpose of the meeting and if possible the date or time. This so the recipient can quickly see the purpose of the email and prioritise their response.

• Example: "Meeting Request: Q4 Sales Strategy"
• Example: "Meeting on [Date] to review project milestones"

By stating the subject of the meeting you help the recipient understand the purpose and importance of the request.

5.4 Formal invitation subject lines

When sending invitations for formal events such as conferences, corporate dinners or networking sessions your subject line should clearly state it’s an invitation. It should also include the event name or date so the recipient can see what the invitation is for at a glance.

• Example: "Invitation to the Annual Leadership Summit – [Date]"
• Example: "Join us on [Date]"

These subject lines are professional and to the point so your invitation is clear and effective.

5.5 Apology email subject lines

In formal apology emails your subject line should be sincere and professional. A direct apology or acknowledgement of the mistake shows you’re accountable and serious. The subject line should set the tone of humility without being too explanatory.

• Example: "Sorry for the inconvenience"
• Example: "Apology for [Issue] – Here’s what we’re doing about it"

A simple and polite subject line lets the recipient know the issue is being taken seriously and something is being done to fix it.

5.6 Formal request subject lines

When sending a formal request the subject line should be polite but firm so the recipient knows what the request is. Whether it’s a request for approval, information or feedback your subject line should be direct but courteous.

• Example: "Request to approve budget proposal"
• Example: "Please review: Feedback on project draft"

This shows respect for the recipients time and clearly states the purpose of the email.

5.7 Job reference/recommendation

When asking for a reference or recommendation your subject line should state the request and if necessary the context. This lets the recipient know they’re being asked to provide professional support in a formal way.

• Example: "Reference for [Your Name]"
• Example: "Recommendation for [Your Name]"

A clear subject line means your email will be taken seriously and helps the recipient prioritise their response.

5.8 Follow up on formal emails

If you’ve sent a formal email that needs a follow up your subject line should remind the recipient of the original email but be professional. This brings the email back to the recipients attention without being pushy.

• Example: "Follow up on meeting request: [Date]"
• Example: "Reminder: Approval needed on budget proposal"

By referencing the previous email you’re keeping context and showing you’re following up professionally.

5.9 Networking

When following up with someone you met at a professional event or conference your subject line should be polite and mention the context of your previous interaction. This helps the recipient remember where you met and sets the tone for further communication.

• Example: "Nice to meet you at the leadership conference – let’s connect"
• Example: "Follow up on our conversation at [Event Name]

This builds professional relationships by showing you’re interested in continuing the conversation and being formal.

5.10 Document/report subject Lines

When submitting documents or reports your subject line should state what’s being sent and any deadlines. This makes it easy for the recipient to find and prioritise your email in their inbox.

• Example: "Q4 sales report"
• Example: "Project draft for review – due [Date]

Clear subject lines means the recipient knows what to expect and your email is tidy and professional.

Formal emails are a big part of business communication and the subject line is often the key to getting them taken seriously and responded to quickly. By following these tips you can write subject lines that show respect, clarity and professionalism and achieve your business goals. In the next chapter we’ll look at professional subject lines in other contexts – networking and customer support.

6. Subject Lines for Invitation Emails: Get Your Recipients to RSVP

Invitation emails are for events from corporate meetings and training sessions to webinars and networking opportunities. A good subject line can make or break your invitation being opened, accepted or ignored. The key to a good invitation email subject line is to be clear, engaging and direct about the event while creating excitement or urgency to get the recipient to RSVP. Let’s look at the strategies and examples to help you craft subject lines that don’t get lost in the inbox.

6.1 Be specific about the event

When sending an invitation email the subject line should state the type of event and if possible the date or location. This helps the recipient know what the email is about and whether they need to make it a priority.

• Example: "Invitation to our annual leadership summit – [Date]"
• Example: "Join us for the product launch on [Date]"

By giving the key details up front you reduce the confusion and make it easy for the recipient to make a quick decision to attend.

6.2 Make it exclusive

People are more likely to respond to invitations if they feel they are being invited to something special or exclusive. Using words like “exclusive”, “VIP” or “invitation only” makes the event feel more high end and will get faster RSVPs.

