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Business Communication  - How to Write an Effective Business Email

Business communication  -, how to write an effective business email, business communication how to write an effective business email.

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Business Communication: How to Write an Effective Business Email

Lesson 9: how to write an effective business email.

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How to write an effective business email

help writing business emails

Since the professional world embraced the Internet, email has been a cornerstone of business communication. Over the years, business emails have developed a style and structure that you can use to create more effective messages.

Watch the video below to learn the basics of writing a business email.

The basics of a business email

All business emails should be direct, clear, and easy to read. The tone of a business email, however, can vary from informal to formal. The formality can depend on your company, the intended audience, subject matter, and several other factors. If you’re unsure how formal your email should be, review our lesson on how formal an email should be .

Regardless of the formality, remember to stay professional because you lose control of the email once you click Send. Emails can be copied and forwarded to others indefinitely, and if you’re inappropriate or unprofessional, your poor choice of words could follow you.

Writing a business email

As with any email, a business email should include a brief but descriptive subject line , one or more recipients , and an attachment if needed. If you are including multiple recipients, consider using the CC (carbon copy) field to keep the extra recipients in the loop without requiring them to respond. To learn more about the basic parts of an email, take a look at our lesson on common email features .

When you start writing the main content of the email, there's a simple and effective structure you can follow:

  • Greeting: Make it brief and friendly , and address the recipient by name if you know it. For instance, “Hi Jonathan” or “Greetings Ms. Childress” are both reliable introductions. The first name is preferable if you're more familiar with the recipient, while you should use their last name if you want to be more formal.
  • Body: Start with your main point so no one has to hunt for it, and keep your writing concise and focused on the concerns of your audience. If you need a response from the recipient, make sure to include a call to action so they know how and why to respond. Also, if you've attached a file , be sure to mention it here.
  • Ending : Offer a quick farewell , such as “Thanks” or “Sincerely”, then give your name and contact information in case they have questions.

Although email is meant to be quick, always take time to revise your writing before you click Send. Review your spelling and grammar, and confirm the accuracy of any facts you present. If you read the email aloud, you may find additional errors or realize that your words are missing a professional tone.

Make sure any attachments you mention are actually attached, and confirm that any included web links are correct. Broken links, missing attachments, and incorrect information only slow things down and force you to send correction emails.

Examples of business emails

To demonstrate the principles of this lesson, let's look at two examples of business emails. First, let's start with a poor example.

help writing business emails

The example above is looking rough. The subject line is vague, the body is full of spelling errors and rambling thoughts, and the main point is difficult to find. Plus, the overall tone is unprofessional.

Now let’s take a look at a more polished example.

help writing business emails

This example looks good! The subject line grabs your attention, the body is concise and error-free, and there’s a clear call to action. Emails like these help businesses run smoother and more efficiently.

Writing concise emails is a key skill in the professional world, which you can develop through consistent practice. Keep writing and learning, and you'll become a more effective communicator with each email you create.

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Jan 18, 2022

How to write a business email with 10 business email examples

Looking for business email examples? Our business email templates and samples will help you to learn how to write a business email in the right format.

Blog writer

Lawrie Jones

Table of contents

Wondering how to write a business email? Well, you've come to the right place. By the end of this blog, you'll know how to send a business email in any situation and have improved your overall business communication skills.

Our business email examples will show you how to start and end a business email, deliver your message in the business email format, and getting what you ultimately want: a response to your email.

The various business email writing samples that we cover will teach you business email sentences and other business communication tips will help you handle any situation according to email etiquette.

The various business email samples that we break down will illustrate how to introduce your business in an email, how to say sorry, how do you say thank you, and how to say no politely in a business email, as well as how to write a business email with attachments.

Ready to start?

Last but not the least, we will introduce you to Flowrite 's business email templates that will help you to supercharge your business emails and messages, like this:

What is a business email?

Business email is an essential communication tool with employees and external organizations, including customers, subscribers, and stakeholders.

As well as sharing information and updates, business emails can be used to market products, manage complaints, support customers, and engage suppliers. Put simply, a business email is the lifeblood of any modern company.

Business emails are typically short, polite, and written with a clear purpose. However, business emails don't need to be boring. If written correctly, an effective business email can inform, engage, and inspire any reader.

How to write a business email

Wiring a great business email involves a little process and a little psychology. First, you'll need to understand how to format a business email, including a great subject line, appropriate greeting, body copy, and ending. But more than that, you need to go beyond providing information and delivering a little inspiration, too.

Every email is an interruption, say  researchers . You're asking someone to read your email, so it must have value. Your email must have a purpose and state it clearly and quickly. Don't waste time or words getting to your point, be clear with why you're messaging and what you want, says Jeff Su in the  Harvard Business Review .

We all receive hundreds of emails a day, so you must work hard to avoid what  academics describe as  "standardized, vague, and impersonal realizations of interpersonal moves". Our translation: personalize your emails and keep them interesting, or risk losing readers' attention. 

Business email format

The basics of how to write a business email format should be familiar to anyone online. The typical formal business email format has five core parts, including:

  • Subject Line
  • Formal greeting
  • Closing phrase

Understanding the business email writing format enables you to sketch out, structure quickly, and write a business email from scratch in minutes. 

We've covered the core parts of professional email greetings and endings in other posts, so we'll be brief here. Instead, we're going to delve into more detail in the content, including providing 10 examples of business emails that command attention and demand action. 

Business email greetings

There's no magic in how to start a business email; you use a formal email greeting and an appropriate email opening sentence . The core of your message depends on who you're contacting, what you want, and why, but the basics of how to start a good business email are pretty standard.

Many people want to know how to start a business email conversation with someone they have never met. If you know the person's name, it's polite to start with:

  • Dear (person's name)

Use their full name, and avoid a title (such as Mr or Mrs), as these are outdated and could cause offense.

Suppose you're finding it difficult to decide how to address someone in a business email. In that case, we suggest being formal rather than being informal. So while you're OK to use any opening you choose in a personal email, if you're wondering if you can use 'Hi' in business letters or emails, we would advise against it. 

Unless you know the person, overly informal greetings such as 'Hey could come across as informal and unprofessional, which could kick off your relationship on the wrong note.

How to start a business email

The opening sentence should explain who you are, where you're from, and what you want. Of course, it can be a challenge to fit all this in, but here's an example of how to start a business email.

The decision on how you start a business email depends entirely on what you're trying to say. Still, the approach above is a tried and tested classic.

For more examples on how to start an email , check out our business email examples in this article.

How to end a business email

As we've explained, every business email should have a point and a purpose, so be clear about what you want from the reader. So let's use the example above to illustrate how this can work in a formal context.

If there's already an existing relationship between the two participants, then it's okay to be a less formal. So here's how this can work.

As you can see this example maintains professionalism without being too stiff. For example choosing the right email closing line can make a significant difference in the tone of the email .

How to finish a business email

The formal way to end a business email is by using one of two options. Here's what they are and when you'd use them.

  • Yours sincerely – this is a formal sign-off if you are addressing the email to a person and you know their name
  • Yours faithfully – a formal business email sign-off if you don't know the name of the person you're emailing

There are other, less formal but increasingly popular, business email closings include:

  • Kind regards
  • Best regards
  • I look forward to hearing from

When deciding how to sign off a business email, think about how well you know the reader and how formal you want to be. If you've emailed someone before and have a relationship, feel free to be a little less formal. On the other hand, stick to the tried and tested email sign-offs if this is the first message you're sending.

Business email writing samples

Here are some common phrases that can help you write better business emails and some advice on using them.

Learn how to:

  • Introduce yourself in an email
  • Say thank you
  • Politely say no
  • Say you're busy
  • Describe the attachments you're including

How to introduce your business in an email

When introducing yourself in an email , include your name, job title, and company. Don't' try to be smart or funny; stick with the basic information that any reader might want to know. 

  • My name is Lawrence Jones, and I'm the marketing director at (insert company name)

How to say sorry in a business email

Saying sorry in a business email can be challenging, but it's best done quickly and cleanly, like tearing off a band-aid. So don't beat around the bush or muddle the message; just say sorry.

  • I would like to apologize for your recent experiences with our company.

How do you say thank you in a business email

When saying thank you in an email, keep things short but be specific. Don't just say thanks; explain what you're thanking the person for and the impact that they have had. If you're saying thanks for something they've done, 

  • I'd like to thank you for your amazing work on the recent project. Your work has helped us to save significant amounts of time and money.

How to say no politely in a business email

Learning how to say no politely is a core business communication skill that can be a challenge. We're conditioned not to want to disappoint people, but remember this isn't about you personally, but about business. A polite but firm no can improve the way you are perceived. It's tempting to apologize or qualify your response but don't. Stick to the facts and don't lose focus.

  • I'm sorry to say that we won't be able to accommodate your request at this time.

How to say I am busy in email

Work can be stressful enough without having to explain why you're busy. Don't apologize, but be clear that you don't have time. Instead, manage expectations and finish positively by explaining when you can help.

  • I'm not currently able to support you with this project as I'm engaged in other work. However, I'll have some capacity to work with you next week.

How to write a business email with attachments

Let your reader know that there's an attachment, what it contains, and why it's essential. For example, if the file is large or in a specific format that may require them to access an application, let them know.

  • Please find attached a copy of the report you have requested. The PDF file is 10MB, so be aware of this before sharing. You may require viewing software to make comments on it.

10 business email writing examples

The best way to explain the concepts we're describing is to put them into practice. Here are 10 examples of effective business emails. We've tackled most of the main reasons you'll need to message someone in these business correspondence email templates. Use these templates for information, but make sure to edit and adapt them to your specific circumstances.          

1. How to write an email to a company

If you're finding it challenging to write a business email to a company you've never worked with before, don't worry – it's one of the most demanding emails to write. It's tempting to include too much, but you're at the top of the funnel, so focus on the basics and keep things brief.  In our first business sample, we describe how to write a mail to a company totally cold.                                 

2. Business email reply sample

In this example, we look at how to respond to a business proposal email that a company has sent you. Before writing, consider what you want to do with the information they have supplied. Be clear if you're interested or not interested. This will save time (and avoid unwanted future emails).

3. Sample email to client for new business

Sending a cold email to a potential customer completely cold can create new connections and generate new business. There are no set rules on how to write a business email to a potential client, but you must show that you have researched what they do and understand who they are. Before using this sample email to customers for business, do some research and edit it.

4. Business cooperation email sample

A business collaboration is a partnership that benefits you both, so approach any email positively and with purpose. In this example of how to write a business partnership request email, we focus on the benefits of collaboration. This business collaboration email sample is also suitable for those wondering how to write an email to a potential business partner.

5. How to send a business proposal email

A business proposal is more than a request for a partnership but a formal document detailing the terms and conditions of your relationship. When deciding how to start a business proposal email, understand that multiple people will see this email, so be formal. 

6. How to write a business introduction email

Having the skills to introduce your business to another can help you win clients, form partnerships, and secure profitable projects. Leave the selling for later, and start with a meeting. This example of how to write a business meeting request email can be amended, covering how to write a business invitation email.

7. How to write a business inquiry email

A business inquiry is a formal, unsolicited message requesting information. Again, strip it back, be clear and focus on what you want. The recipient should know exactly what you're asking for, why, and when they need to respond. See our example of how to write a business inquiry email here.

8. How to write a business email asking for something

It depends on what you want, but a business inquiry email asking for something should include what you want when you want it and why. Here's an example of how to write a business email asking for something.    

9. How to write a cold email for business

If you're wondering, when is it OK to email strangers about your business? The answer is anytime––as long as what you're contacting them about is relevant. In any cold email , focus on the value you can offer, not what you want. You can see how that works in this example of how to write a cold email for business.

10. How to write a business follow up email

A prompt and polite email after a business meeting is a professional courtesy that you can't forget to complete. In this example of how to write a follow-up email to a client after a business meeting, we keep the details to a minimum and focus on arranging a follow-up .

Business email templates by Flowrite

Flowrite is an AI writing tool that turns your instructions into ready-to-send emails and messages in seconds, like this:

It takes care of the email structure, capitalization, grammar, spelling, punctuation – you name it. Essentially you can focus on your thoughts and ideas, and Flowrite will give them wings. We dare to say that it's the fastest way to start writing better emails.

Our AI template collection features dozens of business email templates that will help you with all the aspects covered in this blog post.

How to improve your business email writing skills

We hope that this guide has helped you to understand how to write business emails.

If you found it helpful, we suggest that you bookmark it so that you can revisit our business email examples and pick up the best business email formats, sentences and templates and find how to start and end a business email the correct way.

If you want further improve your business email writing skills giving Flowrite a try can be one of the most efficient ways to do it. In addition to being more productive by turning instructions into ready-to-send emails with the help of our business email templates you can actually learn from our AI writing assistant.

Like one of our early users Camille put it: "I'm now even drawing inspiration from the emails generated, for my own communication style. Seems that I'm learning as much from Flowrite style than the tool is learning from me."

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How to Write a Business Email

Mary Cullen

Table of Contents

Four key questions:, business email tone, business email format, parts of a great business email, our favorite business email hacks.

Business emails are a pillar of modern communication. On any given day, the average office worker receives over 80 emails.

That’s a lot of communication.

While we send a lot of emails, many of them are not effective. Everyone’s inbox holds those difficult to read or process emails, hanging around because the recipient is unclear on how to reply or act. Don’t let that happen to your business emails. Etiquette, style, and format are essential to writing emails that get results.

The first step in writing a business email is to consider who your audience is. Next, determine the purpose of the email. Be clear and concise, and include the following sections: 1. Subject line 2. Greeting 3. Purpose 4. Next steps / Call to action 5. Closing 6. Signature

This article will highlight best practices and walk you through an effective business email, step-by-step. By integrating these methods into your email preparation, you will write better emails and improve overall communication.

Effective writing

Learn more about our Business Email Writing Course for individuals and groups.

There are four questions that you must consider as you begin to draft a business email:

1. Who is my audience?

In all business writing, the audience is the top consideration. Who you are writing for will determine how you write your email. The reader will determine the tone, formality, and content of the communication.

Your email’s reader maybe your colleague, client, or supervisor. Each reader will have a different background, project knowledge, and priorities. You can use project acronyms with a colleague who has the same deep project knowledge as you do. Those same acronyms will be confusing to an executive who needs an update for budget forecasting.

With your audience at the forefront, you will always write a more effective email.

The audience includes all the people included in the sender fields. This includes the To:, CC:. and BCC: fields but main focus should be on those in the To field. Writing for the audience also means using these fields correctly.

cc, bcc, to-1.png

The ‘To:’ field is for the direct audience who needs to reply or take action from the email content. The ‘CC:’ field is for readers who need to receive the email conversation for reference or clarity, but do not need to take action nor reply. The ‘BCC:’ field is for the audience who only needs to see the initial email and none of the later chain of replies.

Incorrect usage of the sender fields is a common business email mistake. It occurs when the audience and their roles are not thoughtfully considered.

Use the Bcc field very judiciously. Often it's best to forward an email separately, with a brief statement on why you're sending this information.

2. What is the purpose?

An email must have a purpose. And, it must have only one purpose.

This email practice is called the ‘one thing rule.'

Each email should cover only one specific item, task, or request.

Covering multiple actions in one email can cause confusion and inefficiency. One email should not include both client report revision notes and a scheduling question for the quarterly meeting. This scenario calls for two separate emails.

By limiting emails to one thing, the email is easier for the recipient to understand, process, and act upon. This clarity increases understanding and productivity.

In practice, we sometimes have to ask for several pieces of information related to the same topic. In this case, use a numbered list to clarify for your reader that the request has components. This will help your reader respond easily and ensure you receive all the specifics you need.

I need you to review these three items before we release the sketch to the production team:

  • Color choice

3. Is this email necessary?

There is a tendency to over-communicate by email. While email is efficient and provides an electronic paper trail, not all communication should occur over email.

