How To Write A Good Business Email

Business Email Examples You Can Copy And Paste

Writing an Effective Business Email

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 isnt 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.

Ive also included proven tips for writing emails that get opens, clicks, and responses at the end of the post.

To help you level up your email game, heres a bonus PDF with email templates weve used to generate multiple million dollars in revenue:


Greet The Email Recipients

At the beginning of the email, take the time to write a greeting to the recipients. Whenever possible, personalize the email by including the recipients name. This will make your greeting seem more real. It also shows people that someone has taken the time to be more personal and not just send out the same email to thousands of people.

Before You Click Send

Proofread and check your email for grammar, spelling mistakes and any words you are unsure about, including the correct spelling of the recipients name. After all, you want to create a good impression and sound professional!

Be aware that there are some differences between British English and American English spelling. For example, words such as favour, colour and centre are spelled favor, color and center in the US.

To check punctuation, reading your email aloud can be effective. This will help you decide where you might need to add or remove marks or break up long sentences for clarity.

If you have a really complex issue to discuss, it may be easier to pick up the phone and talk to someone instead of sending an email, then follow up with a summary email afterwards so that everyone has a record of the conversation.

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Write About The Other Person

Although you should introduce yourself by stating your name and position near the beginning of the email, your opening paragraph should focus on the recipient. You will be more likely to capture their interest if you open with a compliment. You could mention something specific about their work that you like or that you admire their organization. Beginning with a mutual interest is a good way to engage someone, such as attending the same school or growing up in the same area.

Have A Compelling Subject Line

2 Easy Ways to Write Business Emails

Subject lines can make or break your emails success. Its often the deciding factor on whether someone will open your email.

Unfortunately, a lot of people struggle with this part.

Take a look at this example:

This particular subject line is vague, indirect, and does not hint to me at all what the content of the email will be about.

The result? I might delete or ignore it altogether.

Heres a better option:

Its descriptive, specific, and tells me that this is an introduction.

Subject lines are especially important if youre reaching out to someone for the first time. The recipient doesnt know who you are, and can only judge you from your subject line.

Even if youre sending emails internally at your company, it still pays to write a great subject line so your recipient has an idea of what to expect. Like any busy person, your teammates receive a ton of emails every day, and would certainly appreciate the extra effort of a descriptive subject line.

So, how do you write agood subject line?

Be clear, direct, and describe the content of your email. Dont be afraid to take up the whole subject line. Here are some goodexamples of subject lines:

  • Monthly Marketing Meeting
  • FYI/Informational
  • Survey to Complete | Will Take 2 Minutes
  • suggested I reach out to you
  • Im going to be in town next Tues – are you available?

If youre sending a promotional email, avoid deceptive subject lines like:

  • RE:
  • Order confirmation
  • Account Status

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Craft A Compelling Subject Line

The subject line is the first thing your receiver will see in the inbox. This one line determines if they will open your email or not, so dont overlook its importance. It should determine what you intend to communicate in your email and act as a preview of the body. At the same time, it needs to be persuasive to intrigue the receiver into opening the email.No matter how well your email body is structured, if the subject line fails to catch their attention, your email might be left unopened, and thats not what we want. So, here are some subject line tips for a professional email:

  • Keep it shorter than 60 characters. Going beyond this might trim the subject line in the inbox.
  • Make it crisp and to the point, without turning around words.
  • Highlight the purpose of your email in one sentence.
  • Avoid being vague, be as specific as possible.
  • Use the receivers name as the first word to make it more catchy.

For example, if you want to reschedule a meeting, instead of writing Request to reschedule, you can write }, can we please reschedule the meeting?Or, if you want to remind someone of an important task, instead of writing Reminder, you can write Reminder: Please send the list by 10.30 pm.

How Not To Write A Business Email

Whatever you do, dont do this


Im just wondering about a possible meeting being set up. What it is, dont worry about it, but could we, like, arrange something maybe? No rush!

Hey did you see Eastenders the other night? I love it, its AMAZING.

Anyway, yeah, cool. Speak soon, if you want. Dont worry if not.


The opening is clearly too informal and impersonal if you dont know the name of the recipient use To whom it may concern or Dear Sir/Madam.

However, if you do know the name of the recipient, use it. Dear Name as by not doing so youll seem ignorant. After all, youre meant to be building a professional relationship with the person in question.

The opening paragraph is too casual, informal and unprofessional. And, crucially, theres no thank you for responding to the initial email.

The second paragraph is a poor attempt at adding a personal touch. As long as youre professional, courteous and polite, theres no need to throw anything like this in. Yes, its email, not a letter but there is no reason or excuse for letting standards drop, or giving the wrong impression.

The third paragraph is far too casual and indecisive, leaves too much room for doubt, and suggests someone easily placated and generally not all that bothered. And emoticons are a definite no-no.

Cheers! is best avoided, unless youve already developed a long-term relationship with the recipient. Even then, its not ideal in a business capacity.

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How To Write Better Emails At Work

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Where your work meets your life. See more from Ascend here.

Is writing a bad email going to ruin your career? No. But learning the unspoken rules for writing professional emails can improve how competent you appear in the eyes of your colleagues. In this HBR collaboration with YouTube creator Jeff Su, youll learn how to better organize your email communications and avoid typical rookie mistakes.

