Brainbaby — five professional email examples

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Original fictional examples · authored for this guide · 6 October 2026

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These are not AI outputs or sent emails. Replace every placeholder, verify the source facts and use your own email app only when you choose to send.

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1. Project update

Source facts (not part of the email):
Fictional cafe-menu project. The first draft is planned for Friday. Two approved photos are needed. No revised date has been agreed.

Email draft:
Subject: Menu redesign draft — quick update

Hi [Name],

The first draft is planned for Friday, as agreed. I still need the two approved menu photos to complete it. Could you send those over?

I will let you know if anything affects the draft date.

Thanks,
[Your name]

Before use (not part of the email):
Do not say the draft is ready or invent a revised delivery date. Check that Friday was actually agreed.

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2. Missing attachment

Source facts (not part of the email):
Fictional client asks for comments on an attached menu. No attachment arrived. A review time has not been promised.

Email draft:
Subject: Menu file for review

Hi [Name],

Thanks for sending the update. I could not find an attachment in your message. Could you resend the menu file? I will need it before I can review the content.

Thanks,
[Your name]

Before use (not part of the email):
Check your own message and attachment list. Do not claim you opened a file or promise a turnaround time.

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3. Polite decline

Source facts (not part of the email):
Fictional colleague asks you to lead an extra workshop this month. You have decided to decline because your existing commitments leave no capacity. No substitute or later date has been offered.

Email draft:
Subject: Workshop request

Hi [Name],

Thank you for asking. I cannot take on the workshop this month alongside my current commitments. I appreciate you thinking of me, and I hope the planning goes well.

Best,
[Your name]

Before use (not part of the email):
Keep your real decision clear. Do not turn a decline into a promise to help later or volunteer another person.

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4. Meeting availability

Source facts (not part of the email):
Fictional colleague asks when you can review a page outline. You are available Wednesday at 2:00 PM in your own time zone. Their time zone and the meeting duration are unknown. Nothing has been booked.

Email draft:
Subject: Time to review the page outline

Hi [Name],

I can review the page outline with you on Wednesday at 2:00 PM in my time zone. Could you confirm your time zone and how much time we should set aside?

Once we agree on those details, we can arrange the meeting.

Best,
[Your name]

Before use (not part of the email):
Replace Wednesday and the time with your actual availability. Supply the real time zone; do not claim a booking or convert time zones without the missing information.

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5. Follow up on a draft

Source facts (not part of the email):
Fictional project. You sent a page-outline draft and have not received feedback. There is no agreed response deadline or approval.

Email draft:
Subject: Feedback on the page outline

Hi [Name],

I am following up on the page-outline draft I sent. When you have reviewed it, could you let me know whether the section order works for your needs and what you would like changed?

Thanks,
[Your name]

Before use (not part of the email):
Confirm that you actually sent the draft. Do not invent an approval, deadline, attachment or reminder history.

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Final review
Check the recipient and subject. Replace or remove all placeholders. Verify names, dates, time zones, amounts and commitments. Check actual attachments separately. Do not claim an email was sent or a meeting booked from this file.

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Format reference: Boise State Writing Center, Professional Email Guide
https://www.boisestate.edu/writingcenter/professional-email-guide/

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Prepare your own source-based brief:
https://brainbaby.ai/ai-email-writer
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