Ask yourself: “Is this email really necessary?” Perhaps a quick phone call or a ping on the company messenger is more appropriate. If you’re expecting a lot of back-and-forth on the topic, a short conversation can eliminate a lengthy  email chain.

Choose the right channel to send information. Email is great, but it's one channel.

4. Is email appropriate?

Email can be used in many scenarios but is not always appropriate.

If you are delivering bad news, do so in person or buffer the email thoughtfully. An email is impersonal and is difficult to convey empathy or compassion. If you must write a business apology email follow these rules .

Sensitive information sent by email runs the risk of being accidentally shared. There are plenty of cases of email mishaps , ranging from funny to serious. Whether the information is personal contact or personal opinion, consider whether it’s appropriate for an email. If you wouldn’t want it accidentally shared, be very thoughtful about how it is sent in the first place.

If you are unsure if an email is appropriate, ask yourself if you'd be comfortable with that email being projected in a meeting. Attending the meeting are your boss, all your future bosses, and your mother. If it passes this test, then send it. If not, there is likely something that is not appropriate.

5. Email style

Business emails have a very specific style. They are professional but brief. They should be written to be skimmed, but with enough information to allow a complete response.

If you like this article you may be interested in  our email writing course,  one of the online business writing courses  we offer for individuals and groups.

Finding the correct tone can be the biggest headache in drafting an email. The tone changes based on your audience. It can range from formal to friendly but is always professional and should always be matched to your audience.

Wordy politeness can often be overlooked in efforts to be brief in emails. However, " please " and " thank you " should be included anytime it is appropriate.

Avoid ALL CAPS because it SOUNDS LIKE YOU’RE YELLING.

Also, writing in all caps could route your email to the spam folder). If you wouldn’t shout the statement in person, don’t shout it in an email. Instead, use italics,  underlining, or bold to emphasize important points.

Example: Vacation requests must be submitted at least two weeks in advance .

Notice the harsh tone if the bold text is swapped for caps: Vacation requests must be submitted AT LEAST TWO WEEKS IN ADVANCE. 

One exception: Do use all caps in email headings when writing to any organization that strips html formatting from email. The military, military academies, and some financial institutions with strict security protocols often strip HTML formatting. 

Headings are very helpful to readers. They allow a reader to skim and find information easily. They're a business writer's best weapon against information overload.

Avoid excessive use of punctuation or emojis. Exclamation points should be used sparingly! Emojis continue to have a larger role in digital communication and several style guides have approved their judicious use in business writing. I follow the rule of only using them after the other party has sent one. They should never be used in formal business emails.

Email Writing Course for Business

Get instructor feedback on your actual business emails in our Business Email Writing Course.

Emails are meant to be skimmed, so they should have plenty of white space to assist the reader. Use shorter paragraphs, lists, and bullet points to streamline the information. And, use headings to break up concepts and allow a reader to skim.

In addition, awkward formatting copied from other documents or emails can be distracting. To have seamless formatting for your email, strip the text formatting of the new content by using your email client’s Remove or Formatting function.

Here are the most common formatting features and how to use them:

type.png

Font: The font is the typeface that you should choose for your email. It is best to choose a sans serif (a typeface without decorative strokes at the end) as they are more modern and simple and easy to read onscreen. They are also easier to read at a small size. Gmail uses Sans Serif as the default. You could also use Arial, Helvetica, Tahoma, Trebuchet MS, or Verdana.

Type-email.png

Text size: You should try to keep your email in the normal size. This is between 10–12pt.

bold.png

Bold: You can use bold for headings and to emphasize important text. Bold text catches the eye of readers as they scan the email.

italics.png

Italics: Italics are a softer way to draw attention to an area of text. They are used to bring emphasis to an area of a sentence. They do not make words stand out when the user is scanning a page the way bold text does. Italics should also be used for titles of full works .

underline.png

Underline: Underlined text can easily be confused for a link. When writing an email, it's best not to use underlined text to draw attention to an area of an email. It is better to use bold or italics.

color-email-text.png

Text color: You should avoid using multiple text colors in an email as it draws the eye in to multiple locations and looks unprofessional. It is likely that your email program makes your hyperlinks blue. 

alignment.png

Alignment: Business writing uses text that is fully aligned left. Academic writing indents the first sentence of a paragraph five spaces. In a business email, you will never need to indent the start of a paragraph. 

numbers.png

Numbers: Using a numbered list can help organize content where the sequence is important. For example, if you were describing steps you would want to use a numbered list.

bullets-gmail.png

Bullet points: Bullet points are a great way to create white space on your page and draw attention to related items. Bullet points work best for unordered lists. 

indent.png

Indent more: In business emails, you should not indent the first sentence of a new paragraph. A line break represents the start of a new paragraph. The indent more button allows you to add an indent to text. This is useful on rare occasions when you want to indicate that some information is a subset of what preceded it. It creates a visual indication that the indented information is less important.

indent-less.png

Indent less: This allows you to move your content to the left.

quote.png

Quote text: If you are referring to quoted text you should use the quote text function. It provides a slight indent to your content and a grey vertical line to the left. This shows readers that you are quoting text.

remove formatting gmail-1.png

Remove formatting: If you are pasting text into your email it is vital you use the remove formatting function. Otherwise, you will paste the text styles and it will be obvious to your reader that you copied and pasted that text. To use this function select the text you want to remove formatting. Then click the remove formatting button.

Let's dissect each section of a business email to highlight best practices for you to implement in your writing.

Subject line

The subject line is the mini-summary of your email. It provides the biggest opportunity to ensure your email gets read. The goal of a subject line is to get your reader to open the email without tricking them. It is also the place where mistakes are most commonly made.

Think of it as your email’s headline. It should be a 3- to 8-word overview of the content. It should be direct and natural but relevant and accurate.

Subject lines that are too brief or too lengthy cause confusion. If it makes the email seem difficult or confusing to reply to, the recipient may not open it immediately or at all.

Bad examples: Important! For Your Review Questions About Expansion Performance Target Report Deadline Extension Request For Client Meeting Good examples: Your BookShop Order Delivery Dec 2 Client Report Revisions: Please Review by 4 PM Expansion Report Extension Requested until Friday

Email clients will also review the subject line for signs of spam. This is especially important for sales teams who may be cold-emailing clients. Certain terms are flags for spam algorithms and may be filtered to a Junk folder. Avoid using words such as Sale , Please read, or Profits , or having one-word subjects.

Optimizing your subject line is an important

Also, make sure you are replying to the correct thread. Do not use an old email thread for a new topic .

Your greeting should be professional and concise. It is always preferable to address the recipient using their name, but it may not always be possible.

  • Good afternoon,
  • Dear Ms. Jones:
  • Hi Jeff, (salutation format)
  • Hi, Jeff. (sentence format)

Brief pleasantry

If you’re emailing someone for the first time, y our opening line could be a short pleasantry connecting you and the recipient. One sentence should be enough. I ndicate how you connected. This reminder will give the reader context for the following information.

It was great to meet you at last night’s networking event.

If you’ve received something from the recipient, offer your thanks. It could be a thank you for an offer of assistance, for an interesting piece of content they shared, or even for simply reading the email.

Thank you for sharing your article on management strategies. The findings are valuable. I appreciate you taking the time to help me with this project.

If you want to keep it general, warm well-wishes will do.

I hope you’re well!

Omit a pleasant greeting if you’ve recently or frequently communicate with each other.

Be very careful of over-spinning pleasantries at the start of the email. The purpose of your email should be the overt start. Remember the acronym B.L.O.T. — bottom line on top. What do you want your reader to know or do? That's the most important opening.

As previously noted, each email should address just one thing, one purpose. This task, request, or information should be presented clearly and directly after the pleasantry. This is the B.L.O.T. — bottom line on top.

Be concise and direct. Don’t hide your request or it can easily be overlooked or ignored.

Please provide your feedback on the budget. Can you participate in the project kick-off meeting next Thursday? Did you have any revisions to the final report?

Additional information

Some business emails may require additional information for the reader. It could be clarification on the task, a link to resources or examples, or other helpful information. This information should be included thoughtfully. Only directly relevant content should be added.

Call to action (CTA)

Near the end of the email, include a specific call to action. The email is being sent to accomplish one task. The call to action should leave no confusion as to your request. Do not assume the reader understands the desired result from prior information. Emails can easily be misinterpreted if there is any grey area.

This statement should include the specific action and the timeline. If you are sending the email to multiple people, clarify task responsibility by directly naming the intended person.

Clarification of tasks and expectations allows for the recipient to respond more effectively.

Bad examples: Can you take care of this? Let me know what you think. Good examples: Sarah: can you forward the survey to all staff by Friday at noon, please? I’d appreciate your feedback on the draft agenda. If you have any edits, please send them by tomorrow, Tuesday, at 10 AM.

If you would like a confirmation, you can phrase the call to action as a question. If the call to action is a notification that does not necessarily require a reply, you can structure the call to action as a statement.

Closing message 

The closing message simply indicates that the email is complete. While it is not a requirement in modern email writing, a brief, polite phrase will nicely round out your email.

Thank you for your time, I look forward to your response, Kind regards,

Sign-off & signature

The end of the email includes a sign-off of your name. The phrasing should match the formality of the email.

Most formal: Dr. John Smith Dr. Smith John Smith Least formal and most common: John

Your email signature is a type of electronic business card that is appended to your email. It should include the most important context and contact details for your reader. This is the place to help your reader with relevant contact or contextual information, not brag or insert philosophical quotes. Images and logos can be useful, but be aware of the sizing and how they will appear on mobile devices.

Attachments and links

Any referenced attachments or links must be included in the email. Either name the file so that it is clearly identified or include the document title in parenthesis immediately after you mention it in the email.

Don’t make the reader go hunting for the information they need.

If an attachment was sent to the recipient previously, attach it again anyway. This way, they can easily access the information rather than searching through their inbox. Of course, double-check that the file is attached and correct. Forgetting to include an attachment requires an unnecessary (and embarrassing!) reply requesting it, which can delay the work.

Links can be directing the reader either to websites or to intranet directories. These hyperlinks can be lengthy and distracting in the email text. Instead, integrate the hyperlink into the existing sentence.

Bad example: You may find this resource useful in preparing the report: http://www.instructionalsolutions.com/blog/technical-writing-engineers Good example: You may find this technical writing resource useful in preparing the report.

You should also test the link to ensure that it opens the correct site.

Once your email is composed, do not click send. Yet.

Take a moment to review your email. Check for grammatical or spelling errors ( Grammarly has a helpful free tool). Typos suggest carelessness and can even convey incorrect information.

Double-check dates, times, names, links, attachments, and other specific details. 

Triple-check that the correct recipients are in the sender fields.

Have you ever clicked send and then gasped in horror? Perhaps it’s an ‘I didn’t mean to send it to that Brad!’ situation. Or, it may be the less embarrassing but still annoying ‘I meant to include Brad on that email!’ scenario.

Thankfully, some email clients have found a solution to this potential embarrassment with the addition of ‘Undo Send’.

undo-send.png

In Gmail, you can enable this function in Settings. You can choose from a 5 to 30 second cancellation period.

recall-message.png

In Outlook, you can recall an unread email sent to a recipient with an Exchange account in the same organization. This feature does not work well in practice because if it has been read by anyone, it cannot be recalled. In this case, simply forward the email with an error and state your apology and clarification.

Canned responses in Gmail

Do you send the same email over and over again? Save time by using Canned Responses in Gmail .

This function allows you to save standard emails. When you would like to send the standard reply, simply select your preferred prepared template in the Compose window. You can also set Canned responses to send automatically to inbound email with specific details.

Filters and folders

Is your inbox overwhelming? Thoughtful use of filters and folders can help reduce email stress.

You can label and even color-code emails from specific people or even whole domains. These labels will allow the emails to be easily archived once read.

You can set up filters to automatically mark as read or archive low priority reference emails, like a delivery tracking update.

A short investment in setup time will provide long-term time savings.

How to schedule an email in Gmail?

Click the blue dropdown arrow to the right side of the regular send email.  Then click "schedule send" you will then have the option to choose a suggested time in the next few days or choose your own time and date.

Are you working late, but want your email to arrive in your client’s inbox first thing tomorrow morning?

We used to suggest using Boomerang to schedule emails but now you can do it right within Gmail. If you click the little arrow to the right of the send button you can specify when the email will send.

schedule-send-in-gmail

Scheduled emails will appear in a new folder called "scheduled" right under the "sent" folder. From there you can cancel the send at any time before the email sends.

Caution:  If you are sending information to recipients who report to you, don't send late evening emails because it can create an expectation of 24/7 work across your team. Schedule the emails to send at the start of normal work hours. 

Keyboard shortcuts

Drafting an effective business email takes time. However, you can save time by using keyboard shortcuts. Save clicks while selecting emails, marking unread, adding a hyperlink, and more. Check out the shortcuts for Gmail and Outlook .

The volume of emails we receive and send can sometimes diminish our motivation to write an effective business email. Consider the four key questions when preparing an email. Write it in a way that is concise yet clearly conveys the information and request to the reader.

Your reader (and their inbox) will appreciate it.  

If you want to dive deeper into your business writing, check out our Email Writing Course.

businessman-technical-proposal-table

Write your own technical document and get expert instructor feedback.

Our Technical Foundations Course is available for individuals and groups online, virtually, and onsite.

Related Articles

How to improve your technical writing, how to write a sales email [plus free template], how the right training can make you a better business writer, get notified of new articles.

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  • Business Writing Skills (54)
  • Business Grammar (52)
  • Technical Writing (30)
  • Business Writing Resources (26)
  • Business Email Writing (17)
  • Business Writing Training (12)
  • Business Proposals (9)
  • Business Report Writing (7)
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Oxford House

  • How to Write the Perfect Business Email

Oxford House guide for writing an effective business email

  • Posted on 07/12/2017
  • Categories: Blog
  • Tags: Business English , Learn English , Writing

Business is all about communication. Whether it’s colleagues, clients or suppliers, we spend a big chunk of our working lives interacting with other people. There are powerful, new tools out there – like Basecamp , Podio and Slack – that can help us collaborate on projects and stay in touch. But, for most of us, email remains top dog .

Email facts:

  • We send 269 billion emails every day
  • The average office worker sends 40 business emails a day
  • We read 66% of our emails on mobile devices

Writing emails can be frustrating and time-consuming, especially in a second language. Don’t worry, here is Oxford House’s surefire guide to writing effective emails.

Before you begin…

Style and register.

Before you start writing, there are some things to consider. Who are you writing to? Is it an internal email (e.g. to a colleague) or an external one (e.g. to a client)? Is it a delicate issue or something more general?

The answers to these questions will shape the style of your email and how formal it needs to be.

Here’s an example of what we mean:

Formal and informal register - How to write a business email

Ready to go…

Business emails normally consist of five parts:

subject line > salutation > opening > body > closing

We’ll take you through them step by step, giving you examples and tips along the way.

Subject line

It’s important you start off on the right foot . The subject line is where you briefly state the topic of your email. If you leave it blank, your email might get overlooked; if you write too much, it might look like spam. Keep it short and to the point.

Email Subject - How to write a business email

An email is often the first contact you make with someone and it can be a minefield ! The last thing you want to do is offend the recipient by messing up the salutation. Follow this flow chart by Grammarly and you’ll be fine.

This is where you explain the reason you are writing. You might introduce a topic or mention a previous conversation. To get started, try out one of the phrases below.

Opening in an email - How to write a business email

You’ve made a good start, now it’s time for the detail. You might be requesting information, answering a question or accepting a proposal. Whatever the purpose of your email, the message must be clear and coherent.

Here are three quick tips to help you get your message across:

Negative and Positive phrasing - How to write a business email

You’re nearly there! No matter how clear your email is, the recipient may require more details. Therefore, it’s a good idea to end your message with an open offer of further information, advice or assistance.

Then all that’s left to do is select an appropriate closing salutation.

