Reply to boss email with 10 samples and templates (2023)

How to reply to an email from your boss

Everyone has a boss, right?

If you do, it’s almost certain you’ll need to reply to all kinds of emails, but are you doing it effectively?

For example, you might receive an email thanking you for your work, asking you to do something, or even complaining about something.

Whatever the reason, the ability to reply quickly, concisely, and clearly will benefit you and your career.

In this blog post, we provide 10 examples of how to reply to an email from your boss. These samples cover most of the reasons you’ll need to email your boss and can be cut, pasted, and messaged to your manager.

Here's how Flowrite can write your reply emails for you:

Writing better reply emails

We’re not going to go into massive detail here about how to structure emails, start them, or end them. Why? Because we’ve already done it. You can check out some essential guides with these links:

We’ve also created the world’s biggest guide on emailing your boss, so be sure to check that out as well!

5 Tips for writing the best reply emails

Before we dive into the reply to your boss samples, here’s a simple tick list to help you write better messages to your manager.

  1. Ask first: Do you need to send a reply? – Acknowledging an email is polite, but ask yourself if it’s necessary. If the request is simple, just get on and do it. You can then tell your boss the job has been done.
  2. If you do, send your email quickly – It’s best to email back as soon as possible, say experts. It stops you from missing an email and shows your boss that you’re on the ball.
  3. Keep things simple – Bosses are busy people and won’t want to wade through lengthy emails to get to the bit that matters. Sometimes, even a few lines will be better than a long (and probably boring) message.
  4. Acknowledge the significance If your boss has delivered good or bad news, accepting and acknowledging it is critical. But you must go further and explain what you’ll do with the information. You can see in the samples below what we mean, but it’s about using the feedback from your boss – whether good or bad – to improve your work.
  5. Be polite and proofread It sounds weird to say it, but sometimes we can send messages without checking them, which can be dangerous. They may be too informal or impolite. They may also contain spelling or grammar errors that can muddy the message. Take time to check all emails to your boss before sending them.

10 reply to boss email samples

We’ve covered the basics of sending messages to your manager; now, we’re ready to show you how with our 10 reply to boss samples.

These examples of how to reply to your boss cover several everyday situations you’ll find yourself requested to respond to.

When reading through these examples, personalize them to your particular request. Only you know your boss, so be sure to create replies that reflect your personality and theirs.

1. How to reply to appreciation email from boss sample

If your boss has sent you an email to appreciate something you’ve done, you must reply. It’s lovely when someone says thank you, and let’s hope it happens all the time.

When it does, here is a sample email to reply to your boss for their appreciation.

Hi (Recipient's name),

Thank you for your recent email. It’s wonderful to know that the work that I am doing is having a positive impact on the business and the team.

Your email means a lot to me, and it is something that I will keep.

Kind regards,
(Your name)

2. How to reply to a thank you email from a boss sample

If your boss has taken the time to say thanks, the least we can do is respond in the right way. First, you’ll want to acknowledge receiving the email and explain why it matters.

This is how you reply to a thank you email from your boss.

Hi (Recipient's name),

I’ve just received your email thanking me, and I would like to express how happy I am that I am making a positive impact.

I appreciate you taking the time out of your day to email me, and it will inspire me to do more for the business.

Thanks!
(Your name)

(Video) 4 Proven Email Marketing Templates

3. How to respond to a welcome email from a new boss sample

You’re starting a new job and received a welcome email from your new boss? Firstly, it’s great that your boss has gone out of their way to message you.

So, you’ll want to respond correctly and here’s how in our sample email response to a welcome from your boss.

Dear (Recipient's name),

Thank you for the warm welcome! It was great to receive your email and to learn a little more about you and the team.

I’ve worked at (old company) as the (job title) for (how many years). I believe this experience will be valuable in my new role here at (new company.

If there is anything that I can do to help you, please don’t hesitate to ask me.

I look forward to meeting you on my first day.

Best,
(Your name)

4. How to reply to feedback email from boss examples

Giving and receiving feedback is fundamental to having a job and making a career. So whether your boss is providing feedback from a client (like we’re doing here), positive personal feedback, or negative feedback, here’s how you can respond politely and professionally.

