Message templates in English
Real messages for the moments that matter, each in a formal, a neutral and a casual version. Copy one, change the names, send.
Pick your situation below. Each page gives you three versions of the same message (formal, neutral and casual), a Copy button, a short note on why the wording works, and the mistakes non-native writers make most in that situation. Change the parts in [brackets], read it once, and send.
These are not generic letters. They are written for the people you actually write to in English: a manager on WhatsApp, a recruiter on LinkedIn, a landlord by email, your child's teacher in the school app.
At work
| Situation | What the page gives you |
|---|---|
| Sick leave text to your boss | A WhatsApp message for a sick day, plus a day-two update and what to leave out |
| Running late to work | Three late messages, and the phrases for "a bit late" up to "I won't make it" |
| Asking for a day off | A request that is easy to say yes to, plus day off vs leave vs PTO |
| Following up on an email | A polite nudge, when to send it, and phrases that sound annoyed |
| Declining a meeting | How to say no and offer something instead |
| Asking a colleague for help | A request with the context up front, and how to say thanks after |
Job hunting
| Situation | What the page gives you |
|---|---|
| Replying to a recruiter | Yes, maybe and not now, and how to ask about salary |
| Thank-you after an interview | A note to send the same day, with one detail from the conversation |
Home, school and health
| Situation | What the page gives you |
|---|---|
| Repair request to your landlord | A written request with dates and photos, plus a follow-up if nothing happens |
| Rent and deposit questions | Getting your deposit back, paying rent late, and confirming a payment |
| Message to your child's teacher | An absence note, how to address the teacher, and asking for a meeting |
| Booking a doctor's appointment | What to say, and common symptoms in plain English |
How to use a template
- Pick the tone that fits the person, not the topic. A message to a new manager can be formal even if the topic is small. A message to a landlord you know well can be neutral even if the topic is serious.
- Change every part in [brackets]. Names, dates, times, the task. A template with a forgotten "[Name]" is worse than no template.
- Add one real detail. "The 11:00 client call" or "the leak under the kitchen sink" makes the message sound like you, and it answers the reader's first question.
- Read it out loud once. If a sentence sounds like a letter from a bank, make it shorter.
Formal is not the same as polite. In English, a short, clear neutral message is polite in most workplaces. Long formal sentences can sound cold, or like you're upset. When you're not sure, pick the neutral version.
If your message is for a client or a formal email, the guide on how to write a formal email covers greetings, structure and sign-offs. For WhatsApp in general, see how to message your boss on WhatsApp.
Questions
Can I use these templates for free?
Yes. Copy them, change them and send them. There's no sign-up and no limit.
Which version should I use: formal, neutral or casual?
Use formal for people you don't know yet, senior people, and anything official, like a complaint or a deposit. Use neutral for most work messages and people you deal with often. Use casual only with people who already write to you casually.
Are these in American or British English?
They work in both. Where the two differ (for example "vacation" and "annual leave", or "doctor's note" and "sick note"), the page shows both words.
Will people know I used a template?
Not if you change the details and add one real sentence of your own. The templates are short on purpose, so they sound like a person, not a form.
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