Closing salutation in an email - How to write a business email

Not quite finished…

You’ve tied things up nicely, but you haven’t finished yet. Before you click ‘send’, it’s essential that you read your email one last time.

Most emailing sites have a spell-check tool, but what if you’ve used the wrong word? If you’re not sure, you can ask the world…well, the world’s internet users!

For example, you can’t remember which preposition goes with ‘further’. Easy – just type your guesses into Google Search in quotation marks (“”) and see how many results you get for each. The higher the number, the more certain you can be that it’s correct!

In doubt? Google it - How to write a business email

You’re probably thinking, we’ve looked at doing it better, but what about doing faster?

The great thing with emails is that once you’ve got the structure and learnt some useful phrases, you can recycle them.

Our final tip is to save these new phrases on a spreadsheet and keep it updated. Before long you’ll have all the language you need to write fast, effective emails.

Here’s a free Google Sheets template to get you started!

Glossary for Language Learners

Find the following words in the article and then write down any new ones you didn’t know.

Top dog (exp): the most important thing or person.

Surefire (adj): guaranteed or certain.

To start off on the right foot (exp): to begin doing something well.

Minefield (n): something that could easily go wrong / a field with mines (bombs) in it.

Recipient (n): the person who receives something.

To sugar the pill (exp): to make bad news sound better.

To tie things up (pv): to conclude or to finish something completely.

exp = expression

adj = adjective

pv = phrasal verb

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10 Phrasal Verbs You Should Learn Today!

  • By: oxfordadmin
  • Posted on 29/11/2017

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18 Business Email Examples & Templates [with Tips & Guides]

  • July 13, 2023

Edgar Abong

Struggling to craft that perfect business email?

Do your messages sound like they’ve been written by a robot, or worse, a bored office intern?

Don’t worry, you’re not alone.

I’ve got good news: writing a business email doesn’t have to be as bland as the reheated coffee at your office.

It can be a smooth ride, not a trip down a jargon-filled, confusing rabbit hole.

Stick around, and I promise that by the end of this guide, you’ll be dashing off business emails like Shakespeare writing a sonnet, minus the ‘thee’s and ‘thou’s.

No more second-guessing yourself, no more endless draft revisions.

What is a Business Email?

A business email, simply put, is a written communication exchanged between businesses , their clients, or within an organization. Whether you’re sending work emails, writing emails for business, or drafting corporate emails, the aim is to convey messages related to professional matters.

And let’s be clear, these aren’t your casual chat messages. They’re examples of work emails that carry the weight of your professional image , often encompassing everything from making an inquiry, discussing a business proposal, to even the routine inter-office updates. Think of it as your letter, just in digital form.

Remember, the way you write a business email can say a lot about you and your business. It’s a vital part of email business communication, serving as an ambassador for your professionalism.

So, when you’re composing your next business email, keep in mind that every email should be treated as an important piece of business communication

Key Elements of a Business Email

Let’s dive into the key elements that make a business email stand out. From perfecting your email subject line to signing off like a pro, we’ll help you write business emails that are professional, clear, and sure to leave a good impression .

Tips To Write A Business Email

1. Subject Line

Think of the subject line as the title of a book; it’s what initially grabs the reader’s attention. Therefore, it’s vital to make it compelling yet concise . In the limited space, you should provide an overview of the email’s content. Specificity is key.

For instance, instead of writing “Meeting Update” , a subject line like “Marketing Team Meeting Rescheduled to Friday, 5 PM” gives more information and sets clear expectations. Remember to avoid using all caps or excessive punctuation to avoid being flagged as spam.

2. Professional Greeting

The greeting sets the tone of the entire email. It’s the opening line that your recipient sees first and can either make them feel respected or undervalued. Formality level can vary based on the relationship with the recipient, but when in doubt, err on the side of caution.

“Dear [First Name],” is a safe choice. If the relationship is more casual, “Hi [First Name],” can also be used. If you don’t know the recipient’s name, “Dear Sir/Madam” or “To whom it may concern” are acceptable, but try to personalize when possible.

3. Clear and Concise Content

The content of your business email should be precise, coherent, and focused. Your recipient likely doesn’t have time to read an essay, so it’s important to get straight to the point . Be respectful of their time by avoiding unnecessary information.

Consider using bullet points or numbered lists to break up content. Be direct in your requests or responses, but ensure your tone remains professional and respectful .

Clear and actionable message

4. Proper Business Email Format

A business email should be well-structured and organized . After the greeting, introduce the purpose of the email, followed by supporting details or explanations, and conclude with a clear call-to-action or next steps.

Each paragraph should have a specific purpose and be limited to a few sentences. Make sure to use transitions to guide your reader through the content . A well-structured email is more likely to be read and less likely to result in confusion or miscommunication.

5. Professional Closing

A professional closing signals the end of your email and offers one last chance to leave a good impression . It should be in line with the tone of the rest of your email. “Best regards,” “Kind regards,” “Sincerely,” and “Thank you,” are all solid choices.

After the closing, include a comma and then your full name. Below your name, provide your title, your company, and any other relevant contact information.

6. Attachment and CC

Attachments should be clearly labeled and relevant to the email content . It’s also a good practice to mention the attachment in the body of the email to ensure the recipient knows it’s there and to open it.

When it comes to the CC field, be considerate of others’ inboxes. Only include people who need to be aware of the email content but are not the primary recipient.

7. Proofread

The last step, but certainly not the least important, is proofreading. Check for spelling and grammar errors , but also look for clarity and tone. Remember, sarcasm and humor can often be misinterpreted in written communication.

Additionally, check to make sure all recipients, especially those in the BCC field, are correct , and all attachments mentioned are included. Even the most well-written email can lose its effectiveness if it’s sent to the wrong person or the attachment is missing.

Business Email Template

Different Types of Business Emails

Each type of business email is a tool in your communication toolbox , and knowing when to use which one can make all the difference. So, let’s uncover the different types of business emails you’re likely to encounter or need.

Even better, we’ll equip you with practical, ready-to-use templates for each kind, setting you up for stellar communication in any business scenario.

Inquiry Emails

Inquiry emails are used when you need to ask for information , be it for products, services, or additional details. This type of business email must be straightforward and explicit about the information you’re seeking .

For instance, you might be reaching out to a vendor for product specifications or a colleague for information about a project. Make sure your inquiry email is well-organized and concise , so your recipient knows exactly what you’re asking and can respond appropriately.

Here’s the template:

Subject: Requesting Product Details for Item XYZ

Dear [Recipient’s Name],

I hope this message finds you well. I am interested in learning more about your product, Item XYZ. Could you please provide more details regarding its specifications, pricing, and availability?

Looking forward to hearing from you.

Best regards,

[Your Name]

Sample Business Inquiry Email

Transactional Emails

Transactional emails are the ones that come into play after a specific action has been taken by a customer or client. For example, when someone makes a purchase from your online store, they should receive a confirmation email detailing their order.

Similarly, if a customer forgets their password and requests a reset, an automated email is sent with instructions. The critical aspect of these emails is their promptness and clarity , as they often contain essential information related to the user’s activity.

Subject: Your Order Confirmation – Order #12345

Dear [Customer’s Name],

Thank you for your recent purchase from [Your Company]. This email is to confirm your order #12345. Your items will be shipped within the next 24 hours. You can track your package using the link below:

[Track Your Order]

For any questions or concerns, please reply to this email or contact our support team.

Sample Amazon order confirmation

Sales Emails

Sales emails are the persuasive messages you send out to promote your product or service . The goal here is to convert the reader into a customer. Therefore, these emails need to highlight the benefits that your product or service offers, solve a problem the potential customer may have, and encourage them to take action.

It’s important to maintain a balance of persuasive language without being overly aggressive or salesy. Remember, the focus is on how your product or service can add value to the customer’s life or business.

Subject: Exclusive Offer Just for You

Hi [Potential Customer’s Name],

Are you still looking for a solution to [problem]? We have the perfect answer! Our [product/service] has helped numerous customers address this issue effectively.

As a valued subscriber, we’re offering you an exclusive 20% discount on your first purchase. Don’t miss out on this limited-time offer!

Marketing Emails

Marketing emails keep your audience informed about your company’s latest news, promotions, and offerings. They’re how you nurture relationships with your customers and keep your business fresh in their minds.

When writing a marketing email, consider your audience and tailor your message to their interests and needs . Incorporate eye-catching visuals and compelling copy to increase engagement.

Subject: Exciting News From [Your Company]

Hi [Customer’s Name],

We’ve got some exciting news! We’re launching our new product, [Product Name], this month. Stay tuned for more details about its features and how it can benefit you.

Thank you for being a valued customer.

Watsons marketing email sample

Follow-Up Emails

Follow-up emails are an important aspect of business email communication, as they demonstrate your attention to detail and commitment.

Whether you’re following up after a meeting, an interview, or a sales pitch, your email should be polite and to the point . Reference the initial meeting or communication, reiterate any important points or agreements, and specify any next steps or actions that need to be taken.

Subject: Follow-up to our Meeting on [Date]

Thank you for taking the time to meet with me on [date]. As discussed, we will proceed with [next steps]. Please let me know if you need any further information or clarification.

Internal Emails

Internal emails serve to facilitate communication within a business or organization. These may include updates on ongoing projects, meeting announcements, policy changes, or any other important information that needs to be shared with your team or company.

The key to effective internal emails is clarity and conciseness – you want to ensure your message is understood, but you also want to respect your colleagues’ time.

Subject: Update on Project X

Hello Team,

I hope this email finds you well. Just a quick update on Project X. We have completed phase 1 and are moving into phase 2 starting next week.

Please find attached the updated project timeline.

Sample policy change announcement

18 Business Email Examples + Templates

Here are 18 example scenarios where you need to send a business email. We’ve also prepared short and concise email templates for each scenario.

1. Introduction Email

This template is used when introducing yourself and your company to a new contact, a potential client, or another business entity. It’s a great way to open a line of communication.

Subject: Introduction – [Your Name] from [Your Company]

I am [Your Name], [Your Position] at [Your Company]. We specialize in [provide a brief about your company]. Looking forward to opportunities for possible collaborations.

Best Regards, [Your Name]

2. Meeting Request Email

A meeting request email is a professional way to propose a meeting or a call with your colleagues or clients. It communicates the meeting topic and proposes a date and time.

Subject: Request for Meeting – [Meeting Topic]

Hello [Recipient’s Name],

I am writing to propose a meeting on [Meeting Topic] on [Date and Time]. I believe it will be beneficial for us to discuss [Reason for Meeting]. Please let me know if the suggested time works for you.

Best, [Your Name]

3. Follow-Up Email

This template can be used to keep the conversation going after a meeting or to remind the recipient of the next steps or important matters.

Subject: Follow Up – [Previous Conversation Topic]

Hi [Recipient’s Name],

Just circling back on our previous conversation regarding [Topic]. As discussed, the next steps are [Briefly Describe Next Steps]. Please feel free to reach out for further clarifications.

4. Sales Email

A sales email aims to persuade the recipient to make a purchase. This could be a new product or service that you believe will provide value to the recipient.

Subject: Exclusive Offer for [Recipient’s Company]

As a valued client, we are excited to present to you our new [Product/Service]. With features like [Describe Features], we believe it can provide value to your organization. We’d love to discuss this further with you.

Sincerely, [Your Name]

5. Client Retention Email

This is to express appreciation to clients for their continued support and to make them feel valued and important.

Subject: We Appreciate Your Business

Just a quick note to express our appreciation for your continued support. We value your business and look forward to serving you in the future.

6. Feedback Request Email

This template is to ask for the recipient’s opinions, ideas, or impressions to help you improve your services or products.

Subject: Your Feedback Matters to Us

We’re always working to improve our services. Could you please take a few minutes to share your experience with our product/service? Your feedback will be very much appreciated.

Thank you, [Your Name]

7. Announcement Email

This is used to share exciting news, updates, or changes in your company with your audience.

Subject: Exciting News from [Your Company]

We are thrilled to announce that [Describe the Announcement]. More details to follow soon. We believe you will find this news as exciting as we do.

8. Apology Email

When a mistake happens, it’s essential to apologize professionally and take responsibility. That’s when apology emails help you do just that.

Subject: Our Sincere Apologies

We want to express our deepest apologies for [Explain the Issue]. We are taking immediate steps to correct this situation. We appreciate your patience and understanding.

9. Invoice Email

This is a polite way to send an invoice or payment request to your clients.

Subject: Invoice from [Your Company]

Attached is the invoice for our recent transaction. Please review and process the payment at your earliest convenience. If you have any queries, feel free to contact us.

10. Thank You Email

This email is sent to express gratitude towards clients or partners, making them feel appreciated.

Subject: Thank You for Your Support

We just wanted to say thank you for your continued support and trust in us. It’s always a pleasure serving you.

11. Product Launch Email

This is used to inform your audience about new products or services, sparking interest and potential sales.

Subject: Introducing Our New [Product/Service]

We’re excited to launch our new [Product/Service]. With its unique [Describe Features], we believe it will provide great value to you. We look forward to your feedback.

12. Weekly Update Email

This keeps your team or clients updated on the progress or status of ongoing projects or tasks.

Subject: Weekly Update from [Your Company]

This is our weekly update. This week, we accomplished [Mention Key Achievements]. Going forward, we plan to [Mention Plans]. Let’s keep the momentum going.

13. Networking Email

This is used to reach out to potential partners or clients for possible collaborations or partnerships.

Subject: Seeking Opportunities for Collaboration

I am [Your Name] from [Your Company]. I was impressed by your recent work on [Mention Specific Work]. I believe there are potential areas where we can collaborate. Let’s discuss this further.

14. Holiday Greetings Email

This is used to send seasonal or holiday greetings, strengthening your relationships with your contacts.

Subject: Season’s Greetings from [Your Company]

Wishing you joy and happiness this holiday season. Thank you for your continued support throughout the year. We look forward to serving you in the coming year.

Best Wishes, [Your Name]

15. Discount Offer Email

This is sent to offer special discounts or deals to your clients, incentivizing them to make a purchase.

Subject: Exclusive Discount Offer for You

As a valued customer, we’re offering you an exclusive [XX%] discount on our [Product/Service]. This offer is valid until [Expiration Date]. Enjoy your savings!

16. Press Release Email

This is used to share important news or updates about your company with media outlets.

Subject: Press Release: [Newsworthy Information]

We are excited to share our latest news with you. [Describe the Newsworthy Information]. For more information, please see the attached press release.

17. Project Status Update Email

This is sent to keep clients or stakeholders updated on the progress of a project.

Subject: Project Status Update

This is the latest status update for [Project Name]. Currently, we have achieved [Mention Milestones]. Going forward, our focus will be on [Next Steps].

18. Resignation Email

Resignation emails are used to formally resign from your position in a company, ensuring a professional departure.

Subject: Resignation Notice

I am writing to formally resign from my position at [Your Company], effective [Last Working Day]. I have enjoyed working here and I’m grateful for the opportunities I’ve had. Thank you for your understanding.

How to Write a Business Email: Tips & Guides

Writing a business email may seem like a simple task, but getting it just right can make all the difference in professional communication. So, how do you write a business email that hits the right notes?

Let’s explore some key tips:

  • Use a Professional Email Address : Your email address is the first thing the recipient sees, so make sure it’s professional. An ideal format is your first name, dot, last name, followed by your company's domain. This simple yet crucial step can set the right tone for your business email communication.
  • Craft a Clear Subject Line : The subject line is your first chance to grab the reader's attention. It should be concise, direct, and descriptive. This way, the recipient knows what to expect before they even open your email.
  • Follow Proper Email Format : In the body of your email, start with a polite greeting followed by the recipient’s name. Then, get to your point quickly in the opening sentence or two. Include all necessary details in the body, and wrap it up with a closing and your email signature .
  • Be Professional Yet Personable : Maintain a professional tone, but don’t be afraid to show some personality. After all, people appreciate a personal touch. Just remember to always respect the recipient's culture and communication style.
  • Use Proper Grammar and Spelling : Even a minor spelling or grammar mistake can put off your reader and may affect your credibility. Always proofread your emails before sending them. Use tools like Grammarly if necessary.
  • Keep it Short and to the Point : Remember that everyone’s time is precious. Be respectful of your reader’s time by keeping your email concise yet comprehensive.
  • Use Bullet Points and Subheadings : If you have several points to convey, using bullet points or subheadings can make your email easier to digest. This can particularly be helpful in longer emails.
  • Include a Clear Call-to-Action (CTA) : If you want your recipient to take a particular action after reading your email, make it clear. Whether it’s replying to your email, scheduling a meeting, or purchasing a product, your CTA should be concise and compelling.