• Example: "Exclusive Invitation to our VIP event"
• Example: "Invitation only: special preview of our new product"

By making the event feel exclusive you appeal to the recipient’s desire to be part of something special and they’ll be more likely to attend.

6.3 What’s in it for them?

Make sure the value of attending the event is clear in the subject line. Whether it’s learning something new, networking opportunities or access to exclusive info the recipient should know what they will get from your event.

• Example: "Learn from industry experts at our free webinar on [Topic]"
• Example: "Join us for insights on growing your business in 2024"

By stating the benefit clearly you’ll get the recipient to open the email and take action.

6.4 Create urgency

Including urgency in your subject line will get recipients to RSVP sooner rather than later. Phrases like “limited spots”, “RSVP by [Date]” or “early bird” will create urgency and get the recipient to act.

• Example: "Limited spots available: register by [Date]"
• Example: "RSVP today for our event – spaces are filling up fast!"

Urgency driven subject lines make the recipient feel like they’ll miss out if they don’t act quickly so they’ll respond faster.

6.5 Add a personal touch

Personalising invitation email subject lines makes the recipient feel valued and more likely to respond. Including their name, company or role makes the email feel more targeted and interesting.

• Example: "John, you’re invited to our VIP leadership roundtable"
• Example: "[Company Name], join us for a private demo of our new product"

Personalisation makes the recipient feel like the email was written for them so it’s more personal and relevant.

6.6 Keep it short and sweet

Invitation subject lines should be simple and to the point. Long subject lines can confuse the recipient and reduce the open rate. Aim for short while still including the key details of the event.

• Example: "You’re invited: [Date]"
• Example: "RSVP to our [Topic] workshop"

By keeping the subject line short you make it easy for the recipient to quickly get the purpose of the email and respond.

6.7 What’s in it for them

Make the subject line relevant to the recipient’s interests or needs. If you know the recipient’s role or the challenges they face make the event purpose aligned with their goals so the invitation is more compelling.

• Example: "Seminar: IT challenges in 2024"
• Example: "Private workshop: boost your Q4 sales strategy"

When the subject line speaks to the recipient’s interests or pain points they’ll see value in attending the event.

6.8 Mention the big names

If your event has notable speakers, special guests or key industry figures mention them in the subject line and you’ll generate excitement and get more responses. People are more likely to attend events with well known experts or influencers.

• Example: "[Industry Leader] speaking at our leadership conference"
• Example: "Panel with [Notable Speaker] on [Date]"

Mentioning big names makes the event more interesting and shows the recipient that attending will give them access to exclusive insights or experiences.

6.9 Add a call to action

A call to action (CTA) can prompt the recipient to take action immediately especially when it’s in the subject line. Using action words like "register", "RSVP" or "reserve" makes the next step clear and encourages the recipient to do it.

• Example: "RSVP now to our [Topic] webinar"
• Example: "Register today for early access to our event"

Having a CTA in the subject line makes the recipient know what to do next so they’re more likely to open the email and respond.

6.10 Reminders

Sending reminders is key to getting the maximum attendance. The subject line should be polite but firm, reminding the recipient of the event and nudging them to RSVP if they haven’t yet. It’s also good to mention that spots are limited to create a sense of urgency.

• Example: "Reminder: [Date] – RSVP today!"
• Example: "Last chance to register – spots remaining"

Reminder subject lines keep your event top of mind and make sure those who haven’t responded yet are prompted to do so before it’s too late.

Invitation emails are a key to getting good attendance at your events and the subject line is crucial to their success. By being clear, creating urgency and personalising the message you can get your recipients to RSVP. In the next chapter we’ll look at subject lines for apology and clarification emails which require a delicate balance of humility and professionalism.

7. Job Related Email Subject Lines – Making a Good Impression

When it comes to job related emails the subject line is one of the most critical parts. Whether you’re applying for a job, following up on an application, requesting an interview or negotiating a job offer the subject line sets the tone for your entire email. It must be professional, clear and convey the purpose of your email at a glance. Here’s how to write effective subject lines for different types of job related emails to help you stand out in a crowded job market.