4.1. How to reply to a positive feedback email from a boss sample

Positive feedback is like a virtual pat on the back. It’s going to make us feel good. You’ll want to acknowledge the compliment, respect your boss for sending it and explain how it’ll help you in the future.

It sounds hard, but it’s easy with our template on how to respond to positive feedback from your boss.

Hi,

Thanks for your feedback on (details). I value your experience and insight, and knowing you are impressed with what I have done is positive.

I’ll use your feedback to help me improve what I do and continue to deliver more for the business.

Kindest regards,
(Your name)

(Video) How To Create Email Templates in Outlook | My Templates & Quick Parts

4.2. How to reply to a negative feedback email from a boss sample

Receiving negative feedback is never easy, but it's part and parcel of being employed. It’s not the feedback that matters here; it’s how you deal with it. If you feel it’s fair, acknowledge it and explain how you’ll use it to improve in the future.

This is the approach we take in this sample email responding to negative feedback from your boss.

Hi,

Thank you for your recent email. I respect you for taking the time to message me with your concerns.

(You should now respond to the issues here. We can’t help you with that, but be simple and straightforward, and do everything you can to remove emotions from your replies.)

I will use the feedback that you have provided to help me improve my performance.

Please let me know if you would like to discuss this further.

Kind regards,
(Your name)

5. How to reply to a congratulations email from a boss sample

A congrats email sends a clear signal that you’re doing something right, so keep doing it! In this sample reply to a congratulations email from your boss, we show we’re a team player, taking the compliments but staying loyal to your colleagues. This is a valuable template if you’re leading your own delivery team.

Hello (Recipient's name),

Thank you for your email congratulations, it means a lot to me.

Our team is outstanding, and performance is only made possible by everyone's contribution, so our success is shared.

I’ll continue working as hard as possible to deliver for the team.

Many thanks,
(Your name)

6. How to respond to a complimentary email from your boss sample

Complimentary emails cover almost every situation. For example, it might be that you’ve delivered an excellent presentation, managed a great event, or have a positive presence in the office.

How you’ll use feedback to improve your work? Here’s a great boss compliment email reply you can use.

Hi (Recipient's name),

Many thanks for your recent email and your compliments about my work. I put a lot of effort into the work I do at (company name), and it’s highly appreciated to have this recognized by you.

Please let me know if you have any additional feedback or suggestions for improvement.

Kindest regards,
(Your name)

(Video) Thank You Email After Interview 3 Step Template [With Subject Line & Example!]

7. How to reply to a complaint email from a boss sample

Receiving a complaint is never easy, but you need to engage with it head-on.

In this example of how to reply to a complaint email from your boss, you need to accept it, say you’ll learn from it and explain what will change.

Here’s our complaint from boss reply sample.

Dear (Recipient's name),

I was disappointed to receive your email detailing a complaint against me. While I have read the email and understand the issues, I would like to respond to them here.

(Insert your response)

Any complaint is difficult to receive, and while I’m upset with it, I will learn from it and improve.

Please don’t hesitate to arrange a meeting if you would like to go through this further. Otherwise, I’ll continue working as hard as possible for the company, and I'm motivated to make things right.

Kind regards,
(Your name)

8. How to reply to apology email from boss sample

Sometimes it won’t be you who has got things wrong; it’s your boss. In this instance, you’ll need to acknowledge the apology and respond.

It takes strength to admit you’re wrong and, whatever your boss has done, apologizing for it is a big thing for them. So here’s how to reply to an apology email from your boss.

Dear (Recipient's name),

Thank you for your recent email and apology. While not necessary, it was very much appreciated.

I understand the effort it takes to apologize, and I express my thanks you have done so. Hopefully, we can learn and move on from this.

Many thanks,
(Your name)

(Video) Writing LinkedIn Recruiter Message Templates

9. How to reply to a farewell email from a boss sample

Your boss is leaving, which could be either a happy or sad occasion. It really depends on what they were like and your relationship.

You can simply go through the motions and wish them well or provide a more positive and detailed reply. In this example of how to reply to a farewell email from your boss, we do the latter. Let’s see how that works.

Hi (Recipient's name),

Thanks for your recent email. I’m sorry to hear that you are leaving but understand that you’ve accepted a new job and are moving on.

It’s been an enormous privilege to work with you, and I wanted to say how much I have enjoyed it.