Business email writing tips

Remember, writing a business email is more than just putting words together; it’s about conveying your message effectively and professionally. Keep these tips in mind the next time you draft a business email.

Frequently Asked Questions on Business Email Examples

We’ve covered a lot on business emails so far, but it’s normal if you still have some lingering questions. Here are some frequently asked questions that you might have in mind:

What is the ideal length for a business email?

You might be wondering, “How long should my business email be?” Well, there’s no hard and fast rule. The ideal length for a business email really depends on your message .

However, it’s crucial to keep it as concise as possible while ensuring that you convey your message clearly. In general, a business email should not be more than three paragraphs long . If you need to include more information, consider using bullet points to make the email easier to read.

How often should I follow up on a business email?

The question of how often to follow up on a business email can be tricky. It depends on the context and the relationship you have with the recipient. If it’s a critical issue, a follow-up email in two to three business days is usually acceptable.

However, for less urgent matters, it may be better to wait a week . Remember, while follow-up emails are essential to maintain communication and show your interest, you don’t want to appear pushy.

How can I improve my business email writing skills?

If you’re asking, “How can I write business emails better?” know that improving your business email writing skills is a continual process. Reading books on business communication and taking online courses can be a great start.

Also, practicing by writing emails and asking for feedback from your peers or superiors can help. Make sure to use spell check and grammar tools like Grammarly to avoid any minor errors.

Utilizing AI writing tools can also improve your business emails as these tools can adapt depending on the tone, voice, and purpose of your message.

Key Takeaways on Business Email Examples

We’ve journeyed through the intricate landscape of business emails in this insightful article.

Starting off, we defined the nature of a business email and explored its key components, laying down a robust base for understanding professional communication .

From the importance of a clear subject line to the need for a call-to-action and professional signature, we laid out the essential elements that create an effective business email .

Diving deeper, we ventured into the diverse types of business emails, including inquiry, transactional, sales, marketing, follow-up, and internal emails.

For each type, we provided detailed templates, furnishing you with a concrete foundation to craft your own engaging and productive emails .

These templates are an invaluable resource for any professional, paving the way for successful communication in any business context.

In conclusion, we equipped you with useful tips on composing business emails and addressed some frequently asked questions. We highlighted the significance of a professional tone, proper grammar, concise yet comprehensive content , and a compelling call-to-action.

Finally, we discussed the ideal length for an email, the right frequency for follow-ups, and tips for improving your business email writing skills.

Our journey through this article reinforces one key takeaway: business email writing is a blend of clarity, engagement, and professionalism, and now, you’re better prepared to master this art.

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

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Last Updated on July 13, 2023 by Edgar Abong

How to write killer business emails (with templates)

From picking a subject line to choosing between "hi" or "hey," business emails are stressful. try out these tips to nail your next big email correspondence..

Chris Griffin

Published on September 13, 2021

Writing business emails

Before we get started

Remember your audience…, and keep it short.

  • Stick to one topic
  • Replace long words with short ones
  • Break up compound sentences or lengthy clauses
  • Don’t over-explain
  • Use only easily recognized acronyms
  • Avoid passive voice
  • Stick to a format that makes your emails easily readable

1. The subject line

2. the introduction, 3. the intent, 4. the sign-off, leave a comment cancel reply.

Your email address will not be published. Required fields are marked *

How To Write Professional Business Emails: A Beginner’s Guide

Business Emails

Whether you are an employee, an entrepreneur or a blogger, a working professional, or one aspiring to be one, writing good professional emails is an essential element of your business communication skills. With the complexities of English grammar and the ever-increasing busy schedules that people have these days, garnering people’s attention and making them read what you have to say is no cakewalk.

So here’s the ultimate guide teaching you how to write better business emails and some mistakes that you should avoid in the same.

What Are Business Emails And Their Types?

A business email is one that you compose when corresponding with colleagues, clients or other people connected to your line of business. In simple terms, a business email is simply an email that is sent to carry out a transaction or conduct business, such as attending a meeting, sending someone an invoice, networking with new people etc.

Business emails come in several types, some of which are more formal than others. Depending on the context, recipient, and motive, a business email can be considered a cold or warm email.

Cold Emails

If your email is sent to someone you don’t know or haven’t done business with before (or ever met), it is termed as a cold email.

This type of email requires the writer to include all relevant information for their message to be understood clearly and without confusion. Cold emails are often related to requests for a particular transaction or have a specific purpose. For example, an email sent to a prospective client (who probably doesn’t know you) asking for their business is considered a cold email.

When such an email is sent as part of the marketing process (such as sending out mass newsletters), it’s also referred to as a ‘cold marketing email. They’re called ‘cold lead emails when they’re sent to try and secure new business opportunities .

Warm Emails

A warm email is sent out to someone who knows you or has contacted you before.

This could be a current customer of yours, a co-worker or even your boss. Warm emails are usually briefer, less formal and only include the key information needed to know without any unnecessary details.

For example, if you are attending an important meeting with your manager, after which you would be discussing your promotion within the company, the email can be kept brief and to the point by stating what you want (the promotion), the reason why you deserve it (because of your good work in the past) and when you would like to meet (after the meeting).

The Components Of A Business Email

Components Of A Business Email

Most business emails tend to contain certain elements. If these are not included, the email may not achieve its goal, and that would be a waste of your time and effort. Some of these elements you must have in every business email are:

Every business email requires a subject. It is a kind of title or identifier that will make the reader open up the email. The subject should be simple, relevant and command attention. For example, if your boss sends an email to update everyone about the company meeting, the subject would be ‘Company Meeting’.

It may also include a colon, after which you can add additional information that you feel is important to get across. For example, if you are working on a project with multiple people involved and want to inform them about some changes applied to the plan, then ‘Project Status: New Changes’ can be added as a subject.

Salutation is the phrase used to address the recipient in the business email . The salutation should be formal and courteous, depending on who your email is addressed to. For example, if you send an email to your superior, your salutation should be ‘Dear Mr De Silva’ or ‘Dear Sir’. If it is to a client or someone not directly associated with the organisation, ‘Dear Valued Customer’ would suffice.

Body And Structure

Most business emails are formal in nature. As such, they require a formal structure that will enable the recipient to respond accordingly. The most common structure used is IBC (Introductory Message, Body and Closing)

  • Introduction: This section briefly mentions who you are and how you know the recipient. For example, if you are introducing yourself as a new staff member, ‘I am the new marketing executive’ can be used as your introduction. You can also indicate why they should read the email. For example, ‘I am sure you will be interested in this information or ‘This may interest you’.
  • Body: This section contains the main part of the business email. You have to write it concisely and precisely so that the recipient will be able to understand it quickly rather than reading through a rambling paragraph. Include everything you want to say without any unnecessary details. For example, if you want to request a business partner for a business proposal , start with ‘Request you to send the business proposal so..’.
  • Closing: In this section, you respectfully request what you want from the other person. You can also indicate that you expect a reply if they have any questions or concerns regarding your request. For example, ‘I hope that I’ll hear positive news at tomorrow’s meeting and look forward to working with you in the future.’

This section includes your name and contact information. If the email is formal, it should also include your job title and designation. For example, ‘Rasha Al-Najjar – Personal Assistant to Mr John Smith.’ You can also add your contact details such as email address, phone number and mailing address to the signature.

Eight Steps For Writing A Great Business Email

If you are new to writing business emails, it is advisable to follow the eight-step below:

  • Identify your purpose: Before you start to write the business email, identify the purpose of it. Is it a request, an invitation? If possible, summarise your purpose in about two sentences. This will help you to stay focused and include only what is relevant.
  • Study your recipient: You should target your email only to the person you are addressing it to, not to the masses. You do this by studying your recipient. Who are they? What are their interests and behaviours? This stage is crucial because it helps you to connect with your reader on a personal level. You can even try to identify any mutual connections or friends in common. This way, you can mention them briefly in the email to personalise it. Also, check the recipient’s profile on social media sites like LinkedIn. This will give you an indication of their age group and interests. It is not wise to include words they may not understand, especially if they are from a different generation .
  • Write the subject line: In business, the subject of your email is very important as it sets the tone for what’s inside. A poorly written or vague subject will lead to confusion and possibly a misunderstanding on the part of the recipient. Keep your subject short and place the most important words in the beginning. Also, make sure that your subject line doesn’t sound spammy as the recipient may delete your email without even opening it.
  • Address your reader: Like any other communication, you must address your recipient correctly. Make sure to use the proper salutation (i.e., Dear Sir, Hello Mr Smith) and avoid using phrases like “To Whom It May Concern” or “Dear Miss, Dear Mister”. If you want to be formal even without knowing your recipient, address their job title, for example, “Dear Founder of Feedough.com”. Or simply use phrases like “Hi there” or “Hello”.
  • Write the body: In the business email, you need to clearly and precisely communicate your message. First comes first: address your topic and then move on to what you want from them and why they should give it to you. If possible, use bullet points as this makes the information easy for the recipient to read. Close your request with a question or a call to action. Try to keep your email short, use different paragraphs for different arguments, and try to sound conversational but be very specific.
  • Develop and add your signature: Using your name and job title is not enough. A good signature will include a brief description of your role at the company, a contact number and an email address. You can also add your social media handles to make it easy for your recipient to reach out to you.
  • Proofread for grammar, spelling errors and typos: Always read your email from a reader’s perspective. Ensure that it is free of any grammar, spelling and typing errors as these mistakes can be a deal-breaker on part of the recipient.
  • Send the email and wait : Once you’re done writing your email , proofread it one more time and send the email to the intended recipient. Then wait for their response.

Key Things To Remember While Writing A Business Email

When it comes to business emails, second chances do not exist. It is important that you follow certain rules and policies to ensure your email is professional and has a good impact on the reader:

Keep Your Email Short

The shorter your email, the better. Long emails are usually ignored or not read completely. Be concise and get straight to the point.

For example, instead of elongating a sentence such as “Our past clients are very popular and renowned in their respective fields, and we take pride in paving one step forward to their success”, you can use “We take pride in having served some very renowned clients in the past”.

Keep Your Email Simple

If possible, avoid long, industry-related words and use a simpler vocabulary while writing your email. Use easy-to-understand words that are quick to read.

For example, instead of trying to sound smart by using the phrase “multi-faceted, cross-platform technology”, you can use “multifunctional website”.

Keep Your Email Formal

Keep your email formal and respectful. It may be easier to write a casual tone but try to keep it professional. But don’t keep it too professional as well. Try to strike the perfect balance between too formal and too casual, and keep in mind the kind of relationship you have or want to build with the recipient. Moreover, adding a touch of warmth and respect in the email helps connect better with the recipient. 

Make Use Of An AI Copywriting Tool

Today, you can write compelling business emails even if you are new to the process. There are a number of AI copywriting tools that can help you write emails in the simplest way possible. For example, ClosersCopy , Jasper , and Rytr are AI-based email writing tools that can help you draft emails in the shortest time- without you having to make the necessary tweaks.

Avoid Passive Voice

Passive voice sounds vague and may make it difficult for the reader to understand what you are trying to say. Try using active voice instead. For example, instead of writing “The opportunity will be discussed by us soon”, use “We will discuss this opportunity soon”.

Use Bullet Points To Make It Easy To Read

Lengthy paragraphs can be difficult to read and understand. They can confuse your reader and lose their attention completely. Use bullet points instead for an easy and quick understanding of the topic.

For example, instead of writing “We are the leading e-commerce website in this industry because we provide superior quality services to our customers, which include the availability of an extensive range of products, providing 24×7 customer service and so on”, use

“Our online retail store provides:

  • An extensive range of product
  • 24/7 customer service.”

Try Not To Sound Robotic

A too formal tone is not recommended. Using words like “in the capacity of”, “owing to the fact that” or “it would be my pleasure if” makes your email sound robotic. Use simple words instead for better clarity.

For example, instead of saying “In compliance with your request”, use “As per your request”.

Proofread Your Email Before Sending It

Proofread your email and check for spelling and punctuation errors. These may not be a big deal when you’re writing to friends using casual language, but in business emails, any small mistake can harm the image of your organisation or brand.

Grammarly and Hemingway are two of the most popular AI tools that you can use to double-check your emails before you send them out. These tools highlight grammatical errors, spelling mistakes, wordiness and overall readability and suggest changes so that you can make your email less complicated, easier to read and improve overall clarity.

Avoid Hedging

Hedging is when people use linguistic devices that express uncertainty and hesitancy to seem polite. Words and phrases like “maybe,” “I think”, “I feel like”, “It would be great if”, “Should be able to” and “Basically” may seem like a good idea at the time, but ultimately end up weakening an otherwise strong statement.

For example, instead of writing “I think we might be able to do this” try “, We can do this”.

Use Attachments And Links Cautiously

Since the recipient could be someone who hasn’t heard of you before, they could be extra cautious about opening any attachment or link that you attach to your email. Try not to bombard your initial emails with excessive links or attachments.

How To Format Your Business Email

Formatting your email correctly makes it easier to read and understand. Like in the case of bullet points, words in bold or italics can help draw attention to specific information. Using caps and underline is not advisable as they make your email look unprofessional and difficult to read.

Moreover, if your email will be forwarded to various departments or people, use BOLD and CAPITAL LETTERS for important information to clearly see the most important information in the email.

As a general rule of thumb:

  • Use a font size of 10-12 for body text,
  • Serif fonts are easier to read on-screen,
  • Arial, Helvetica, Times New Roman, and Verdana are some of the best fonts you can use for your email,
  • Avoid using all uppercase letters in your subject line (it feels like you’re yelling),
  • Bold important information for better readability,
  • Use indentations and line breaks to make email structure easy to follow,
  • Avoid using multiple font colours,
  • Keep a standard font size throughout your email,
  • Don’t use more than two fonts styles.

Bottom-Line?

There’s no doubt that modern business communication has become a lot more casual. However, it is important to keep in mind that even though you’re sending out a less formal email, the recipient might see it as your official brand or company representative communicating with them.

Using formal language and being concise increases the chances of getting a response from your reader because they can clearly understand what you want to say without any confusion. This tactic will go a long way in improving customer satisfaction.

Finally… remember, don’t be afraid to use emoticons! The world wouldn’t be the same without 🙂

And we hope these tips will help you write better emails and get more responses!

Go On, Tell Us What You Think!

Did we miss something?  Come on! Tell us what you think of this article on how to write business emails in the comments section.

Shrishti Mathur

An economics aficionado and a researcher at heart, Shrishti has also worked as a consultant to assist startups and NGOs in varied verticals. When not working, she is a passionate dancer and painter.

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Business Email Writing with HelpDesk

If you’ve ever wanted to know how to master the art of business email writing, you’re in the right place. This course contains 11 articles and videos covering every aspect of it, from an introduction to a successful closing. Take the course and become a strong business email writer.

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Here it is. The only guide about business email communication you’ll ever need. We all need to send emails. Informative emails, sales emails, newsletters, introductions. It isn’t easy to know what tone we should use or which words to avoid. That’s why we’ve designed this course: To help you become a confident email writer in every business context.

