In this guide, I will break down the components of a business email and how you can write one.
I’ll also share ten sample business emails for different business situations, so you can have a clear example of what a successful business email looks like.
What is a business email?
A business email is any email message sent between individuals (potential clients, customers, etc) or entities for official or professional purposes within the context of a business or organizational setting. They always have a formal tone and come structured in a professional formatting.
Business emails are the lifeline of literally all modern businesses. For example, they serve to market the company’s products and/or services, share information and updates, engage suppliers, and support customers.
Quite the opposite of personal emails, a business email is sensitive and strictly is used for professional and business matters. Think of it like business letters. They are usually short, polite, and have a clear purpose.
Business email format: The main components of a business email and how to write each
Like other types of email, a business email also has various components. This includes:
Business email subject line
The email subject line is the first thing your recipient sees as your business’ email lands in their inbox.
It can make or break the engagement you get. If it is poorly written, your recipient will simply ignore and never open your business email.
The business email subject line is best kept short and to-the-point.
I can’t emphasize the latter point enough. A great way to craft these subject lines is to simply make them about the main point of the email.
You should also keep the subject line short and clear by using between 3-5 words. Avoid using long subject lines as it may prevent your recipients from reading it entirely from their mobile device screen. It can demotivate people from opening your email.
Here are some examples of business email subject lines that will get your emails open:
- “On next week’s webinar…”
- “help us build great features, {{First name}}”
- “[New research] how to boost sales by 30%”
- “Exclusively for {{first name}}: secret to selling more”
- “💴 big savings strategy”
- “Limited offer: premium services at 50% off”
Business email salutation
Use formal greetings, as they make you sound respectful and professional. As a rule of thumb, personalize business email greetings based on the recipient’s name. Some examples include:
“Hello + name,” or “Hi + name.”
These greetings are professional and respectful. This works well for all types of audiences, whether you’re emailing clients, employees, stakeholders, etc.
Never use generic greetings such as “Dear sir/madam” or “To whom it may concern,” as it may give a wrong perspective to your recipients.
Business email opening line
After greeting your recipient, you should start your email with an opening line that hooks the reader and entices them to read on.
For most people and businesses, this is typically the place to introduce themselves; but I found it not very effective.
These opening lines typically say something like, “My name is ……, I am (position held) at (company).” or “I hope this email finds you well.”
These put your recipients off because they can sense the pitch from afar. You do not want that. You want your recipient to look forward to reading your email.
I usually suggest that you make this section about the purpose of the email, as people are more concerned with what you are bringing to their table than who you are. So, creatively weave the purpose of your business email into an opening line that makes them want to know more.
Here are some ways you can do it, along with examples:
- Be direct: “I’m reaching out to discuss the agenda of our upcoming meeting…”
- Ask an intriguing question: “Ever wondered what it would be like to predict and exceed customer expectations at every touchpoint?”
- Make them imagine: “Imagine being able to connect all your Stripe data to your CRM to define your most engage customers and less engaged ones…”
- Be bold and daring: “My team figured how to boost sales by 10% MoM and {{Company}}’s profile seems to fit…”
Then, you can introduce yourself. Here, you can say something like, “I am … from ABC Corp”
The email body
This is where you should back up what you have stated in your opening line. Make sure your recipient has all the details they need to know about the reason for your email.
Also, make sure the body is short and reads fast. The average business person receives about 121 emails per day. So, nobody has the time to read a lengthy email. Brevity adds more clarity.
You should format your email well. My go-to approach is to add lots of whitespace to make the email scannable — so that readers can quickly skim through and still pick up on the main information. Here’s an example:
Keep your paragraphs between 2-3 lines because nobody wants to read a hefty block of text. You can also outline your points using bulleted or numbered lists.
The CTA
To be fair, the call to action is also part of the email body. I’m separating everything here so that I can be thorough in my explanations.
So, the idea behind the CTA is very simple: If you need your recipients to take any action after reading your email, just plainly mention and facilitate it for them.
For example, if you need a reply from your recipient, you can include the CTA by saying “Reply to this email” or “Let me know…”.
If you want them to visit a specific page on your website, tell them to do so and add the link to the page.
Closing and signature
When you are done, you should sign off with an appropriate email closing and email signature. Some examples of email closing include “Best wishes,” “I appreciate your feedback,” “Best regards,” etc.
