Administrative Assistants: Best Email Templates to Use

Updated in 2025

If you’re an administrative assistant or executive assistant, email communication is a huge part of your day. From coordinating meetings and confirming appointments to sending follow-ups and team-wide updates, your inbox can quickly take over your to-do list.

That’s where professional email templates come in. These ready-to-use examples save time, streamline your workflows, and make sure every message you send on behalf of your executive or team is clear, polished, and professional. 

We’re sharing some of the best email templates for assistants to use below, along with practical tips to ensure your emails strike the right tone every time you press send.

Why Use Email Templates as an Administrative Professional?

Whether you're scheduling meetings, sending reminders, or sharing department updates, it’s common to send similar types of emails over and over. Instead of starting from scratch each time, using pre-written templates allows you to:

• Save time by eliminating repetitive writing

• Stay consistent in tone and structure across communications

• Boost productivity by simplifying follow-ups and routine tasks

• Present a polished image on behalf of your executive or team
  

Each professional email template below can be customized to fit your specific situation, helping you stay efficient without sacrificing quality.

Common Email Examples for Administrative and Executive Assistants

Meeting Request or Scheduling Email Template

Use this email when you're setting up a call or meeting on behalf of your executive with another assistant, partner, or stakeholder.

Subject: Scheduling a Call with [Executive Name]

Hello [Assistant’s Name],

My name is [Your Name], and I’m the Executive Assistant to [Executive’s Name] at [Company Name]. I’m reaching out to coordinate a 30-minute call to discuss [Topic] with [Call Recipient’s Name].

Here are a few options that work for [Executive’s Name]:

1. [Date + Time] (e.g., Monday, August 2 at 9 am EST)

2. [Date + Time Option 2]

3. [Date + Time Option 3]
   

Please let me know which time works best, or feel free to suggest a time that fits your schedule. Once confirmed, I’ll send a calendar invite.

Best regards,
[Your Name]

Meeting Confirmation Email Template

Send this email to confirm an upcoming meeting or event and provide any final logistics.

Subject: Meeting Confirmation with [Executive Name]

Good afternoon [Recipient’s Name],

Just confirming your upcoming meeting with [Executive Name] on [Date] at [Time]. The meeting will take place at [Location or Zoom link].

Please let me know if this still works for you or if we need to reschedule.

Kind regards,
[Your Name]

Reminder Email Template

This reminder email is perfect for upcoming meetings, deadlines, or requested documents.

Subject: Friendly Reminder: [Meeting/Task Name]

Hi [Recipient’s Name],

Just a quick reminder about [Meeting Name or Task] scheduled for [Date] at [Time]. Please let me know if anything has changed or if you need assistance ahead of time.

Looking forward to connecting,
[Your Name]

Department Update Email Example

When sending updates on behalf of your executive, this email keeps things positive and professional.

Subject: [Organization Name] Department Update

Hello [Team or Department Name],

It’s been a busy [Timeframe], and I want to thank you for your continued dedication—especially around [Specific Project/Goal]. Your hard work is making a real impact.

I’m happy to share that we’ve [Positive Update or Milestone], and we couldn’t have done it without your efforts. Please enjoy [Reward/Recognition] as a small token of appreciation.

With gratitude,

[Executive Name]

Tips for Writing Strong, Professional Emails

Even with a great template to help you get started, adding in the details matter. Keep these best practices in mind as you send email communication on behalf of your executive or senior leadership:

• Stay professional and warm: Avoid robotic language. Edit each message so it feels personal and polished.

• Limit punctuation and emojis: Save exclamation marks and emojis for more casual conversations. Keep work emails professional, clean, and clear.

• Proofread before sending: Make sure names, dates, and times are accurate, and that the tone aligns with your organization’s and executive’s expectations.

Want to Communicate Even More Effectively?

Strong email communication is just one part of the assistant's toolkit. If you’re looking to sharpen your skills and better support your executive or team, check out our webinar, Becoming an Influential Communicator. This training dives deeper into communication strategies that help you lead with confidence and clarity—no matter who’s on the other side of your message.

Watch the Webinar