What you will learn

  • How to prepare a solid structure for your email
  • Tricks on writing effective email introductions
  • How important a clear call-to-action is
  • Why you should send follow-ups
  • What the best email marketing tools are
  • Which templates work

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How to start a professional email, how to end an email with a professional closing, the importance of a follow-up email, email attachments are your advantage, email typos, mistakes, and other traps to avoid, useful business email features and tools, how to forward an email and reply to it with confidence, professional email templates for major business occasions, tricks and useful add-ons to organize your gmail, go beyond email with other types of business communication channels.

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Useful Business Email Phrases | Talaera Business English Training

150+ Useful Email Phrases That Will Make Your Life Easier

By Paola Pascual on Jan 10, 2022 6:00:00 AM

Writing business emails can be time-consuming, but learning some useful phrases will save you lots of time. In this post, you will find over 150 useful email phrases to help you make your emails more varied and rich. We've divided them into three main categories: opening lines to start your email, body lines to convey the message, and closing lines to finish off.

You can also download our free guide How to write professional emails in English , for more phrases, psychology-backed tips and strategies to get more responses to your emails, templates to save time, and examples to avoid miscommunication at work.

Before we start, below is a quick template you can use for your professional emails. Following a stantardinzed email template and a few easy email tips will help your readers follow your message easier. Business email messages should be structured and to the point. The easier it is for your reader to understand your email, the likely they will be to act on it. Here's a simple email writing format you can steal:

Business Email Template Talaera Training

#1 Opening Lines

If you are looking for ideas for your email opening and email greetings , here you have different types of opening sentences.

1.a Being social

An email starting line will help you sound more friendly and social. "I hope this email finds you well' should be the opening phrase in emails... But not always. Here are some alternative email greeting lines:

  • I hope this email finds you well.
  • I hope you had a good weekend.
  • I hope you had a great trip.
  • Hope you had a nice break.
  • I hope you are well.
  • I hope all is well.
  • Hope you're enjoying your holiday.
  • I hope you enjoyed the event.
  • I'm glad we had a chance to chat at the convention.
  • It was great to see you on Thursday.
  • It was a pleasure to meet you yesterday.

1.b Reason of the email

Tell them why you're writing this email.

  • I am writing to you about our last meeting/your presentation yesterday/our next event.
  • I am writing to you with regards to/regarding/concerning/in connection with...
  • I am writing to ask/enquire/let you know/confirm/check/invite you to/to update you on/ask for a favor...
  • I am writing you to follow up on...
  • I am contacting you to inform...
  • I am reaching out because...
  • This is just a quick note to...
  • This is just a quick reminder...
  • I wanted to let you know that...
  • Might I take a moment of your time to... (very formal)
  • It's [Your Name] from [Your Company].
  • This email is just to let you know that...

1.c Replying

  • I just got your request for...
  • I just read your email about...
  • As we discussed, I would like to send you...
  • Thank you for your email about...
  • Thanks for your email this morning/yesterday/on Wednesday/last month...
  • Thanks for your feedback on/your invitation/your suggestion
  • Thanks for sending/asking about/attending
  • Thanks for your quick reply.
  • Thanks for getting back to me so quickly.
  • Thank you for reaching out (to me).

1.d Apologizing

  • Sorry for my late reply.
  • Sorry that it took me so long to get back to you.
  • I apologize for the late response.
  • Sorry it’s been so long since my last email.
  • I was sorry to hear about...
  • Please accept our apologies for any inconvenience caused.

Keep reading: How To Start An Email - 45 Great Ways To Do It

#2 Body Lines

2.a attachments and information.

  • I’ve attached…
  • Please find [file] attached.
  • I'm enclosing [file].
  • Please see the information below for more details about...
  • The parts in bold/in red/in blue are my comments/are the changes we made.
  • Here's the document that you asked for,
  • I’ve attached [file] for your review.
  • I'm sending you [file] as a pdf file.
  • The attached file contains...
  • Could you please sign the attached form and send it back to us by [date]?
  • Here’s the [document] we discussed.
  • [file] is attached.
  • Please take a look at the attached file.
  • Take a look at the [file] I've attached to this email.
  • I've attached [file].
  • More information is available at www.talaera.com .
  • Please note that...

1.b Requests and inquiries

  • Could you please...?
  • Could you possibly tell me...?
  • Can you please fill out this form?
  • I'd really appreciate it if you could...
  • I'd be very grateful if you could...
  • It would be very helpful if you could send us/me...
  • I was wondering if you could/if you would be able to...
  • If possible, I'd like to know (more) about...
  • Please find my two main questions below.

2.c Asking for clarifications

  • I didn't/don't fully understand [something]. Could you please explain that again?
  • I didn't quite get your point about [something]. Could you be more specific?
  • Could you repeat what you said about...?
  • Could you give us some more details on...?
  • If you could please shed some light on this topic, I would really appreciate it.
  • Could you please clarify [something]?
  • Could you please clarify when you would like us to finish this?
  • When exactly are you expecting to have this feature?
  • Here are the details on...
  • Could you please clarify what you would like us to do about...?
  • If I understood you correctly, you would like me to...
  • What exactly do you mean by [something]?
  • Could you explain what you mean by [something]?
  • In other words, would you like us to...

2.d Sharing information

Use these helpful phrases when need to give or receive some information (or when you already did).

  • Thank you for letting me know.
  • Thank you for the heads up.
  • Thank you for the notice.
  • Please note...
  • Quick reminder...
  • Just a quick/friendly reminder that...
  • Thank you for sharing.
  • I'd like to inform you that...
  • Just a quick heads up -
  • Thanks for keeping me in the loop.
  • Please keep me informed/posted/updated/in the loop.

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2.e Getting and giving approval

If you're looking for a few please let me know synonyms, this section will help.

  • Please let me know if this is OK with you.
  • Please let me know what you think.
  • What are your thoughts (on this)?
  • What do you think?
  • We just need the thumbs up/the green light. (=we're waiting for approval)
  • You (totally) have the green light!
  • Please guide me in this regard.
  • He approved of it, so you can go ahead with the project.

2.f Scheduling

  • I'd like to schedule a meeting on [day] if you are available/free then.
  • I am available on [day], if that's convenient for you.
  • Would you be available on [day]? If so, I'll send you an invite shortly.
  • Can you make it on [day]? If so, I'll book accordingly.
  • I'm afraid I can't make it on [day]. How about...?
  • (Due to...) I'm afraid we need to reschedule/delay/postpone/put back/cancel/call off/move/rearrange our meeting.
  • We are sorry to inform you that the interview/meeting scheduled for [day] will have to be rescheduled.

2.g Giving bad news

  • Unfortunately, ...
  • Unfortunately, we cannot/we are unable to ...
  • I'm afraid it will not be possible to...
  • Unfortunately, I have to tell you that...
  • I'm afraid that we can't...
  • We regret to inform you that...
  • I regret to inform you that (due to...) ...
  • After careful consideration, we have decided (not) to ...
  • Due to [reason], it won't be possible to...
  • It's against company policy to...
  • I tried my best, but...
  • Despite my best efforts, ...
  • I can't see how...
  • I'm sorry but it's out of my hands.
  • I'm afraid I won't be able to...
  • I'm sorry to tell you that...

#3 Closing Lines

3.a when something is expected.

Do you need a reply? Are you asking for a favor or you are meeting soon? These sentences are perfect for those moments!

  • Looking forward to hearing from you soon.
  • I look forward to hearing from you soon.
  • Please let me know if this works/if you are available/if that sounds good/if you can/if you can help/if you need to reschedule...
  • I look forward to seeing/meeting you.
  • See you on Thursday/next week.
  • Thank you in advance.
  • Thank you for everything.
  • Any feedback you can give me on this would be greatly/highly/much appreciated.
  • If you could have it ready by tomorrow/the end of next week, I would really appreciate it.
  • I would appreciate your help in this matter.

3.b Offering help or information

  • I hope you find this helpful.
  • I hope it's clearer now.
  • I hope that answers all your questions.
  • If we can be of any further assistance, please let us know.
  • Let me know if you need any help.
  • For further details...
  • If you have any (more) questions (about)...
  • In the meantime, if you need any more information,
  • If you need more information/more info/further information,
  • I know that's a lot to take in, so let me know if anything I've said doesn't make sense.
  • ... please do not hesitate to contact me.
  • ... please feel free to contact me/to get in touch.
  • ... please let me know.
  • ... drop me an email/drop me a line. 

3.c Apologizing (again!)

  • Thank you for your understanding/for your patience.
  • Thanks again for your understanding/for your patience.
  • Once again, please accept our apologies for any inconvenience caused/for the inconvenience caused/for the delay/for the misunderstanding.
  • I hope this is okay with you.
  • I really hope we can find a solution soon.
  • I hope you can understand.
  • Sorry I couldn't be of more help.

3.d Friendly ways to say 'bye'

  • Best regards,
  • All the best,
  • Best wishes,
  • Cheers, (*common in the UK and Australia, informal in other countries)
  • Have a great weekend!
  • Have a wonderful day!

Keep Improving Your Business Emails

Continue improving your communication skills for professional situations and enrich your mail conversations - get in touch with Talaera . If you wish to take your professional English communication skills to the next level, explore our free resources . 

English Training Solution for Global Teams

  • 'Stay safe' - How to Send Actually Genuine Emails During the Pandemic
  • 8 Great Idioms To Enhance Your Professional Emails
  • 5 Easy Tips To Improve Your Writing Skills - Start With Your Business Emails
  • How To Write Clear Emails With These 4 Practical Concise Writing Tips
  • 100 Business Abbreviations That Will Make You Look Like An Expert
  • 12 Relatable Tweets That Sum Up How We Feel About Professional Emails
  • The Anatomy of Excellent Business Storytelling
  • 32 Important Best Practices To Streamline Your Slack Communication
  • The Best Comprehensive Guide To Time and Dates in English

For any additional information or questions, you can also reach out at [email protected] . Interested in getting the best offers and receiving free content on Business English communication?  Subscribe to our newsletter  and we will keep you in the loop with offers, free events, and development materials! 

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[Article originally posted in December 2018 and updated to ensure you read relevant content.]

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Sumo email marketing

21 Business Email Examples (+Templates) You Can Copy And Paste

help writing business emails

For years, people have been talking about how email marketing will die.

But it has only gotten stronger! The number of people who use email will surpass 4 billion by the end of the year.[ * ]

It should be an important part of your marketing if it isn’t already.

In this post, I have created 21 business email examples with templates that you can swipe to help you kickstart your email marketing immediately. I’ve also included proven tips for writing emails that get opens, clicks, and responses at the end of the post.

Get the email templates we use at AppSumo

Want the secret to great emails for any business scenario, with real-world examples to back them? Access the email templates that generate hundreds of millions of dollars for our businesses.

Download Million Dollars Email Templates

1. Lead magnet promotion email

You can send the lead magnet promotion email to your existing list of subscribers to encourage them to sign up for a new lead magnet. Remember that the email signature is one the best places to add an additional CTA for your lead magnet.

Subject Line: New [Lead magnet type]) [Lead magnet name]

Hi there [Name],I’m emailing you today to let you know we have created a new [lead magnet type] called [lead magnet name].

In this [lead magnet type], you’ll learn how to create [describe what your lead magnet covers in 2 to 3 sentences].

[Link]Click here to access the [lead magnet name] ⇒[Link]

If you know anybody else who’ll find this useful, please forward the email to them.

Let us know if you face any problems accessing the [lead magnet type] by replying to this email. We’ll get back to you ASAP and ensure you gain access to it immediately.

[Your signature]

Here’s a good example of a lead magnet promotion email I received from HubSpot .

example of a lead magnet promotion email that received from HubSpot

This email starts with a persuasive subject line announcing their new ebook and its title.

Next, they open with a personalized “Hi” that includes my name, followed by an intro where they talk about the problem to get me more interested.

After that, they tell me about the solution (the ebook), then finally ask me to get it by clicking on the button.

Did you notice they placed “New Ebook” in brackets to gather extra attention? Using brackets can increase open rates, as found by Joanna Wiebe of Copy Hackers.[ * ]

Joanna tested the subject lines “startup Qs about landing pages + emails [Copyhackers]” and “open startup Qs about landing pages + emails”.

The former subject line got an open rate of 36.4% while the latter got 32%. In this case, the “Copyhackers” branding helped. To see if using something like “new ebook” will help, you will need to conduct your own split test.

2. Lead magnet delivery email

This is the email you send immediately after a new subscriber signs up for your lead magnet.

Subject Line: Here’s your free [lead magnet type]

I’m so glad you signed up for the [lead magnet name].

In this [lead magnet type], you’ll learn [describe what they will learn in the lead magnet].

[Link]Click Here to Gain Immediate access to [lead magnet name] ⇒[Link]

If you’re unable to access it, just reply to this email and let me know. I will sort it out for you ASAP.

And if you need help with [a service you offer related to the lead magnet], please check out this page [link to your services landing page].

I have helped several people with this. Here’s a link to a case study [link to a case study].

3. Lead magnet follow-up email

You should send this email if the person doesn’t open the lead magnet delivery email. You can also send it if they don’t click the lead magnet link.

Note: You can only include this email if your email service provider has this tracking option .

Subject Line: Here is your free [lead magnet type]

I noticed that you didn’t download the [lead magnet type] I sent, so I’m sending it again.

[Link]Click Here to check out the [lead magnet name] ==>[Link]

Here’s an example of a lead magnet follow-up email I got from Frank Kern . As you can see, he was not only tracking my email activity, but also the activity on the video the email directed me to.

Lead Magnet Follow-Up Email from Frank Kern

He figured out that I didn’t watch the entire video. So, he followed up with an email that asks me to check out the free masterclass again.

4. Product launch email

You send the product launch email when you want to promote a new product.

Subject Line: It’s here! The [product name]

I hope you’re having a wonderful day!

I am emailing you today to let you know we have opened doors to our [product name].

It helps you [describe the problem and solution].

[Link]To learn more about what it does, click here…[Link]

Make sure you buy it before [mention either a time frame or number of sales].

Here is a testimonial from a recent customer [add a review from a customer].

If you have any questions about the product, please respond to this email or use the live chat on the product page. Our staff is waiting to respond to you.

Notes: Want more product launch email examples? Check the 10 best product launch email examples here.

5. Testimonial/review request email

You should send the testimonial/review request email a few days after a customer buys a product.

Subject Line: Could you please do us a small favor?

I hope you are enjoying your recent purchase of [name of the product].

If you found it useful, we would like you to help us and others who would like to buy it too.

So, could you please visit this page [insert link] and leave a review? It should take you less than three minutes.

We really appreciate your help.

Only ask for reviews on your site and third-party sites that allow you to ask for reviews, as there are sites like Yelp where you aren’t allowed to ask for reviews.

If possible, set your email automation software to send the email a few days after the product is delivered (if you are running an ecommerce store). This will encourage them to leave the review after they try the product.

Review Request Email from Amazon

Here’s a good example of a review request email I received from Amazon. They made sure to send it to me a few days after it was delivered.

6. Discount offer email

Send this email to your list when you have a discount.

Subject Line: A special discount is waiting for you inside

Thank you so much for being a customer of [your company name].

It’s because of people like you we have been able to be in business for such a long time. To thank you, we have created a discount coupon especially for you.

Use the code [unique code number] to get a discount of [add a discount percentage or amount] from any product in our store [insert link to your online shop].

But hurry! The offer is only available for the first [add number or time limit] people who make the purchase.

7. Re-engagement email

You send this email to re-engage subscribers who have stopped interacting with your emails. The best time to send it is before you remove inactive subscribers.

Subject Line: Are you there?

I’m removing inactive subscribers. And I notice that you haven’t opened an email from me in the past [add number] months.

I understand if you don’t want any emails from me. No hard feelings :).

But if you want to continue receiving my emails, just click the below link to confirm, and I won’t delete you.

[Link]I still want emails from you ⇒[Link]

There’s no need to opt in again. You just need to click.

8. Segmentation triggers email

You send this email when you want to understand your email subscribers better.