You’ll be missed here, and we all wish you the best of luck in your new role. Let's stay in touch!

Kindest regards,
(Your name)

10. How to reply to an introduction to a new team member from a boss

It’s great to welcome new team members, and with this template, it’s easier than ever. Here’s how to reply to an introduction to a new team member email from your boss.

Hi (Recipient's name),

It’s great to hear we’ve got a new starter joining us! I’m looking forward to meeting (name) and will do everything that I can to welcome them to the team.

Please can you advise me if I need to make any preparations for their arrival? I’m happy to help with the induction process and support them settle in.

I look forward to hearing from you and meeting our new team member.

Best,
(Your name)

How to reply to your boss with Flowrite

Most of the emails our bosses send us are quite repetitive and predictable. Do you ever wish you has an assistant to handle some of the burden?

This is where Flowrite can help, like this:

It's the handiest tool to handle email overload and send quick replies to your boss. And the best part is that you can get started for free!

Final words

The ability to react and respond to an email from your boss is essential for everyone. We’ve all got a boss, and you’ll build a better relationship by responding quickly and decisively to their messages.

Of course, it’s not always easy to acknowledge emails from your boss, particularly if they’re delivering difficult feedback or making a complaint, but be brave and get typing (or copy and paste one of our templates!).

FAQs

How do you respond to a boss's email? ›

Regardless of the purpose of their email, make sure to include a professional salutation and sign-off in your response, but you don't have to structure it as formal business correspondence. Address your supervisor by the title or name that befits your relationship with them, and try to keep the message brief.

How are you professionally reply email? ›

If you are in a business situation, you might be saying hello to your boss or colleague, or meeting someone for the first time. You need to answer briefly, but in a positive way. “Great!” “I'm doing really well, thank you,” or “Fantastic!” are all good ways to answer.

How do you respond to a boss that asks you to do something sample? ›

  1. That sounds great, thank you!
  2. Great Plan, looking forward do it!
  3. Okay that sounds great to me, let me know if anything changes in the mean time.
  4. Perfect! Thank you for your work on this!
  5. Okay that sounds great! See you then!
  6. Okay, that works for me. Thanks again!
  7. Okay, thank you for letting me know.
  8. Okay, I agree.

How do you reply to a formal email sample? ›

Here is an example of a professional response via email: Hello John, Thank you for your application for the role of senior data analyst at GDS Consultancy. After going through your application, I'm pleased to inform you that you're the professional we'd love to have at GDS.

How are you reply answer to boss? ›

I'M DOING WELL. This is a good answer if you want to be gracious and share something but not get into a heavy discussion. The “thank you for asking” up front warms up your response by showing that you appreciate the question. Saying that you are doing well indicates that you want to offer some insight into your life.

What should I reply to my boss? ›

2 Thank your manager for the positive feedback
  • Thank you for noticing, it really makes me happy to hear!
  • Thanks for noticing, I put a lot of time and effort into that project.
  • Thanks for taking the time to let me know you feel this way!
  • Thank you for the positive feedback! It means a lot to know you've noticed me.
7 Oct 2021

How do you reply to a formal way? ›

Knowing how to make a polite request is important.
...
Instead of yes, you can say:
  1. Yes I can/Yes, sure thing.
  2. Yes of course!/Of course I will.
  3. Yes I can. It's this way.
  4. Sure. It's 10am.
  5. Sure thing!
  6. I can certainly do that for you.
  7. Yes here you go!/Sure, here you go.
  8. OK I will.
8 Dec 2021

How are you formally answer? ›

Here are some example responses:
  1. I'm fine, thanks. How about you?
  2. Good, thanks. And you?
  3. I'm good. And yourself?
  4. Not bad. How are you?
  5. Fine, and you?
  6. I'm doing well, and you?
  7. Good, how about you?

How do you write a quick response email sample? ›

If something is urgent, use the following expressions: “As this matter is urgent, I would appreciate a reply as soon as possible.” “I would be grateful for your prompt reply.” “I look forward to hearing from you as soon as possible.”

How do you professionally respond to a request? ›

How to reply to a customer request: 7 tips
  1. Ensure that you have all information you need to respond. ...
  2. Avoid unnecessary complexity. ...
  3. Use the language of the customer. ...
  4. Ask questions in a polite and professional manner. ...
  5. Follow the three S's when asking a question. ...
  6. Use formatting for important information. ...
  7. Always proofread.