Then, add your email signature. A professional email signature includes your full name, job title, company name, website URL, and phone number.
Five tips for writing a business email
Need your business email to stand out from others? Here are five business email tips you should consider.
Always keep them scannable
Nobody wants to read a hefty block of text, so keep the body of your email as concise as possible. Use paragraphs that include 2-3 lines and keep space between each paragraph. See how this email is quite easy to read:
This helps to improve readability as your recipient may want to skim through the main message. If you use long phrases and mold all the points together, it makes it hard on their eyes, and they’ll bounce out of your emails.
Use a formal language
When writing a business email, ensure you adjust your tone professionally to suit your audience. Think about your word choices. Avoid using sarcasm, abbreviations, or adjectives that can make you come across as too personal. Never use smiley faces and other emoticons in this email too.
Avoid using casual words or slang as well. For instance, use words such as “Hello” instead of “hey”, “yo”, or “xoxo” help to set the correct tone for a professional conversation.
Note that you can do slide in some informal wordings, depending on what relationship you built with the recipient.
Avoiding jargon or overly complicated terms
You don’t have to exhibit your extensive vocabulary in a business email. Your recipient wants to understand what you’re saying. Your business has everything to lose if your audience fails to understand what you have written.
Writing at an eighth-grade level ensures that your recipient understand well what you are saying. Besides, it can lead to more engagement and prompt your recipient to respond quickly.
In case of doubt, use the Hemingway Editor to make your email readable:
Using proper grammar and punctuation
Nothing screams unprofessional like an email filled with grammatical errors, misused punctuation marks, and spelling.
Also, when your emails are well-written, you are more likely to be taken seriously and as someone of trust.
You can also make use of grammar checkers such as Grammarly if your grammar isn’t that strong.
Using the appropriate email fields (cc, bcc, etc.)
Each email field works for different use cases. If the email is meant for one person, you should use the “To field.” This can be an inquiry email, reminder email, job application email, and more.
Meanwhile, you can use the “CC” field if you are sending the email to lots of people, such as your employees, clients from the same company, etc. This is especially useful if you want to share the company’s news, project updates, and more.
If you are sending an email newsletter to your customers, the “BCC” field will do. You can send the message to your base without them knowing other recipients who have received the same email. This is ideal for any email marketing campaign.
10 samples of business emails
Business emails come in different formats. Here are business email samples you can use for 10 different business communication scenarios.
Business sales pitch email
This type of business email typically works as sales material used by sales reps to convince or persuade customers to buy their company’s line of products.
So, if you are looking for a business email that helps you sell your products, here is the sample you need.
| Subject line: Do better with EcoSaver solar panels
Hi [first name], Have you ever contemplated significantly reducing your company’s energy costs while also becoming a green business leader in your community? We’ve developed a powerful solution to help you achieve just that. My name is [name], and I represent SunnyTech, a pioneer in the solar energy sector. We’ve revolutionized sustainable energy solutions with our latest offering, the EcoSaver Solar Panel system. EcoSaver Solar Panels are an investment towards a sustainable and cost-effective future. Here’s what sets them apart:
I believe a brief discussion could further illustrate how our EcoSaver Solar Panels could benefit your company. Please reply to this email to arrange a call or meeting at your earliest convenience. Looking forward to your response. Best regards, [Your name] [Your signature] |
Business cold email
Breaking the ice between two businesses is one of the most important activities that drive business success. Cold emails are the best communication means to achieve this.
They help to introduce two stranger business representatives in the most convenient and professional way. Here is a business cold email sample.
| Subject line: I read your Twitter thread about your challenges
Hi [name], I recently came across your Twitter thread on the challenges of managing large-scale tech projects, and it really resonated with our team at ABC Company. I especially enjoyed your insight about the importance of predicting potential bottlenecks. I’m [name], and I’m part of ABC Company, where we’re developing a cutting-edge solution that tackles the very issue you mentioned and more. Our specialty lies in creating intelligent project management software that optimizes productivity and ensures seamless operations for businesses in the tech sector. Considering your vital role as [recipient’s job title] at [recipient’s company], I imagine you’re constantly on the lookout for solutions that can drive meaningful improvements in your workflow and project execution. That’s exactly where we believe our company can assist you. Unlike conventional project management tools, our tool uses AI to predict project bottlenecks, optimize task allocation, and facilitate improved team collaboration. The results? Saved time, minimized project delays and overruns, and maximized productivity. Recently, we had the privilege of implementing our solution at renowned tech companies like FutureTech and Innovate Now. We’ve seen up to a 35% increase in their project efficiency and a dramatic decrease in task redundancy. These improvements have allowed these businesses to launch their projects faster to market, helping them gain a competitive edge. I understand your schedule is packed, but would you be open to a 15-minute call next week to explore how our tool could meet [recipient’s company]’s project management needs? Looking forward to the opportunity to speak with you and learn more about your unique requirements and goals. Best Regards, [Your name] [Your signature] |
Business inquiry email
As its name implies, a business email requests information. When writing this email, be clear on what you want.