Subject Line: I want to send you better content

I hope you find the tips I share useful.

I want to continue sending more free content to you. But I want to be certain that I am only sharing content you want. Could you please let me know what topics you prefer by clicking on one link below?

[Add text and link to topic number 1]

[Add text and link to topic number 2]

[Add text and link to topic number 3]

If you don’t find a topic you prefer, just reply to this email and let me know what topics you would like to read more content on.

You can see an example of this level of segmentation in this email from Jenn Scalia .

Segmentation Triggers Email From Jenn Scalia

Jenn’s a business coach who helps entrepreneurs earn more. Hence, she sent an email asking people how much they currently earn. Now she can send them more relevant content.

This level of segmentation will help Jenn keep her open rates high and her unsubscription rates low, while working to increase sales and revenue. MailChimp’s findings below illustrate some of the performance changes their customers had after implementing segmented lists.[ * ]

Email marketing stats from MailChimp

9. Newsletter email

You can send the newsletter email every 1 to 4 weeks.

Subject Line: Here are some things you will find useful

Here’s a roundup of the latest content from our blog and from other places on the web

[Title of 1st article with an inserted link]

[1st article description]

[Title of 2nd article with an inserted link]

[2nd article description]

[Title of 3rd article with an inserted link]

[3rd article description]

Here’s an example of Ahrefs’ newsletter email:

Newsletter email from Ahrefs

10. Latest blog post email

You should send this email to your list after you publish a blog post

Subject Line: (New Post) [Post title]

I wanted to let you know I just published a new post on my blog that I am sure you’ll find useful.

In this post, you’ll learn [describe in 2 to 3 lines].

[Link]Click here to check it out ⇒[Link]

Please share it with your followers if you feel they will find it useful. Here’s a handy Tweet link [insert Twitter share link]. Click to share it now…

11. Blog post promotion email

You can use the blog post promotion email to reach out to bloggers and influencers.

Subject Line: Could you please help me out?

I just read your post [add post title]. It’s both well written and useful. I especially like how you [describe a couple of details about the post].

I am emailing you today to let you know I have written the post [add title of the post + link].

I think you will find it useful, as it is relevant to your post on [add post name]. Could you take a quick peek at it and let me know what you think?

When you send this email, make sure the post you are praising is a recent post with positive feedback in the comments. Also, make sure it is written by the person you are emailing or at least by someone on their team. You don’t want to compliment them for a guest post.

You will also notice I didn’t include a request for a share or backlink. I did this because it rarely works. Instead, it will be better for you to ask for the favor after they respond to the email and let you know what they think about the post.

12. Guest post outreach email

Use this template when you reach out to blogs you want to contribute to. But make sure you modify it after reading the guidelines provided by the blog, as some will want you to submit a draft, while others will want you to pitch topics.

Subject Line: I would really like to write for your blog

I am a big fan of your blog. You share a lot of useful tips here. I especially like your post [add post title]. It’s both well written and useful.

I would like to contribute a unique post for your blog as well. I have read your guidelines and will follow them while writing the post. [Confirm page points of guidelines you’ll follow, like: This will be a long-form post that is 1,500+ words long with a lot of statistics and examples.]

Here are a few samples of my work…

[Add links to published posts in the same field]

If you’re interested, I would love to work with you on the topics and formats that best meet your needs for the blog. Would you prefer sample topics, a draft outline, or a complete post? [modify based on blog’s guidelines]

Here’s a good example of a guest post pitch I received from someone who wanted to contribute to my blog…

Outreach email

As you can see, it starts with some good personalization. The sender addresses me by my name and writes a bit about some articles that she read on my blog.

She then suggests some topic ideas and ends the email with samples of her work.

13. Affiliate partnership email

Use this template to reach out to potential affiliates.

Subject Line: Your readers will love this

I’m a big fan of your website. I like the products you review here. One of my favorites is the review for [product name].

We have a product like it called [product name] that we just launched, and we were wondering if you’d like to write a review about it.

Please let us know if you are, and we will send you a free sample.

Here’s a link [insert link] to our affiliate program. You earn [number or percent] commission for every sale you make.

We hope you’ll partner with us.

Please let me know if you have any questions or would like a demo. I’m here to help.

Here’s an example of an affiliate partnership email I received. It follows a similar pattern to the one I shared above.

Affiliate partnership email

The sender also included details about the number of users they have and their rating on Capterra, helping make the product look more credible.

14. Podcast invite email

You can send this to people you want to invite to your podcast.

Subject Line: I just listened to your podcast

I recently discovered your work when I listened to the podcast [add podcast name]. You shared so many useful insights there.

I wanted to let you know I run a podcast too. It’s called [add name + link], and I was wondering if you’d like to come on the air.

The podcast has [mention number of subscribers, downloads, etc.]. Prominent people like [names] have already taken part.

Would you be interested? I will be happy to interview you at a date and time that is convenient for you.

15. Products/services pitch email

Send this email to potential clients and customers.

Subject Line: I like what you’re doing

I’m a big fan of your company. You seem to be doing well at [add a few compliments about the positives].

But I noticed one problem [write about the problem].

And I offer the perfect solution. My company [add name] helps businesses [your product and solutions].

After we work with you, you will [describe the transformation].

Here’s a recent case study [link case study] of how we helped one of our clients [write about the result].

If our services interest you, could you please respond to this email and let us know? We can set up a quick call to discuss more details.

16. Influencer outreach email

Send this to social media influencers you want to team up with.

Subject Line: We want to partner with you

I have been following you on [social network name] for a long while now. You share a lot of [content], and have built up a loyal following.

I also noticed that you share a lot of useful products.

So, I am reaching out to let you know I have the next product for you to promote. It’s called [add name + link to product]. It helps [describe the product].

I am sure you and your followers will like it. You can use it to [describe the uses].

Please let me know if you would like to promote it. We’ll send you a sample of the product. We can also help you create the content, and we’ll pay you for your time.

17. Call invite email

Send this to people who signed up for a free consultation.

Subject Line: About your free consultation with [your name]

Thank you for signing up for the free consultation. I am looking forward to speaking with you.

Could you please click this link [insert a link to your scheduling software] and schedule a time and date for our call?

If you have any questions about the call, just reply to this email. I will get back to you ASAP.

Here’s a very good example of a coaching call invite from Todd Brown of Marketing Funnel Automation .

Coaching call invite from Todd Brown

It is different from the above template, as it is directed to a list of subscribers.

18. Call follow-up email

You can send this email after your call.

Subject Line: Following up on our call

Thank you for attending the call. It was really nice to learn about you and your business.

During the call, we discussed…

[Summarize the details in a few bullet points]

I’ve attached my custom plan for your business to this email [attach it to the email].

Please go through it and let me know if you would be interested in working with me.

19. Client onboarding email

Send this email as soon as the client hires you.

Subject Line: Details for starting [Project name]

Thank you so much for choosing us. We’re looking forward to working with you.

I’m going to set up a plan for this project now. We like to use Trello and/or Asana [change to whichever tool you use] to manage our projects. Could you please let me know which one you prefer? We will set up a board for you there so you can monitor our progress.

I have also attached a document that details all the login details I need from you. Please add them there or share them with us through LastPass .

And if you have any questions, you can email me at [email protected] or call me at [add your number].

20. Feedback request email

Send this after the work is done.

Subject Line: Help us to help serve you better

Hope you’ve been enjoying our services so far.

We want to continue offering the best service. Could you please take five minutes and fill up this feedback form for us [share link to form]?

Please be honest with your responses. If you didn’t like something, don’t be afraid to point it out. We take feedback very seriously and are ready to make changes to help serve you better.

21. Event invite email

Use this to invite clients to company events.

Subject Line: We cordially invite you to [event name]

It is that time of the year again when we have our [name of the event].

It is a day where we [describe your event in about two lines].

You have become a valued part of our company, we would love it if you’re able to come, but we understand if you can’t.

Please click this invitation link [insert link] and RSVP yes or no.

Top tips for writing emails that get opens, clicks, and responses

You can swipe the above templates, add in a bit of personalization and email them to people. But if you want the best results, you should write your own emails from scratch.

To help you get this right, I have shared my top tips for writing business emails below…

1. Write an inviting subject line

Your email subject line has one job. That is to get a maximum number of people to open it. So, pay close attention to it and write a very persuasive subject line.

Don’t reveal too much information here. Just reveal enough to pique interest and get opens. The body copy of the email should take care of the rest.

Here’s a good example of a subject line from America’s Test Kitchen.

Example of a subject line from America’s Test Kitchen

It might seem as if a three-word subject line that says ‘Building Better Bowls’ is very vague. But that’s the point of it. When the subject line doesn’t have enough details, people will click it to learn more.

When you look at the above subject line, you begin to wonder what they are talking about? Is it a utensil or a dish such as a smoothie bowl or Buddha bowl? As America’s Test Kitchen reviews cooking equipment and shares recipes.

So, you click the subject line to find the answer.

In fact, four-word subject lines drive the highest engagement.[ * ] So, keep your subject lines as short as possible.

2. Keep your subject line casual and friendly

One trick is to not capitalize the email subject line, as it can make your emails look too formal.

For example, when I look at a subject line like the one below from Frank Kern, my spidey-sense goes up. I can see that the sender is trying very hard to get my attention. And I usually assume they are trying to sell me something and I lose attention.

Screenshot of email subject line

You don’t want your recipients to feel the same way. Instead, you want the subject line to feel informal. It needs to look like a friend sent it. As people are more likely to open emails from friends.

Also, capitalizing every word might land your email in the spam folder.

As we mentioned, using brackets in the subject line can increase open rates. So, use them to highlight the most important bit. You can also use emojis as they can increase open rates as well.[ * ]

A good example of a well-written email subject line with an emoji is this one I received from Mike Pearson of Stupid Simple SEO .

Example of a well-written email subject line with an emoji

You can also see that Mike only capitalized the first letter and used only four words. The line is very brief. This should generate a lot of curiosity.

3. Personalize the emails

Personalization of the email subject line can increase open rates by 50%.[ * ]

Email subject line stat by Oberlo

Personalized promotional emails can also generate six times higher transaction rates and revenue per email.[ * ]

So, make sure you add a good amount of personalization to your emails. By this, I don’t mean that you just slap in the name of the receiver to the subject line right after the “Hi.”

You need to do a lot more than that. If you are emailing this to a list, I recommend that you create a persona for your audience. You can then personalize the email for that persona.

And if you are sending the email to an individual, you should learn as much as you can about them. You can do this by checking out their blog, their LinkedIn profile, their tweets, etc.

Then you can write emails they want to read and interact with.

4. Get to the point quickly

The average user sends and receives over 120 business emails a day.[ * ]

They want to read your email quickly and move on. If you spend a lot of time dillydallying with endless text, you will lose their attention.

So, get to the point you want to make quickly. This is mainly necessary for cold outreach emails. Here’s an example of Dean reaching out to share about a new blog post in less than 50 words.

Outreach email from Dean

If you are sending an email to a warm audience via a newsletter, you can write a longer email. These people have a relationship with you. If you write a good copy, you should be able to hold their attention.

5. Proofread and edit them

Proofread and edit your emails several times to make sure they are completely free of errors. You can use a tool like Grammarly to check for errors. After you edit your article with Grammarly, you can edit it with Hemingway .

Screenshot of Hemingway app

Hemingway will help you simplify your text. Make sure you pay close attention to your text so it reads at a grade 4-6 level. You can go even lower if possible.

As mentioned earlier, people receive a lot of emails in a day. So, they will want to skim through your email. Make this possible for them by keeping your email copy as simple as you can.

I used Hemingway to simplify the readability of all the templates I shared above.

Now use the business email templates or make your own from scratch

You have two options now:

  • Swipe the templates I have shared above.
  • Use my tips and create your own from scratch.

The one you choose should depend on your current status. If you have the time, I recommend that you write a new email from scratch. You should be able to churn out one in an hour or two.

But if you are in a hurry, you can use the templates for now and create your own templates later.

  • Get Started

20 Business Email Examples & Professional Templates 

Jan 11, 2024 - By Camilla Mackeviciute

help writing business emails

Email is the default mode of communication in professional circles. No wonder you need a strong grip on writing clear business emails. 

Most professionals find themselves in flux when writing business emails for different situations. Some search for a business email example online, while others use readymade email templates to respond to everyday situations. 

If you also get stuck while creating a follow-up email and waste time trying to create the perfect one, we’ve examples and templates to help you. But first, let’s brush up on the basics. 

What is a Business Email? 

Business emails are the foundation stones of professional communication. They carry your message across to the right people at the right time. Whether announcing a new product, scheduling a meeting, responding to a customer query, or just thanking a client for their business, you must write and send a business email.

Any email is a business email when it’s professional, used for a clear purpose, and sent to a stakeholder. Here are the primary attributes of a business email: 

  • Professional Tone. Business emails often maintain a professional and respectful tone, ensuring that your messages are perceived as reliable and serious.
  • Clear Purpose. Every business email has a specific goal or action it aims to prompt, such as providing information, asking for a response, or initiating a transaction.
  • Structured Format. Business emails follow a structured format, usually including a subject line, a polite greeting, the body of the email, and closing with a professional signature.
  • Timeliness. Business emails often address time-sensitive matters, making it crucial to respond promptly and appropriately.
  • Record Keeping. Business emails are a written record of professional communication, which can be crucial for accountability and transparency.

Sender’s drag-and-drop email builder and responsive templates help you create professional newsletters in minutes without writing a single line of code.

20 Business Email Templates 

You must write good business emails to look professional and influence the reader to act because words matter when others can’t see your face. So, here are a few compelling business email templates to help you easily navigate different professional scenarios while ensuring your communication remains clear, concise, and on-point. 

Follow Up Email Template

Subject: Hello from [your name] [event name]

Hi [First name], It was a pleasure talking with you last night at [event name]. I loved you talking about [something you learned about that person or their business that stuck out to you]. As for grabbing a coffee sometime, I’d love to take you up on that! Do you have any availability this or next week? Good times for me are [let the good times roll here], but I will gladly work around your schedule. Let me know if the time works for you. Best, [Your name]

Also read: 10+ Follow Up Email Template Examples 

Professional Introduction Email 

Subject: Hey [Recipient’s First Name]! Have a quick moment?  

Hey [Recipient’s First Name], My name is [Your Name], and I recently came across your latest post on [topic]. It made me scream — it’s so me! I was impressed by [specific aspect or accomplishment that caught your attention]. So, I wanted to say a quick hello!  I recently joined/have been working at [company name], where we help [your target market]. I specifically work to solve [business problem] for our customers.  I believe there’s an opportunity for collaboration or mutual support between us. I’d love to explore how we can work together or exchange ideas and experiences. If you’re open, I’d be thrilled to schedule a brief call or meet for a coffee to discuss our shared interests and stay in touch. Connect soon!  Warm regards, [Your Name]

Professional Email Appreciating the Customer

Subject: Big thanks for being awesome!

