Hey [Name], your PTO misses you (really)
Tone: Humorous, Warm, Friendly
You know that colleague who never takes a day off? This subject line is perfect for them, offering a gentle and humorous reminder.
It’s best used quarterly to remind your team about their unused vacation time. Send it around burnout-heavy seasons, such as project wrap-ups or year-end sprints.
It’s humorous but sincere, reinforcing a culture that genuinely encourages rest.
Guess who just got promoted? (Hint: It might be you.)
Tone: Playful, Intriguing, Motivational
This one instantly sparks curiosity. Although promotions are exciting, they are often delivered dryly. Here, however, you flip the script by adding intrigue.
We changed something big (and we think you’ll love it).
Tone: Teasing, Positive, Conversational
Policy updates usually trigger eye rolls, but what if employees expected something positive instead? Whether it’s improved parental leave, remote work perks, or flexible hours, this approach generates anticipation rather than dread.
Just ensure the email content delivers the on its promises—don’t let this be clickbait. Pair it with a brief summary of what’s new and why it’s beneficial.
What should we keep, change, or stop doing?
Tone: Collaborative, Transparent, Curious
This subject line for HR’s feels refreshingly honest. You’re giving employees explicit permission to critique openly, making feedback feel less like a formality and more like genuine collaboration.
Regarding your application, we chose a different path
Type: HR, Candidate Rejection
Tone: Respectful, direct
With this subject line, you state the decision first so that the reader immediately understands the context.
Fewer words, more insight.
When to Use
Send within 48 hours of the final interview to show respect and close the loop fast.
Following interview, we moved forward elsewhere
Type: HR, Post-Interview Rejection
Tone: Candid, courteous
With this line you reference the interview, anchoring the moment. The terms “moved forward” and “elsewhere” sit side by side, so the candidate quickly understands the outcome.
When to Use
Send within one business day of a final decision to honor candidate time.
Your application impressed us, but we chose another fit
Type: HR, Candidate Rejection
Tone: Gracious, respectful
You start with praise and end with clarity. That combination helps readers walk away feeling respected, even if they are disappointed.
Still thinking about joining [company name]? Let’s talk.
Tone: Conversational, Warm, Curious
You reached out to someone, or maybe they applied a while ago. Then, silence. This line is your way back in.
This Subject Line Can Also Be:
- Wondering if [job title] at [company] is still on your mind?
- Noticed you paused, so I paused too. Want to chat?
Can we talk about what’s not working?
Tone: Empathetic, Open-ended, Slightly vulnerable
This one’s raw and intentional. It’s the kind of message that makes a team member stop scrolling. Because it feels personal, not procedural.
Use it when you need honest feedback, especially when there’s tension in the air—maybe after a tough change, a dip in morale, or poor unfavorable results from an engagement survey.
Your feedback is safe with us, seriously
Tone: Reassuring, Sincere, Trust-building
Let’s be honest—survey fatigue is real. And “Please complete this 5-minute survey” just doesn’t cut it anymore. This line is all about safety. More specifically, it’s about psychological safety.
Use this line when you’re launching an engagement survey, pulse check, or sensitive topic like DEI or exit feedback.
Your next chapter at [Company] starts now, congrats
Tone: Encouraging
The subject line nods to momentum. “Next chapter” frames the promotion as part of a bigger story, which primes the reader for future content such as onboarding resources.
Tips
Add a quick timeline inside the email: “Week one, coffee with your new team, week two, first sprint.”
Resignation and Project Handoff Overview
Tone: Orderly, proactive
“Project Handoff” lives right beside “Resignation,” offering immediate benefit.
Tips to Use
- Attach a concise Gantt chart if possible.
- Highlight blockers clearly.
Let’s Wrap Up, Schedule Your Exit Interview
Tone: Friendly, action‑oriented.
The phrase “Let’s Wrap Up” hints at closure and partnership. “Schedule Your Exit Interview” clearly states the request. You set expectations and provide next steps all at once. People respond better when they know exactly what you need and why it matters.
Tips
Include a calendar link in the body. If you mention specific slots, use square brackets: “[Monday at 2 PM]” so the reader can click to confirm.
We Value Your Thoughts, Exit Interview Inside
Tone: Encouraging, respectful.
Starting with “We value your thoughts” sets a tone of genuine interest. Adding “Exit Interview Inside” tells the reader exactly what the email is about.
Your Final Feedback Session with [Company]
Tone: Formal, considerate.
Putting “Your Final Feedback Session” at the beginning signals seriousness, and mentioning the company reminds the reader of the shared history. This format makes it feel like an exclusive meeting invitation rather than a generic survey, raising the perceived importance and respect.
Tips
- Add a clear deadline in the pre‑header.
- If you offer virtual or in‑person options, mention that in the opening line.
That way, employees know you respect their schedule and preferences.
Email Example:
Hi [Name],
Thank you for your contributions over the years.
We’d appreciate a 20‑minute meeting to gather your final insights on culture, processes, and growth.
Please click the link below to pick a slot that works for you.
Schedule My Feedback SessionBest,
[HR Team]
Happy work anniversary, [Name], the team is cheering for you
Type: Internal HR, employee engagement.
Tone: Sincere, celebratory, people‑first.
Mentioning the team in a subject line elevates the message from corporate formality to genuine applause.
Tips
- Add a photo of the employee in the email body, not in the subject.
- Encourage peers to reply with quick kudos to drive culture forward.
This Subject Line Can Also Be:
- Cheers to your milestone, [Name]!
- [Name], your dedication shines one year brighter
Checking In on My Application Status
Tone: Cordial, Patient, Interested
Job seekers crave clarity, while recruiters crave brevity. This query subject line satisfies both.
Example Email
Hello [Recruiter Name],
Last week, I completed the case study for the Support Manager role.
I am eager to know the next steps. Could you share an update on the timeline?
Warm regards,
Jordan
Who would you recommend for [opportunity]?
Type: HR, Partnership, Business
Tone: Professional, Curious
This question-style email subject line hits two goals at once: asking for a referral and showing you value the person’s judgment.
I often suggest this subject line for HR outreach or partnership scouting. It invites participation and frames the referral as a chance to help someone else.
By keeping it open-ended, you make space for the reader to recommend more than one name. Very handy when hiring, looking for speakers, or sourcing collaborators. It feels personal without overstepping.
Your documents are due by [date]
Tone
Formal, deadline-focused
Why this line works
This one’s plain, but powerful. When you set a due date in the subject line, you create clarity.
You avoid back-and-forth. You avoid ambiguity. And for internal operations, whether onboarding new hires or chasing contracts you save hours when people know exactly what to do and when.
You’re also signaling seriousness without panic.
Bonus tip
Pair this with a progress checklist inside the email body. You reduce confusion and limit the number of replies asking “what’s missing?”