How do you politely follow up with your boss sample? ›

I'm just following up on an email I previously sent to you. I understand that you are busy, but I would appreciate it if you could review the email and respond to me as soon as you can. If I don't hear from you by the end of the week, I'll call you at your office.

How do you respond to suggestions at work? ›

For example: “Thank you for taking the time to share your thoughts and your ideas for moving forward. Would you be interested in finding a solution together? Your suggestion inspired me, and I have some thoughts on how we could build on this. Either way, I'll get started on it next week.”

How do you reply email to say thank you sample? ›

Below are 15 “thank you for your prompt response” notes for snippets and chats.
  1. Thank you for responding so quickly. ...
  2. Thank you for your prompt response. ...
  3. Thank you for getting back to me so fast. ...
  4. I appreciate your swift reply. ...
  5. We appreciate your prompt response. ...
  6. Thanks for getting back to us so soon.

How do you reply to thank you email sample? ›

Thanks for your quick response! With your confirmation on this, it will be easier to move forward with the next steps. I appreciate how quickly you shared this insight with me, as it will help me complete the project quicker. I appreciate your quick response, thank you!

How do you respond to thank you professionally? ›

Synonyms
  1. you're welcome. phrase. used in reply to someone who has thanked you.
  2. no problem. phrase. ...
  3. not at all. phrase. ...
  4. don't mention it. phrase. ...
  5. it's no bother. phrase. ...
  6. (it's) my pleasure. phrase. ...
  7. it's/that's all right. phrase. ...
  8. it's nothing/think nothing of it. phrase.

Should I reply to thank you email from boss? ›

If your boss has sent you an email to appreciate something you've done, you must reply. It's lovely when someone says thank you, and let's hope it happens all the time.

How do you write a good comment to your boss? ›

Here's a list of nice things you can say about your manager during a review:
  1. 1. " ...
  2. "I appreciate the clarity you provide for project tasks" ...
  3. "You're very inspirational and give the team excellent motivation to achieve our goals" ...
  4. "You're always in a positive mood, which encourages me to have a positive attitude"

How do you say yes in professional email? ›

Yes! Of course there is! In fact, we have several ways to say yes in English for casual and professional situations.
...
Polite Ways to Say Yes in English
  1. Yeah, sure. Here you go.
  2. No problem! I'm always happy to help.
  3. Yep! I will be right there. ...
  4. Yeah, I'd be happy to!
  5. Cool. ...
  6. You got it.
  7. Okay.
20 Sept 2017

How do you say noted in an email? ›

Duly noted” is a great phrase for official meeting minutes and memorandums, but in emails or chats, there are other ways to say the same thing. Even adding the phrase to a complete sentence and saying thanks will eliminate some of the rudeness: “Your concerns are duly noted. Thanks!”

What should I reply instead of noted? ›

On a serious note, we can use the following phrase instead: "This is highly acknowledged." "consider it done."

How do you say the answer is correct? ›

Here are ten expressions that you can use to say that this information is in fact correct.
...
10 expressions to Use In Speaking And Writing:
  1. Yes, that's right.
  2. You're quite right.
  3. Yes, that's correct.
  4. That's spot on.
  5. You're dead right (there).
  6. Absolutely.
  7. You've hit the nail on the head.
  8. You could say so.

How do you respond to an email with multiple questions? ›

How to respond to email messages that contain multiple questions
  1. Reply inline and separate your answers from each question with a blank line. ...
  2. Do not assume that the recipient will see any formatting. ...
  3. Simple but effective.
15 Feb 2010

How do you say please respond ASAP professionally? ›

'As Soon As Possible' Synonyms
  1. “... by [date and time] because [reason]” ...
  2. “When you have a chance [in the next day, before tomorrow, this week]” ...
  3. “I apologize for the urgency, but could you please [do X, send me Y, complete Z] at your soonest possible convenience?” ...
  4. “EOD”
6 Aug 2018

How do you follow up after sending samples? ›

The message should focus on what you're after: an update on your sample. If you previously sent the buyer your tracking number, your first follow-up should reference the package's delivery date, if the buyer has had time to review your sample and if so, what their thoughts are on moving forward.