Hey [Customer’s Name], I just had to reach out and say a huge thank you for being such an amazing customer! We’re thrilled you’ve enjoyed our [product/service].  Your support and positive feedback mean the world to us. It’s customers like you who make what we do so rewarding. If there’s anything else we can do for you, please don’t hesitate to let us know. We’re here to ensure you have the best experience possible. Thanks again for being awesome! Cheers, [Your Name]

Email Inquiring About Something

Subject : Quick Question about [Project/Product/Situation]

Hey [Recipient’s Name], I hope you’re doing well! I am working on [Project Name] and got your contact from [Mutual contact].  I was facing difficulties regarding [issue] and wanted to ask a quick question. I’m curious about [specific inquiry]. Could you please provide some clarity or insights on [topic]? I appreciate your time and input. Thanks in advance! Best regards, [Your Name]

Email Asking for Referrals

Subject: [First Name], Introduce me to someone at [company/event/industry] 

Hey [Recipient’s Name], Long time no chat! I hope you’re doing great. I wanted to reach out because I know you’re well-connected and have a great network.  I’m currently seeking referrals for [specific product/service/industry], and I was wondering if you know anyone who could benefit from [briefly mention the value proposition]. If you have any recommendations or could point me in the right direction, I would be extremely grateful! Thanks a bunch, and I appreciate your help. Best regards, [Your Name]

Sales Email Template 

Subject: Improving [Specific Area/Outcome] for Your Business

Hey [Prospect’s Name], I recently read your [post/comment/blog/feedback] on [platform] about [problem/pain point] and couldn’t resist reaching out to share something that could make a real difference.  You know how [specific area] is crucial for success, right?  You should use [product/service] to solve [problem or pain point].  Imagine [describe positive outcome or impact] for your business. That’s exactly what our solution brings to the table. It’s designed to [address a specific pain point or challenge] and empower you to [achieve the desired outcome]. I genuinely believe that this could be a game-changer for you. I’d love to learn more about your business goals and explore how we can customize our offering to fit your unique needs.  Let’s have a quick chat to discuss the possibilities. No pressure, no sales pitch. Just a friendly conversation to see if there’s a good fit.  What do you say? Are you open to how we can supercharge your [specific area] together? Looking forward to connecting and helping your business thrive! Cheers, [Your Name] [Your Contact Information]

Also read: 10 Flash Sale Email Examples & Subject Lines

Confirmation Email Template

Subject: Confirming [Specific Event/Arrangement/Meeting]

Hey [Recipient’s Name], Just a quick email to confirm our [specific event/arrangement/meeting] as discussed. I wanted to ensure we’re on the same page and that everything is set. Looking forward to [describe anticipated outcome or purpose]. Feel free to reach out if you have any last-minute questions or need further details. See you soon! Best regards, [Your Name]

Also read: What is Appointment Confirmation Text? Guide, Example

Formal Survey Email 

Subject: Your Feedback Matters. Share it to Help us Improve!

Dear [Recipient’s Name], Your feedback is incredibly valuable to us, and we’d appreciate a few moments of your time to complete a short survey about your recent experience with our [product/service/company]. Click here to start the survey: [Insert Link] Rest assured, your responses will remain confidential, and we’ll only use them to enhance our offerings. Your feedback is important to help us get better.  Thank you for being our customer. We genuinely appreciate your input. Best regards, [Your Name] [Your Company]

Thank You Email 

Subject: Big Thanks for Being Awesome!

Hey [Recipient’s Name], I just had to drop you a quick email to thank you for [reason for thanking the person].  Your support and help helped us [result/impact], and we are happy to have you as part of our [product/service/company] family. Please let us know if there’s anything we can do to return the favor.  Thanks again for being awesome! Warmest regards, [Your Name] [Your Company]

Also read: 36 Thank You Email Templates for Any Situation

Promotion Email 

Subject: [Recipient’s Name], Here’s an Exclusive Offer for You!

Hey [Recipient’s Name], You’ve supported us through thick and thin, and we’ve something special for you today!  We wanted to show appreciation by offering you an exclusive discount on our [product/service]. Hurry and enjoy [discount/offering details] for a limited time!  Don’t miss this opportunity to [benefit from the offer]. Simply use the code [discount code] at checkout to claim your special pricing. If you have any questions or need assistance, our team is here to help. Feel free to reach out to us anytime. Thank you for all your support through the years! Best regards, [Your Name] [Your Company]

Also read: 9 Promotional Email Examples to Grow Your Sales 

Guest Post Outreach Email

Subject: Let’s Team Up for a Guest Post!

Hey [Recipient’s Name], [Your Name] here from [your website/company]. I’ve been following your amazing content on [specific topic/industry], and I must say, you’re doing an incredible job. I’m working on an exciting project related to [topic], and it hit me – we should team up for a guest post!  I wanted to ask if you’re open to publishing a guest post on your platform. I’ve been writing for [industry] for [number of years] now, and my blog reaches [number of readers/subscribers].  If you’re interested, I’d love to discuss potential topics and provide more details about what I can bring.  Let me know if you’re up for this collaboration. Looking forward to hearing from you and creating something awesome together! Cheers, [Your Name] [Your Company/Website]

Affiliate Partnership Email

Subject: Join Us in an Exciting Partnership, [Influencer’s Name]!

Hey [Influencer’s Name], How’s it going? I hope you’re having an awesome day! I couldn’t resist reaching out because I’ve enjoyed your incredible content. Your authenticity and positive vibes are truly inspiring! Here’s the deal: we’re on a mission to spread the word about our [product/service], and we think you’d be the perfect partner. Your influence and connection with your audience are a match made in heaven. We’ve crafted a super chill affiliate program that allows you to earn while sharing something valuable with your followers. It’s a win-win! If you’re up, let’s jump on a quick call to discuss the details and brainstorm fun ways to collaborate. Together, we can create magic! Shoot me a reply if you’re as excited as we are. Let’s embark on this partnership adventure together! Sending you lots of good vibes! Cheers, [Your Name] [Your Company]

Business Proposal Email

Subject : [Project Name] Proposal to Solve [Pain Point] in [Specific Industry]!

Hey [Recipient’s Name], Thanks for sharing valuable insights during [event name/call/online session] the other day. I was blown away by your take on the problem we’re trying to solve.  As you know, I’m working on a [specific project/venture], and I strongly believe that our combined expertise and resources could take it to new heights. Here’s a sneak peek: [briefly outline the project/venture and its potential]. I’ve also attached a brief proposal to the email and would love to discuss this further with you to explore how we can collaborate and make something extraordinary happen.  I truly admire your work and believe our complementary skills could create magic together.  Let’s hop on a call again or grab a coffee to dive deeper into the details. I’m excited to hear your thoughts and see if we can realize this vision. Looking forward to connecting soon and rocking the [specific industry/field] together! Warm regards, [Your Name] [Your Company]

Email Template to a Company

Subject: Let’s Team Up for a Fantastic Opportunity!

Hey [First Name], I’ve been following your incredible journey and positive impact in [specific industry/field]. I have an exciting proposition that I think we can tackle together. Our [product/service] aligns perfectly with your mission and values; collaboration could create something truly special. I’ve heard amazing things about your team’s expertise and innovative approach. Let’s combine our strengths and explore how we can achieve remarkable results. If you’re open to it, I’d love to discuss the details and potential ways we can collaborate. Together, we can make a meaningful difference in the [specific industry/field]. A brief proposal is attached to this email for context and reference.  Let me know if you’re up for this adventure! I’m genuinely thrilled about the possibilities. Sending positive vibes your way! Cheers, [Your Name] [Your Business Name]

Products/Services Pitch Email

Subject: Elevate Your [Specific Area/Outcome] with [Your Product/Service]

Hey [Recipient’s Name], Thanks for your interest in [product/service]. I wanted to reach out and share something exciting with you. I know you’re looking for solutions regarding [specific area/outcome], and I wanted to tell you that you needn’t waste more time searching for solutions. Our [product/service] helps you easily and efficiently tackle [problem/pain point].  With [unique features or benefits], we’re helping [number of successful clients] businesses like yours to [solve a pain point or achieve a goal]. Clients in [specific industry/field] have been vouching for our solution across the internet. (Check the case studies or testimonials here [link to page])  I’d love to set up a time to chat and explore how our [product/service] can specifically benefit your business. No pressure, just a friendly conversation to see if it’s a good fit. Let’s rock your [specific area/outcome] together! Reply to this email, and we’ll take it from there. Cheers, [Your Name] [Your Company]

Sample Email to Client for New Business

Subject : Is [pain point] bringing you down? I’ve got something useful for you. 

Hey [Client’s Name], [First name] here. I work as a [Your job title] at [Your Company].  I’ve been following you for a while and am truly impressed by your achievements in [specific area/industry]. But I see you constantly writing about [pain point/problem].  Is it something you’re struggling with in your business?  At [Your Company], we specialize in [specific services/products] that solve the [problem] and bring [benefits] to your approach. Our solution is tailored to your unique needs, and we pride ourselves on delivering exceptional results. I’d love to discuss if we can work together and create a winning strategy for your business.  Let’s schedule a call or meeting to discuss the exciting possibilities at your convenience. Looking forward to connecting and helping your business soar! Best regards, [Your Name] [Your Company]

Client Onboarding Email

Subject: Welcome to [Your Company] – Let’s Get Started!

Hey [Client’s Name], Welcome to the [Your Company] family! We’re thrilled to have you on board and can’t wait to embark on this journey together. We want to ensure your onboarding experience is seamless and enjoyable. So, to kick things off, we’ve prepared a detailed onboarding plan tailored to your needs. It includes [specific steps or actions] to keep you running smoothly. If you have any questions or need assistance, don’t hesitate to reach out. Our team is here to guide you through every step of the process, from initial setup to ongoing support. Once again, welcome aboard! We’re excited to work with you and help you achieve great success. Warm regards, [Your Name] [Your Company]

Feedback Request Email

Subject: Your Feedback Matters, don’t keep it

Hey [Recipient’s Name], I hope you’re doing fantastic! We genuinely want to know your feelings about [product/service]. We value your opinion and would greatly appreciate your feedback. Would you be willing to spare a few moments to share your thoughts? If yes, click here to access the feedback form [or provide specific instructions on providing feedback]. Your feedback will be kept confidential, and we’re eager to learn from your experiences. Thank you so much for your time and valuable input. We truly appreciate it! Best regards, [Your Name] [Your Company]

Cold Email for Business

Subject: Connecting with a Fellow [Industry/Field] Enthusiast!

Hey [Recipient’s Name], [Your Name] here, and I couldn’t help but reach out after stumbling upon your inspiring work in the [industry/field]. I found you on LinkedIn and am equally passionate about [industry/field] and have been following your journey with great admiration. Your expertise and achievements are truly remarkable. I wanted to connect and explore potential ways we could support each other. I run a small business/SaaS tool that helps [target audience] solve [pain point]. But don’t consider this as a pitch. I am open to anything — whether exchanging ideas, collaborating on projects, or simply chatting, I believe our shared enthusiasm could lead to exciting opportunities. I’d love to hear your thoughts and see if there’s a chance for us to connect. Let’s grab a virtual coffee or schedule a quick call to discuss this further! Looking forward to hearing from you and connecting with a fellow [industry/field] enthusiast. Warm regards, [Your Name] [Your Company] 

Product Launch Email

Subject: Introducing [Your New Product/Service] – Get Ready to Be Amazed!

Hey [Recipient’s Name], Get ready to witness something extraordinary! We’re thrilled to unveil [Your New Product/Service] – a game-changer in [specific industry/field]. [Your New Product/Service] has been meticulously crafted to address your pain points and empower you to [describe key benefits/outcomes]. We can’t wait for you to experience the remarkable results it delivers. To celebrate the launch, we’re offering an exclusive early access opportunity. Be among the first to try out [Your New Product/Service] and discover its transformative power. Head to our website [or mention other relevant details] to learn more and secure your spot. Don’t miss out on this incredible opportunity! Get ready to solve your [pain point/problem] with [Your New Product/Service]. We can’t wait to embark on this journey with you! Cheers, [Your Name] [Your Company]

5 Business Email Examples

Now that you’ve got enough idea of how to write a business email, it’s time to look at real-life examples. Here are five business email examples to help you get inspired and write compelling business emails: 

Blog Post Promotion Email 

Sending an email every time you publish a blog post or a periodic newsletter containing the latest blog post links can potentially increase your blog traffic and website hits. Many publications use email marketing to share blogs with their subscribers. Here’s how Phantom uses email as a medium to promote blog posts:  

Subject: Everyone needs a little help 🖤 

blog_post_promotional_email

This blog post promotion email is the perfect example of how a business email should sound like. The founder first apologized for being late and shared how the users could benefit from the service. The blog links with images and a brief blurb help the user decide which blog to read now. 

Key Takeaways

  • Add blog links, blurb, and header image to such emails; 
  • Attach a personal note; 
  • Use CTAs in a contrasting tone. 

Feedback Request Email 

Companies often ask for feedback, and a professional email is the best way to instill confidence and get a response. Here’s an email by Lonely Planet asking its subscribers to share their feedback via a survey: 

Subject: Help Lonely Planet map our next chapter 🗺️

feedback_request_email

This short email is like a personal email and makes the reader feel special and valued. The company wants to hear from them via a survey. The 2-minute survey link CTA is prominently visible and entices users to click.

  • Keep your emails short and straightforward; 
  • Write an enticing subject line; 
  • Clear expectations (and time spent on surveys) upfront. 

Lead Magnet Delivery Email 

Lead magnets are critical to building and growing an email list. Sending an informative delivery email instills confidence and clears out expectations. Here’s how EmailDrips delivers its lead magnet on subject lines via email: 

Subject: [ACCESS] 300+ Email Subject Lines

lead_magnet_delivery_email

The simple email does its job pretty well — it delivers the lead magnet and tries to upsell another product. That’s an excellent strategy, indeed. Also, the lead magnet download link is clear, making the email valuable for the receiver. 

  • Add a link to the download landing page to the email;
  • Keep it simple and personal;
  • Add an upsell (or offer) to move the user further into the buyer’s funnel. 

Re-Engagement Email 

Re-engagement emails are sent to inactive customers or subscribers to entice them to come back, check out new products (or services), and engage with your brand. Here’s an example by Tubi: 

Subject: New for you: The Hunger Games Franchise

reengagement_email_example

The email is sent to inactive subscribers, teasing them about the latest release on the platform. The simple business email has movie posters and asks them to stream the franchise for free. This email would’ve acted as a nudge for fans and streaming lovers to start using the service again. 

  • Create a contextual email based on the subscriber’s interests; 
  • Add a single CTA to the emailer; 
  • Offer something (gift, discount, etc.) to increase chances of action. 

Also read: 10 We Miss You Email Template Examples

Follow Up Emails 

Sending a follow up email after you’ve already contacted is a great way to remind the recipients to act. It’s essential to follow up in the business world, and brands do it all the time in a million ways. Here’s an example of a follow-up email by Unbounce: 

Subject: Follow-up invitation

followup_invitation_email

The email is sent to potential affiliate partners and marketers as a follow-up to their first invite. The email feels like a personal follow-up with social proof and benefits for the recipient. The signature also has personal information about the person sending the email for any follow-up questions. This kind of follow-up email works well in a professional setting. 

  • Automate your follow-up emails using marketing automation; 
  • Add a signature and contact email to the email; 
  • Personalize the subject line. 

How to Write a Professional Business Email?

Crafting a professional business email is a skill that’s invaluable in today’s digital age. Your emails should be so effective that the recipient must take the desired action. Here are some tips for crafting the perfect professional business email:

  • Establish a Clear Subject Line. Your email subject line is the first thing the recipient sees. Make it concise yet informative. It should grab the recipient’s attention and give them a snapshot of what the email contains. Instead of “Meeting,” try something more specific like “Scheduling Project X Review Meeting.”
  • Maintain a Professional Tone. Start the email with a formal greeting. While “Hey” might work for a colleague you’re familiar with, opt for “Dear [Recipient’s Name]” in most professional situations. Remember, the tone sets the stage for your entire email.
  • Craft a Concise and Purposeful Message. Keep your email brief and to the point. Remove any irrelevant information and stick to the main idea. If you’re discussing multiple points, consider using bullet points for clarity.
  • Include a Clear Call-to-Action (CTA). Every professional email should end with a CTA. This is where you tell the recipient exactly what you want them to do. A CTA like “Please confirm your availability for the meeting” or “Kindly review the attached report” works well.
  • Maintain a Professional Signature. Close your email with a professional signature. This should include your full name, position, and contact information. This adds a touch of professionalism and makes it easy for the recipient to get back to you.
  • Respect Time Boundaries. While email allows us to communicate 24/7, respecting the recipient’s personal time is important. If you’re sending an email outside of business hours, consider including a note acknowledging this and apologizing (if you’re emailing at an odd hour).
  • Optimize for Clarity and Readability. Many recipients will read your email on their phones, so ensure it’s easy to read on a smaller screen. Break up long paragraphs, use bullet points, and ensure your formatting is mobile-friendly. If an email is hard to read, it will likely be ignored.