The recipient must know what you’re asking for and why they must respond to your inquiries. See our example of a business inquiry email below.
| Subject line: Premium organic Coffee partnership
Hello, [name], As part of our commitment to providing our customers with high-quality, sustainable products, we are always on the lookout for unique, organic offerings to enhance our current product lineup. Recently, we stumbled upon your premium organic coffee range and were intrigued by the positive feedback and certifications your product has received. Before proceeding further, we would like to know more about:
We believe that your products could be a great fit for our stores and that a partnership could benefit both parties significantly. We are keen to explore this potential further and would appreciate it if you could arrange for a product presentation at your earliest convenience. By the way, I’m [name], and I am the [Your Position] at [Your Company’s Name], a leading retailer of gourmet foods and beverages in [Your City or Country]. Thank you in advance for your time and consideration. We eagerly await your response and the potential opportunity to bring your organic coffee to our customers. Best regards, [Your name] [Your signature] |
Business follow-up email
If you’ve sent a business email, perhaps an inquiry, to someone and they’re yet to reply, you can send a business follow-up email to remind the person in case they have forgotten to reply. In this example, you will see how to write a business follow-up email.
| Subject line: Recall of new features
A week ago, I reached out to you regarding our latest software update for our business efficiency software, BizMax Pro, but I didn’t hear back. If you’ve been too busy to respond, no worries — we understand how it gets. Our new software update is aimed at addressing some of the most pressing business challenges, such as process streamlining and efficient resource allocation. We’ve received quite positive feedback from the initial clients who’ve implemented it, and we believe that your organization could also greatly benefit from it. I’m eager to share more when you’re ready. I look forward to your response. Best regards, [Your name] [Your signature] |
Business email for partnership
A business email for a partnership email benefits both parties. Think of it like a formal communication sent to propose a partnership between two companies or individuals.
So, it serves as an initial contact to trigger discussions, express interest, and outline potential collaboration opportunities. Here is an example:
| Subject line: [Product] + [Product] synergy idea
Hello [first name], I am writing to explore a collaboration opportunity that could revolutionize the [Industry] landscape. We have been following the work and accomplishments of [recipient’s company], and we believe that our mutual expertise and resources can [shared growth goal]. Our market research and customer feedback have indicated that [recipient’s company] possesses strengths and complementary capabilities that align perfectly with our vision. We envision a partnership that combines our respective strengths, expertise, and market presence to create a powerful force in the [Industry] landscape. We propose a collaborative approach that includes:
We are confident that this partnership will create a ripple effect within the [industry], with great opportunities for both our organizations. My name is [name], and I am the [job position] at [your company]. I kindly request a meeting or call at your earliest convenience to delve deeper into the possibilities and lay the foundation for a fruitful partnership. Thank you for your time. Best regards, [Your name] [Your signature] |
Business email for stakeholders
This email enables your stakeholders to understand the objectives of the organization or other projects you are working on. Note that stakeholders can include investors, executives, shareholders, customers, employees, partners, suppliers, and even government entities. Here is a template.
| Subject line: Your stake in renewable energy
Dear [stakeholder’s name], We are thrilled to share with you our groundbreaking project that will reshape the renewable energy landscape. I am [name], the chief operations officer at EcoPower Systems. Our team has been tirelessly working on a revolutionary breakthrough that will not only redefine our organization’s trajectory but also elevate your stake in the renewable energy sector. We are on the verge of unveiling our latest innovation: the InfinityWave Turbine. The technology harnesses ocean currents to generate clean, reliable, and limitless energy. With this, we aim to disrupt traditional energy sources and establish a new era of sustainability. Here’s what we’ve observed so far:
Given your esteemed position as a stakeholder, we believe you should be among the first to witness the potential of the InfinityWave Turbine firsthand. Therefore, we would be honored to invite you to an exclusive unveiling event where you can experience this game-changing technology in action on [Date] at [Location/Online]. Kindly let us know your availability, and we will ensure you receive a formal invitation with all the event details. Thank you for your unwavering support. We look forward to your presence at the unveiling event and to the prosperous journey that lies ahead. Best regards, [Your name] [Signature] |
Business email reply
This is a response sent to an individual or organization in response to a business email you’ve received. You should customize your response based on the content of the email you received, so be clear on what you want. Right from the subject line, clearly state whether you are interested or not. Here is a sample.