7.1 Job application subject lines

When applying for a job your subject line should be simple and contain all the necessary information – job title and your name. This helps the hiring manager quickly see the purpose of your email and get it to the right person. If the job listing has a subject line format follow it exactly.

• Example: "Application for [Job Title] – [Your Name]"
• Example: "[Your Name] – Application for Software Engineer"

A good subject line makes a good first impression and gets your email opened.

7.2 Job application follow up subject lines

Following up after applying for a job shows you’re proactive and interested in the role. Your subject line should remind the employer of your previous application and that you’re waiting to hear back. Be polite, respectful of their time and brief.

• Example: "Follow up on application for [Job Title] – [Your Name]"
• Example: "Checking in on my application for [Job Title]"

A polite follow up subject line keeps you front of mind with the hiring team without being too aggressive.

7.3 Interview request subject lines

When responding to an interview request your subject line should be clear and confirm the interview details. Including your name and the job title keeps the conversation organized and professional. This also shows you’re on time and keen on the opportunity.

• Example: "Interview confirmation for [Job Title] – [Your Name]"
• Example: "Re: Interview request for [Job Title] – Confirming attendance"

A clear subject line keeps the interview process moving and professional.

7.4 Interview scheduling subject lines

If you’re scheduling an interview—whether you’re the candidate or the hiring manager—your subject line should state the purpose of the email and offer or confirm specific dates and times for the meeting.

• Example: "Schedule interview for [Job Title] – [Date]"
• Example: "Interview scheduling for [Job Title] – [Date] times"

Being specific in your subject line helps the scheduling process and both parties are on the same page.

7.5 Thank you email subject lines after interviews

Thank you emails after an interview are crucial to leave a good lasting impression. Your subject line should say thank you and reference the job or the interview. This is a professional way to follow up and reiterate your interest in the role.

• Example: "Thank you for the interview – [Job Title]"
• Example: "Thank you for your time, [Interviewer’s Name] – [Job Title] interview follow up"

Thank you emails with good subject lines show appreciation and reiterate your interest in the role.

7.6 Job offer subject lines

If you’re sending an email about a job offer—whether you’re the candidate negotiating terms or the employer extending an offer—the subject line should state the importance of the email so the recipient knows it’s serious and will respond quickly.

• Example: "Job offer for [Job Title] – [Your Name]"
• Example: "Re: Job offer for [Job Title] – Next steps and negotiation"

When discussing job offers a clear subject line ensures the message is received and actioned quickly.

7.7 Job offer acceptance or decline subject lines

When responding to a job offer your subject line should state whether you’re accepting or declining. Be professional no matter the decision and clear and respectful in your response.

• Example: "Accepting job offer for [Job Title] – [Your Name]"
• Example: "Declining job offer for [Job Title] – [Your Name]"

A good subject line keeps the relationship with the employer positive no matter the decision.

7.8 Request for reference or recommendation subject lines

When asking someone to be a reference or write a recommendation your subject line should be polite and brief. Include your name and the purpose of the email so the recipient can quickly understand what you’re asking for.

• Example: "Request for [Your Name]"
• Example: "Job reference for [Job Title]"

A good subject line will make the recipient more likely to help you out.

7.9 Resignation email subject lines

When resigning from a job your subject line should be professional and to the point. Including your name and the word “resignation” clearly states the purpose of the email and will get the attention of your employer.

• Example: "Resignation – [Your Name]"
• Example: "Notice of Resignation – [Your Name]

A simple resignation subject line will get your email actioned quickly and professionally.

7.10 Job transition subject lines

If you’re informing colleagues, clients or external partners of a job transition your subject line should state your departure and provide a handover. This will ensure a smooth transition and keep relationships professional.

• Example: "Job transition for [Your Name]
• Example: "Leaving [Company] – Transition plan for [Project]

This type of subject line allows your contacts to prepare for the change and everyone involved to have the information they need to move forward.

Getting your subject line right for job related emails is key to making a good impression and getting your message taken seriously. Whether you’re applying for a job, negotiating an offer or resigning from a role a clear subject line sets the tone for respectful communication. In the next chapter we’ll look at examples of subject lines for different professional scenarios to help you with your workplace communication.