Remember, the key to effective business emails is to remember the recipient’s needs. Be clear, concise, and respectful, and you’ll likely see positive results.

  • Pick a business email template that resonates with your brand tone;
  • Always stay professional and use formal language while writing business emails;
  • Pay special attention to the subject line, and don’t be spammy in your emails;
  • Use email marketing software with marketing automation to save time and effort in emailing prospects and customers. 

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10 Tips for Writing Effective Business Emails

Published: Oct 12, 2016

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Have you ever emailed a recruiter about a job and never heard back? While you may have attributed the radio silence to your lack of experience or to bad timing, your email itself might have been the issue. Although most of us regard writing an email as a basic task with no real guidelines, email protocol exists. Your ability to follow it can make or break the impression you give to a recruiter. Of course, email etiquette is not reserved to correspondence with recruiters; it also exists when you’re emailing with clients and co-workers. What follows are 10 easy tips to help you craft a successful business email, no matter whom you’re emailing.

1. Include a Subject Line With Key Words

When writing an email, always include a subject line. This is especially important if you are reaching out to a new contact, who may assume an email marked “no subject” is spam and delete it without opening. Make sure that your subject line references the main point of your email in a succinct way, such as “Inquiry about Internship Openings” or “Marketing Meeting Follow-Up.” Use key words in the subject line, in case the recipient needs to search for the email later to follow up.

2. Have an Appropriate Greeting

At the beginning of your email, use a formal salutation such as “Dear Ms. X.” Be absolutely positive that you get the person’s gender correct and spell his or her name right. Failing to do so shows carelessness on your part and can even offend the recipient, which is a major problem if you are emailing a client or a recruiter. If you cannot find the name of a recruiter online and must use a generic greeting, using “Dear Hiring Manager” is a safe bet.

3. Write Concisely

No one wants to read a page-long email, so keep the body of your message as concise as possible. Use paragraphs often to break up your writing and make it easier to digest. Just because this isn’t a formal publication or research paper does not give you license to forget about proper writing style.

4. Keep It Professional

In that vein, keep your emails professional in style, and make sure you’re not using exclamation points or capitalization excessively. This isn’t texting. Refrain from using smiley faces and other emoticons, unless you have established this type of rapport with the person on the other end.

5. Be Personable

Open your email with a short, considerate statement unrelated to the main purpose of your email. Saying “I hope you had a great weekend” or “I hope this email finds you well” starts your message off on a positive, personable note. Establishing a congenial rapport with the person is important, in case you ever need to ask for a favor down the line.

6. Clarify the Purpose

Be clear about the reason for your email, and propose direct, specific questions that you would like the person to answer. If you have multiple issues you want the person to address, you can always use bullet points or paragraph breaks to ensure nothing gets missed.

7. Say Thank You

Toward the end of your email, make sure to thank the person. Whether you are responding to a colleague who has just given you data you requested, or thanking a recruiter for her time and consideration, this is a critical step and an expectation in email correspondence.

8. End With a Call to Action

Finally, remind the person about the central issue of your email by concluding with a call to action. A simple “Looking forward to hearing from you soon” sets up the expectation that the person must respond to you, and it should help elicit a prompt reply. If you have a matter that needs immediate attention, you can be even more specific in your call to action: “I look forward to hearing from you about a time we can meet next week.”

9. Sign off With Your Contact Information

Once your email is finished, sign off with an appropriate email close, such as “Best” or “Regards.” Make sure to include your contact information—your first and last name, email address, and phone number—so that the person can easily follow up with you.

10. Proofread Your Work

The last and perhaps most significant step is to proofread your entire email. If you skip the editing, you can instantaneously undo all of your hard work. Spelling errors can undermine your intelligence and make you seem careless, which may cause recruiters to discount your email. Everyone makes spelling and grammar mistakes, so take the extra 30 seconds to double check your work and correct any errors, because it can make a big difference. If it’s an important email, copy edit it.

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15 Apps That Will Help You Write Better Prospecting Emails

Leslie Ye

Updated: February 16, 2022

Published: June 14, 2021

Ah, emails.

salesperson uses email apps to write better prospecting emails

Love ‘em or hate ‘em, emails are a crucial tool for communicating in business. Beyond general email communication, sending effective prospecting emails is a skill of its own and can make or break your ability to reach your sales targets.

Thankfully, you don’t have to do it alone. There’s a whole world of email tools, apps, and extensions that make it easier for you to improve your prospecting emails. Check out this roundup of apps to start writing better emails today.

Get Started with HubSpot's Sales Email Template Builder for Free

Best Apps for Email Prospecting

1. hubspot email templates builder.

help writing business emails

Unlock the tools you need to sell better and faster via email with this robust library of templates for each step of the sales process. If you find yourself sending repetitive emails, this free email templates builder can help you quickly draft, optimize, and share effective emails. You also have the option to easily share templates with your team to streamline your organization's workflow.

help writing business emails

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Everyone communicates differently; more importantly, everyone likes to be addressed differently. Crystal is a Gmail extension that aims to help professionals "communicate with empathy.  "

The app provides "personality profiles" for people you correspond with, which include tonal suggestions such as "Stick to the big picture" and "Project boldness and confidence"; writing tips like "Write with short casual language" and "Use data to prove a point"; and personality traits.

In addition, Crystal provides real-time feedback tailored to your recipient and provides brief summaries for all attendees in upcoming meetings. Salespeople, in particular, can benefit from the "Relationships" feature, which predicts how you and your prospect will be able to work together, and communication tips to keep the relationship productive.

3. Detective by Charlie App

help writing business emails

Another relationship management app, Detective by Charlie sends salespeople informative profiles of their prospects before they meet. These profiles include a brief biography of your prospect, links to social profiles, recent news articles mentioning your prospect, your shared interests and hobbies, common connections, and social updates.

Detective is useful for any rep looking to build rapport fast but particularly helpful for high-volume salespeople or those working deals with multiple parties. In fact, HighGround’s sales team has saved thousands of hours researching since adopting the Detective platform.

4. Hemingway Editor

hemingway-app.png

Hemingway Editor is a free online tool that emphasizes readability and correctness. Paste any email into the reader and it will highlight sentences that are difficult to read, passive voice, adverbs, and overly complicated phrases. Hemingway also provides readability ratings by grade level. To get suggestions in real-time, switch to "Write" mode and compose your emails inside the editor.

5. Just Not Sorry

The Just Not Sorry Google Chrome extension will strengthen your writing and remove weak words and phrases such as "I think" and "Sorry."

The extension highlights weak words in your emails in the "Compose" window:

just-not-sorry-before.png

Hovering over underlined phrases reveals quotes that explain why you should avoid the phrase. Not only will your writing be more concise, but you'll also sound more self-assured.

just-not-sorry-hover.png

6. Sortd for Gmail

Sortd lets you organize your inbox into drag-and-drop lists like Trello, but for your email.

After you've read an email, decide which category it belongs in (maybe "Prospecting," "Qualification," Proposal," or "Commitment") and place it there in two clicks.

help writing business emails

You can also keep notes in your inbox. For instance, you might jot down some thoughts during your call with John Doe in Sortd's sidebar "sandbox." Once you've saved those notes, they'll show up every time you're looking at John's contact record.

Sortd also lets you share prospect lists and updates with your team members, making it even easier to work together.

appswritekilleremails_3

Transitioning between my work, personal, and junk emails is time-consuming at best and headache-inducing at worst.

Shift makes these switches seamless. It lets you move across all your accounts — including your inbox, Google Calendar, and Google Drive — with just one click. Yep, you read that correctly.

Also cool: The app lets you customize your notifications and go on auto-mute while you're in meetings.

8. Clearbit

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Ever wish you could look up anyone’s email address from within your Gmail inbox? Well, you can with Clearbit’s Chrome plugin .

Clearbit has an extensive database of email addresses for various companies. With the Chrome plugin, you can easily search for your prospect’s job title, email address, social profiles, and more all without leaving Gmail.

The tools above provide everything you need to effectively manage your inbox and write stronger emails. If you’re looking for tools to support your prospecting efforts, check out the roundup below.

9. MailShake

mailshake homepage

Mailshake is one of the leading email outreach tools for marketers and sales professionals. The software integrates with Gmail, Outlook, and other popular email services and helps you track and manage every stage of the outreach process.

You create a campaign, add the prospects you want to email, then input the copy for your email templates, and design the outreach sequence. Each template can be personalized by inputting data like the person’s name and split test the templates to use the one that gets the highest conversions. Mailshake just released a new AI writing tool feature that helps you quickly create effective outreach templates.

1. Outreach.io

help writing business emails

Outreach is a collaborative sales engagement platform that streamlines prospecting and selling for sales teams of all sizes. This tool offers a suite of workflows including sequences and templates to support prospecting at scale.

Outreach also offers advanced analytics that empowers teams to use relevant data to craft winning messages and activities during the prospecting stage and beyond.

2. SalesLoft

help writing business emails

SalesLoft offers a Prospect package that is perfect for teams looking to generate more leads. With SalesLoft Prospect, reps have access to a suite of tools allowing them to create personalized prospecting experiences in less time.

Users can create prospecting emails, book meetings, and review analytics from within the tool that syncs directly with their CRM .

3. Prospect.io

help writing business emails

Prospect.io gives sales teams everything they need to increase productivity for outreach activities. Notable features include contact list building, email finder and verifier, outbound drip campaigns to keep prospects engaged, and two-way CRM data sync.

Essentially, reps can use Prospect.io to source, contact, and follow-up with prospects from within one easy-to-use tool.

help writing business emails

Have you ever sent a solid prospecting email, or attached important info to an email only to get ghosted with no response? It happens to the best of us. With Yesware, reps can use email tracking technology to see if and when prospects opened their emails, clicked links, and viewed attachments.

Yesware offers valuable insights into which emails perform the best with your prospects so you can perfect your outreach strategy.

help writing business emails

GMass is a mail merge tool specifically for Gmail. With GMass, users can create cold emails and sequences to guide the prospecting process. Notable features include automatic follow-ups, and the ability to send bulk emails from Google Sheets data.

help writing business emails

Lemlist is an email tool that offers impressive personalization of outbound emails. Within Lemlist, users can create custom introductions and CTA’s, embed relevant images, and create follow-up sequences that feel natural and conversational to the end-user.

This tool integrates seamlessly with your email provider and CRM for reliable deliverability of your prospecting emails.

Dialing in your prospecting process with the right resources can make a meaningful difference in your bottom line.

Free Resource: How to Reach & Engage Your Audience on Facebook

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7 Steps to Writing and Designing Emails That Convert The key to success depends on these dos and don'ts.

By Michelena Howl • Dec 14, 2023

Key Takeaways

  • Seven key strategies to improve your email design and copywriting

Opinions expressed by Entrepreneur contributors are their own.

A blank email canvas can be an exciting project, but also potentially an intimidating place to start. Your resources to conceptualize, strategize, write, design and deliver your campaigns can greatly impact your ability to succeed efficiently and understand the effectiveness of your program.

But email messaging is an important tactic to get right, given the impact it has on building customer relationships. According to our 2023 Consumer Trends Index , email remains the No. 1 format for driving sales, with 52% of consumers reporting making a purchase directly from an email. What's more, email outperformed banner ads and SMS by 108%. With that said, email is a proven channel that shouldn't be overlooked in any effective relationship marketing campaign.

So, it's important to dig into email stats beyond campaign performance to see which subject lines , email copy, design and CTAs performed well … and understand why. There are a few key strategies every smart marketer should employ, based on the psychology behind what grabs readers' attention — and the factors leading up to it.

Here are the dos and don'ts of email design and copywriting:

Related: 5 Surprisingly Easy Ways To Get People To Read Your Emails

Do — Make branding a priority

It's easy to overlook one of the most critical elements of design — your branding. Whether you're a startup, a small business or a rapidly growing company, brand consistency is vital. If you don't yet have formal brand guidelines, including key branding areas like colors, fonts, logos and tone-of-voice aligned with your brand, it's time to make some.

Aligning and maintaining brand consistency in your email strategy alongside other media channels is important for readers to be able to easily identify your brand at first glance.

Don't — Forget about good copywriting

Some people will try to tell you no one reads anymore, and with poorly written copy, that could be the case. The best marketing campaigns have clear and concise copy that grabs the attention of the reader and ignites a desire to take the action you have framed up.

If you fall into copywriting pitfalls like using passive voice in place of active, or compounding wordy sentences, you can create a disconnect between what you're talking about and what you're offering. Focus on the problem you're solving for your audience and maintain your brand tone of voice in email marketing.

Do — Leverage psychology to influence action

Our subconscious mind is deeply involved in information processing and affects everything we think, say and do. Tapping into the subconscious mind with your email and marketing campaigns can have a big impact on your conversion rates.

Leveraging psychology to increase conversions and nudge your audience in a specific direction can pay off in a big way. A few impactful examples are:

Fear of missing out: Including offers that expire can motivate someone to do something immediately. For example, saying something like, "You only have 30 days!" makes the reader feel like they might miss out. However, communicating the same 30-day deadline as "You still have 30 days," makes the expiration date seem further away.

Color theory: The right color contrast plays an important role in attracting attention — as long as it maintains readability. Make sure the colors in your email campaigns reflect your brand and drive urgency, but consider the accessibility of different color combinations when making choices.

Emotional imagery: Select pictures that tell a story. Imagery helps crystalize concepts for customers. Email banners, icons and product images can positively reinforce your stories and break up blocks of text.

Related: 8 Simple Email Marketing Tips to Improve Your Open and Click Through Rates

Don't — Bury the lede

When you bury the lede, or, the most newsworthy part of the story, your reader misses critical information. As a result, they can easily lose interest completely. If you have something important to say or an action you want someone to take, don't leave it for the end of your email.

Surface the most important information at the beginning of your email. Echo it in the subject line, the heading and introductory text. This doesn't mean you need to build a big CTA button underneath your first sentence, however. Find a way to strike a nice balance between calling out the most important information, in a reasonable and appealing way for your readers.

Do — Use email templates to your advantage

The layout of your email should be easy on the eyes and optimized for desktops, mobile phones and tablets — which can be easier said than done if you're a small team with limited resources.

A great first step is creating a set of email templates specific to your brand. These templates should be designed with the conversion you want to happen in mind. Sometimes the simplest design can be the most impactful. A one-or-two-column email that contains a branded graphic, copy sections that break up the content and a clear CTA button typically render well on any device.

Do — Practice dynamic personalization

Raise your hand if you've ever seen an email personalization go wrong. Maybe it was the classic personalization tag error where the intended first name displays as "{first name}" or a beautifully tailored email offer sent to the completely wrong person.

When incorrect, personalization can have the opposite effect of what you intended. A good email marketing platform will enable you to extend personalization beyond the typical mail merge fields we all grew to love 15 years ago. Dynamic personalization allows you to use data and insights to send the right message to the right person at the right time.

Don't — Use typography the wrong way

There is an actual art and science to typography. Good typography enhances the experience, draws attention to the information you want to highlight and entices the consumer to learn more. Bad typography gives people headaches.

You don't need to be a trained graphic designer to apply some typography strategies to your email designs. Make sure you stick with your brand fonts. A good rule of thumb is two, maybe three, fonts per email, in a font size that follows accessibility guidelines.

The best email marketing campaigns communicate offers clearly, with a consistent brand look and feel, and a snappy call to action draws readers in. As marketers, we want to make sure our outreach is accessible, relevant and created efficiently. Employing these key strategies will ensure your email marketing campaigns help convert readers to customers and will help you better understand the right levers to pull, and when.

Related: 7 Things You Need to Do to Make Your Email Marketing More Lucrative

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