0:00 Why bother with email etiquette?1:19 Include a call to action in subject line2:13 One email thread per topic2:48 Manage recipients3:27 Start with the main point4:30 Summarize in your reply5:10 Hyperlink whenever possible5:38 Change default setting to Reply 6:06 Change undo send options


JEFF SU: OK, real talk. Making email etiquette mistakes in the workplace its not going to capsize your career. But learning the unspoken rules of writing professional emails will affect how competent you are perceived to be in the eyes of your colleagues.

Again, this is a standard setting you can play around with in all of the email apps. Instead of the default five seconds undo send, for example, update to 30 seconds for good measure.

  • JS

Use Case : After Leaving A Voicemail

How to Write a Business Email

There are multiple scenarios in which you’ll likely find yourself leaving a prospective customer a voicemail or two. But similar to email, just because you leave a voicemail doesn’t mean your prospect will respond.

For the best chance of receiving a response, you can send a sales follow up email once you leave a voicemail. The best part? This type of follow up email has an 80% response ratewithin 24 hours.

Hi ,

I just called to .

In my voicemail, I mentioned that Ill try you again on , but feel free to reach me whenever works best for you at or shoot me an email.

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Tell What Action Is Needed

Weve given a purpose and details, so now we need to tell the recipient what action they need to take. Lets look at two possible endings for the body paragraph. This first one is not a good option:

Let me know what you think.


Its not good because its not clear. Yes, its short, but it doesnt say exactly what James needs to think about or what he should respond . Lets try again:

Please let me know via email ASAP if you can participate. If you can attend, please include any recommendations you have for the refreshments and an outline of the materials youll need to give your feedback.

Look forward to hearing from you, Joe

So between these two options, which one makes the next action clear? Obviously the second example. It tells James exactly what he should do next, and ASAP tells him to respond right away.

Remember: When you write the body paragraphs of your email, always include three parts: your purpose, useful details, the next action needed. Do those three things, and you will write a good business email.

Use Case : After You Send A Follow Up Email

Just because you follow up with your prospective clients once doesn’t mean they’ll respond. However, that also doesn’t mean you should give up. By sending more follow up emails in situations where you feel it’ll be worth it that are simple, short, and useful, you might just get that response you’re looking for. Persistence pays off when it comes to sales follow up emails.

Hi ,

I wanted to get in touch to see which of the 10 Ways youre using to boost your sales teams productivity . If you havent implemented these techniques yet, Id love to help you get started. Are you available for a 30 minute call on ? Just let me know what works best for you. I look forward to hearing from you!

If that email doesn’t work, you can try sending a third follow up.

Note: If your prospect does want to set up a meeting, you can save time and use HubSpot’s Meeting Scheduling Software so your prospects can book time on your calendar.

Hi ,

I know how busy you must be managing your team and helping them increase sales . I hope the resource I sent you about boosting your sales productivity was helpful, and that you can share it with the rest of your team. Here it is again in case it got lost in translation. Would you have time for a call on or ?

Let me know what works best for you, or if you have any conflicts with those times. Id be happy to work around your schedule.

Hi ,

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Business Emails Examples Iii: Approving Application For A Different Position

Dear Mr. Frank,

Thank you for applying for the opening in our company and sending your design samples. I have reviewed your style and thought about the issues you raised during our last discussion, especially your reluctance to create new design samples for our evaluation. Since then, I have received new design samples from more than ten candidates, lending credence to their works.

Eventually, I have concluded that your samples are not enough to help me reach a conclusion about you. So, we now have a new Chief Designer for our company. However, I would be happy to work with you on contract basis if you agree to this.

Thanks again, Frank, for your interest in our company.


How To Write A Great Professional Email In 5 Easy Steps

Email Writing Examples

Anastasia KryzhanovskaSenior Content Manager

Anastasia is a content marketer and manager with a strong IT background, passionate about storytelling and SEO. She likes creating high-quality content and helping others develop their skills. Besides work, she loves traveling, extreme sports, and reading fantasy books.

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Lets think of a professional email as a product kit.

When you assemble a piece of Ikea furniture, you dont create every part from scratch. You just connect the parts to one another and voila! Your fashionable new table or wardrobe is complete.

The same goes for a professional email.

When you send typical messages every day to welcome, inform, follow up, and report your main task is to prepare the parts youll use and possibly adjust in advance so that every message takes just two or three minutes to construct.

Lets see how it is done!


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Do A Final Spelling And Grammar Check

Youre almost there dont mess up at the last stretch.

Imagine spending time crafting a perfect message, only to be ignored because the email riddled with spelling and grammar errors.

Heres how you avoid this: Once you finish drafting your email, copy and paste it into Microsoft Word or Google Docs to give it a quick grammar, phrasing, and spelling check.

Alternatively, you can also use free checkers likeGrammarly to automate the process while youre drafting.

In addition, read the message out loud to make sure the sentences arent too long, sound clunky, or robotic. You want your email copy to sound human.

All of these tips help the reader focus on your message, not the other elements of your email.

Treat Subject Line As The Summary Of Your Email

When you have to send an email, the first thing you need to deal with is writing a powerful subject line. Its the first thing that your recipient sees, and any email with a poor or no subject line may get deleted or end up in the spam folder.

Thus, you may require an extra minute to think and write it. The easiest way to prevent your subject lines from being general or vague is to treat them as headlines. All you have to do is summarize your email in a concise yet informative manner.

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