8. Other Professional Email Subject Line Examples: Communicating in Different Business Contexts

Professional emails are used for many purposes in the workplace – networking, customer support, team collaboration etc. The subject line of a professional email is key to making your message clear, relevant and get the attention it deserves. Whether you’re emailing a colleague, responding to a customer query or following up, the subject line should set the tone and prompt action. In this chapter we’ll look at different types of professional emails and subject lines to get your message read and responded to.

8.1 Customer support

When dealing with customer support queries the subject line should be clear and solution focused. It should address the issue the customer is having, let them know you’re taking it seriously and will fix it.

• Example: "Re: Your account access enquiry"
• Example: "Update: Order #12345"

These subject lines set the customer’s expectations so they know their issue is being dealt with quickly and professionally.

8.2 Team email subject lines

Internal emails within teams need to be clear especially when dealing with project updates, task assignments or meeting scheduling. The subject line should state the purpose of the email and when necessary highlight any urgent action required.

• Example: "Action required: submit your weekly report by Friday"
• Example: "Project update: Q4 progress and next steps"

Good subject lines in team emails means your colleagues can quickly understand the priority of the email and what’s expected of them so collaboration runs smoothly.

8.3 Performance reviews or employee feedback

When communicating about performance reviews or feedback sessions the tone should be formal and respectful. The subject line should state the purpose of the email and in some cases the date and time of the meeting. This ensures the recipient knows how important the email is.

• Example: "Performance review scheduled for [Date]"
• Example: "Feedback on your recent project"

These subject lines are professional and clear so the recipient can prepare for the review or feedback.

8.4 Announcements or updates

Emails with company announcements or updates should have a subject line that states the importance of the message. Whether it’s a change in policy, new hire or internal update your subject line should be clear and concise and leave no room for doubt.

• Example: "Important: New employee health benefits"
• Example: "Announcement: Meet our new Head of Sales, [Name]"

Good subject line for announcements means employees or colleagues know the message is important and take the time to read it.

8.5 Requesting approvals or sign-offs

When asking for approvals or sign-offs you need to clearly state the urgency and purpose of the email. These subject lines should be direct and focus on the action required so the recipient can prioritize the request.

• Example: "Approval required by Friday for Q3 budget"
• Example: "Final sign off required: marketing strategy 2024"

These subject lines leave no room for doubt so the recipient knows their action is next.

8.6 Project updates

Emails with project updates should be specific and highlight key milestones or deliverables. Your subject line should reflect the current state of the project and set up any next actions or meetings.

• Example: "Project Alpha: Milestone 2 complete – review required"
• Example: "Q4 project status: on track for November deadline"

Good project update subject lines keep everyone informed and on track.

8.7 Subject lines for meeting follow-ups

After a meeting, internal or with clients, you should follow up with a summary or next steps. The subject line should state this is a follow up and reference the meeting or discussion.

• Example: "Follow up on our meeting – next steps for [Project Name]"
• Example: "Meeting summary: key takeaways and action items"

These subject lines tell the recipient this is a continuation of the meeting and to review the next steps.

Good email subject lines should be clear, purposeful and respectful. By tailoring your subject line to the specific context of the email – whether it’s a follow up, request or update – you can ensure your message is read and acted upon. In the next chapter we’ll look at subject lines for invitations and events which are crucial for attendance and participation.

Summary: Mastering Professional Email Subject Lines

Getting your subject line right is key to your messages being opened and actioned. Whether you’re sending follow ups, meeting requests or job applications a clear, concise and purposeful subject line sets the tone. Personalisation, clarity and focus on action or value will grab attention in a crowded inbox. By using subject lines for different professional scenarios – from invitations to apologies – you can improve your communication, build relationships and increase response rates.

Remember your subject line is often the first – and sometimes only – chance to make an impression. Keep it professional, relevant and clear for best results.

To write professional email subject lines, try our AI email assistant, MailMaestro for free. It will write messages for you from scratch (from email subject to sign-off) or improve your existing drafts using the power of AI.