How do you politely follow up an email sample? ›

I just wanted to follow up on the email I sent last [day of the week email was sent] about [subject of email]. I just wanted to follow up to see what you thought about [subject of email]. Hope this doesn't sound weird, but I saw that you read my previous email.

How do you write a follow up reply? ›

How to Write a Follow-Up Email
  1. Determine an objective.
  2. Open with context.
  3. Clearly state a purpose.
  4. Craft a subject line.
  5. Send the follow-up email.

How do you give good and correct suggestions? ›

Find out with these five simple ways to give advice in English.
  1. Use a modal verb. There are two modal verbs we often use for giving advice: 'should' and 'ought to'. ...
  2. Make it into a question. ...
  3. Put yourself in the person's position. ...
  4. Make a suggestion. ...
  5. Advise in a stronger way.

What is the best way to respond to feedback? ›

  1. 1 Don't rush to react, be an active listener. ...
  2. 2 Be appreciative, thank the other person for their feedback. ...
  3. 3 Be genuine, apologize if it's necessary. ...
  4. 4 Summarize the feedback. ...
  5. 5 Take action and make a positive impact. ...
  6. 6 Seek additional feedback, follow up and circle back. ...
  7. 7 Receive feedback with a growth mindset.
6 Oct 2021

How do you respond to thank you professionally to boss? ›

To respond to a thank you from your boss, say:
  1. My pleasure.
  2. Don't mention it.
  3. You're very welcome.
  4. I'm glad I could help.
  5. It was not a problem at all.

How do you thank your boss for a nice email? ›

Thank you! I wanted to let you know how much having you as a boss has meant to me throughout my time here. Your guidance and support have been instrumental in helping me achieve my professional goals, and for that I am forever grateful. All the best.

When should you reply to an email sent by your boss? ›

One such tip is to answer emails from your manager immediately, or as quickly as you reasonably can during the working day.

How do you thank a formal boss? ›

Formal Thank-You Letter Example

I really appreciate your understanding and support regarding the changes we're making to the project plan. I feel that these changes are going to streamline the current project, and facilitate the organization of those in the future. Thank you for your confidence in me.

What can I say instead of thank you to my boss? ›

When you're feeling a deep appreciation for those who have made a difference in your life, use these phrases to show your gratitude:
  • I appreciate you!
  • You are the best.
  • I appreciate your help so much.
  • I wanted to thank you for your help.
  • I value the help you've given me.
  • I am so thankful for you in my life.
3 Aug 2022

How do you respond to polite way? ›

Instead of yes, you can say:
  1. Yes I can/Yes, sure thing.
  2. Yes of course!/Of course I will.
  3. Yes I can. It's this way.
  4. Sure. It's 10am.
  5. Sure thing!
  6. I can certainly do that for you.
  7. Yes here you go!/Sure, here you go.
  8. OK I will.
8 Dec 2021

Videos

1. October 2022 Group Chat: How Marketing Can Align With Sales and Beyond
(Channel Marketing Academy)
2. How to Respond to a Write-Up at Work
(Branigan Robertson)
3. Ron Dagdag - Build Intelligent apps with ML.NET and Windows Machine Learning
(Code on the Beach)
4. 8 Email Etiquette Tips - How to Write Better Emails at Work
(Harvard Business Review)
5. ✉ How to Mail Merge in Gmail & Google Sheets (for free)
(Kevin Stratvert)
6. How to Write a Follow Up Interview Email - This Template Has Worked 100,000+ Times!
(Self Made Millennial)
Top Articles
Latest Posts
Article information

Author: Arielle Torp

Last Updated: 01/04/2023

Views: 6458

Rating: 4 / 5 (61 voted)

Reviews: 92% of readers found this page helpful

Author information

Name: Arielle Torp

Birthday: 1997-09-20

Address: 87313 Erdman Vista, North Dustinborough, WA 37563

Phone: +97216742823598

Job: Central Technology Officer

Hobby: Taekwondo, Macrame, Foreign language learning, Kite flying, Cooking, Skiing, Computer programming

Introduction: My name is Arielle Torp, I am a comfortable, kind, zealous, lovely, jolly, colorful, adventurous person who loves writing and wants to share my knowledge and understanding with you.