| Subject line: Intrigued by your innovative solutions
Dear [name], Thank you for reaching out and sharing your intriguing proposal regarding your AI solution. I must say that I am highly interested in exploring this further. I would love a demo discussion to get into the functionalities and potential integration of your tech solutions within our organization. Could you provide more details regarding the availability of your team for a virtual meeting? Once again, thank you for considering us as potential partner. Best regards, [Your name] [Your signature] |
Business introduction email
A business introduction email serves as the first point of contact between two people and aims to establish a relationship, explore potential opportunities, and create a favorable impression.
You may need this to introduce yourself or somebody else to an organization for a formal, professional relationship. Here is a sample.
| Subject line: New marketing frontiers for XYZ Corp
Hi [name], I’m here to share a marketing strategy idea that could propel XYZ Corp’s marketing strategies to new heights. I’m [name], and I am a seasoned marketing consultant with a passion for digital solutions. Over the past decade, I have had the privilege of working with leading organizations like Amazon and Samsung, helping them navigate the ever-changing landscape of digital marketing and achieve remarkable results. As I conducted an in-depth analysis of XYZ Corp’s online presence, I noticed the potential to expand your reach and engagement with your target audience. I have developed a comprehensive marketing framework specifically tailored to drive exceptional growth for companies in the [industry] sector. This framework encompasses:
I would love to schedule a meeting with you to discuss how my expertise and strategies can align with your goals and elevate your marketing efforts. Let me know a time that works best for you, and we can arrange a virtual meeting. Thank you for considering my introduction. I look forward to hearing from you. Kind regards, [Your name] [Your signature] |
Business email asking something from a co-worker
This is a handy email for internal business collaboration. If you need something from your colleague or someone with whom you have a familiar professional relationship, this is the email to emulate.
| Subject line: Need assistance: [task/project]
Hi [co-worker’s name], I hope this email finds you well. I am currently working on [briefly describe the task or project] and have encountered a challenge that requires your input. Specifically, I am in need of [specific information, guidance, or resources] to move forward successfully. Would it be possible for us to schedule a brief meeting or have a quick discussion at your earliest convenience? Please, let me know your availability over the next few days, and we can coordinate a suitable time that works for both of us. If you prefer an alternative method of communication or have any specific preferences, kindly let me know, and I will be happy to accommodate them. Thank you. Best regards, [Your name] [Your signature] |
Business email for customer care
Business emails for customer care allow for direct, formal, and documented digital communication with customers or prospects. This includes responding to inquiries, resolving complaints, providing information about products or services, or handling other customer-related issues.
The tone and content of these emails reflect the company’s brand image and values and, therefore, should be handled with professionalism and empathy.
Here is a template you can use.
| Subject line: Your inquiry regarding [product or service]
Dear [name], I am writing in response to your inquiry about our [specific product or service]. My name is [your name], and I am a representative of [your company name]’s customer care team. I understand that you have some concerns/questions about [specific details of the customer’s query]. In response to your question, [provide a detailed answer to the customer’s question, or indicate that you are currently looking into the issue and will respond as soon as possible]. We value your business and want to ensure that your experience with [your company name] is a positive one. If you have any further questions or if there is anything else you need assistance with, please feel free to reply to this email or contact us at [customer service phone number]. Thank you for your patience and understanding. We look forward to serving you. Best regards, [Your full name] [Your signature] |
Key takeaways
- A business email is an official correspondence to employees and external individuals such as stakeholders, clients, and subscribers.
- A business email is short, polite, and has a clear purpose. It’s the same as writing professional emails. You should always make sure you avoid miscommunication as well as grammatical or spelling errors.
- One key best practice you should consider for business emails is to communicate in a professional tone with your recipient.Read our blog post about formal emails to get other professional email examples.
