How to reply to any email
Updated November 12, 2026
Find the email you're stuck on below. Each guide says how fast to answer, what the reply needs to say, three replies you can copy for different choices, a version for when you're already late, and the mistakes to skip.
Job search 11
- A job offer emailWithin 24 hours
- An interview invitation emailWithin 24 hours
- A job rejection emailWithin 2 to 3 days
- A recruiter's email when you're not lookingWithin 3 to 5 days
- An email asking your salary expectationsWithin 1 to 2 days
- An employer asking to reschedule your interviewSame day
- A request to be someone's referenceWithin 2 days
- A background check request emailWithin 1 to 2 days
- A job offer when you need more time to decideWithin 24 hours
- An internship offer emailWithin 1 to 2 days
- An employer who replies after weeks of silenceWithin 24 hours
Boss and manager 10
- Your boss asking for a status updateWithin 2 hours
- Critical feedback from your bossWithin a day
- A promotion emailSame day
- A performance review invitationWithin 1 day
- A weekend email from your bossSame day if urgent, otherwise Monday morning
- Your manager asking you to take on extra workWithin 1 day
- An email moving your deadline upWithin a few hours
- Your manager cancelling your one-on-oneSame day
- Praise from your bossSame day
- Your manager's reply to your resignationWithin 1 day
Colleagues 10
- A coworker asking for helpWithin 1 day
- An email where a coworker takes credit for your workWithin a day
- A colleague who copied your boss on a complaintWithin a few hours
- A new team member's introduction emailWithin 1 to 2 days
- A coworker's farewell emailWithin 1 to 2 days
- A congratulations emailWithin 1 to 2 days
- A thank-you email at workNo reply needed (but a short one helps)
- A passive-aggressive emailWithin a day
- A reply-all thread you shouldn't be onNo reply needed (but a short one helps)
- A handover email from someone going on leaveWithin 1 to 2 days
Clients and customers 12
- A customer complaint emailSame day, one business day at most
- A refund request emailWithin 1 business day
- An angry client emailWithin a few hours
- A client asking for a discountWithin 1 day
- A client asking for work outside the agreed scopeWithin 1 day
- Client feedback on your draftWithin 1 day
- A client who disappeared and is backWithin 1 day
- A customer's praise emailWithin 1 to 2 days
- An email about a bad reviewSame day
- A client asking why you missed a deadlineRight away, same day
- A customer asking where their order isWithin a few hours
- A customer cancellation requestWithin 1 business day
Money and invoices 8
- A late payment reminder you receivedSame day
- A client disputing your invoiceWithin 1 business day
- A request for a quoteWithin 1 day
- A supplier's price increase emailWithin 2 to 3 days
- A payment confirmation emailNo reply needed (but a short one helps)
- A client saying the budget was cutWithin 1 day
- An email rejecting your expense reportWithin 2 days
- A client asking for a payment planWithin 1 to 2 days
Sales and vendors 8
- A cold sales emailNo reply needed (but a short one helps)
- A vendor's follow-up emailWithin 2 to 3 days (or when you decide)
- A partnership proposal emailWithin 2 to 3 days
- A demo request from a prospectWithin a few hours
- A prospect who says "not right now"Within 1 day
- A prospect asking about pricingWithin a few hours
- An email saying they went with a competitorWithin 1 day
- A contract sent for your reviewWithin 1 day to acknowledge
Meetings and scheduling 10
- A meeting request emailWithin 1 day
- A meeting invite you can't attendWithin 1 business day
- A meeting cancellation emailSame day
- A request to reschedule a meetingWithin 1 business day
- Meeting notes someone sent after a callWithin 1 to 2 days
- An invite that clashes with another meetingAs soon as you spot it
- A coffee chat requestWithin 2 to 3 days
- An invitation to speak at an eventWithin 2 to 3 days
- An event invitation emailBy the RSVP date, or within 3 days
- An RSVP reminder emailSame day
Networking 10
- An introduction email connecting you to someoneWithin 1 to 2 days
- A request to introduce someone to your contactWithin 2 to 3 days
- A mentorship request emailWithin 3 to 4 days
- Someone asking for your adviceWithin 2 to 3 days
- An old contact reaching out after yearsWithin a week
- A follow-up after meeting at an eventWithin 2 to 3 days
- A podcast guest invitationWithin 3 to 4 days
- A journalist's press inquiryWithin a few hours
- A collaboration request from a creatorWithin 3 to 4 days
- Someone asking you for a favorWithin 2 to 3 days
School 6
- An email from your professorWithin 24 hours
- A teacher's email about your childWithin 1 to 2 days
- A college admission offer emailBefore the deadline in the offer
- A scholarship award emailBy the acceptance deadline
- A group project email from a classmateWithin 24 hours
- A waitlist email from a schoolBy the date in the email
Home and services 7
- An email from your landlordWithin 1 to 2 days
- A rent increase noticeWithin a week
- A contractor's quote emailWithin 3 to 5 days
- A complaint from a neighborWithin 1 to 2 days
- An HOA violation noticeBefore the deadline in the notice
- An insurance claim email asking for more informationWithin 1 to 2 business days
- A customer service reply that didn't solve your problemWithin 1 to 2 days
Awkward situations 12
- An email you forgot to answer for weeksToday
- An apology emailWithin a few days
- An email someone sent you by mistakeSame day
- A condolence emailWithin a few weeks, no rush
- A rude emailWithin a day, after a pause
- An email that guilt-trips youWithin a day or two
- An invitation you want to declineAs soon as you know, ideally within a few days
- An email from an exTake as long as you need, up to a week
- A second follow-up you ignoredToday or tomorrow
- An email that gets your name wrongWithin 1 to 2 days
- A very long email with many questionsWithin 2 to 3 days
- A vague email you don't understandWithin 1 to 2 days
Personal 12
- A friend asking to borrow moneyWithin a day or two
- A wedding invitation emailBy the RSVP date, ideally within a week
- Birthday wishesWithin a few days
- A holiday greeting emailWithin the holiday week
- A family group emailWithin 1 to 3 days
- A request to volunteerWithin 2 to 4 days
- A fundraising request emailWithin a week
- A thank-you email for a gift you gaveNo reply needed (but a short one helps)
- A get-well-soon emailWhen you have the energy, within a couple of weeks
- A new baby announcement emailWithin a few days
- A moving announcement from a friendWithin a few days
- A retirement announcement emailWithin a few days, before their last day
How these guides were made
Written by Westward, who make Orbit, as starting points you edit before sending. Every reply uses placeholders, not real people or real mail. To find the emails you haven't answered yet, see how to find unanswered emails in Gmail.