Writing business emails is not that difficult; there are only a few simple steps to make good email copy. However, it is in the execution where the difference lies, your ability to execute the tips and strategies to write a good copy can make the difference. In this guide, you will learn more about the elements that should be present in a good email, plus we include several examples of business emails that you can learn from.
Examples of Business Emails: Essential Tips
To help you write business emails that gets results, take note of these essential tips:
- Know your audience. By identifying your target audience, you will know how to craft a message that will get a response by determining what tone and style to use during communication.
- Identify your purpose. There are a wide range of types of business emails that you can send, each of them serve a different goal and are written accordingly.
- Always keep your tone professional but friendly. Never ever use all caps when writing.
- Keep your paragraphs short. Emails are designed to be easy to read, so make sure the paragraphs are organized and easy to digest.
- If you are attaching files or documents, make sure to reference it in the email body.
8 Best Examples of Business Emails
If you are a business professional, writing emails is part of your job and you will likely be sending or receiving a lot of emails on a regular basis. While you might not give a lot of thought to this process, you should. The next time you send a business email, you can use the examples below as a guide to write your own, always with the intent of your email in mind.
Sales Email Template
Sales emails have a specific purpose. It is designed to capture the attention of the reader and to build a relationship. Once that relationship is established, your next goal is to land a sales meeting or to start a conversion.
This type of email is typically sent to busy individuals. Therefore, keep it straight to the point. Make sure that you focus on the goal and convey that accordingly in your email.
Hi [Name],
I hope that this email finds you in the best of spirits.
My name is [insert name] and I am the founder of [company name]. We work with [insert industry here] to help them stay connected with prospective customers.
The [insert product or service] is developed for [insert target customers here]. Our customers who’ve used our product have reported [insert results]. You can check out our website to read more about testimonials from our former clients.
Is it possible to schedule a 15-minute call with you? We would like to further discuss the benefits that our products can bring to your company.
Let us know the most convenient time for you to make this call.
Best,
[Name]
Follow Up Email (for Sales)
This email is designed to follow up on a previous email that you sent to prospective customers. This should be properly formatted to ensure that you maintain professionalism when reaching out to your sales contact. Make sure you give adequate time in between emails before you send a follow-up, that way, you do not annoy the recipient with your constant emails.
Here is a template that you can follow when writing this type of email:
Hi [first name],
I am writing to follow up on our previous correspondence. It was great learning more about your company and your goals during our previous meeting.
As [position] of [company], I understand you have a busy schedule, so this will be quick.
We cater to many professionals like you and we’ve cracked the code to help overcome their issues with [cite challenges or problems]. Are you having the same issues with your company?
If there are any aspects about [insert product or service here} that you need more clarification on, don’t hesitate to let me know and we can take a fresh look at how to resolve the problem.
I’d be very happy to have another chat soon.
All the best,
[sender’s name]
Business Introduction Email
A formal business introduction email is designed to introduce your business to prospective customers and clients. You can use it as an opportunity to offer your products or services. This is a formal email template that is sent to persons or businesses that inquire about your company. You can adjust this template to suit the nature of the inquiry and the type of business.
Dear Mr. [insert name],
I would like to introduce our company, [insert company name], which has been in the business of [insert business type] for the past [number] years.
We have an established track record and our products deliver optimum customer satisfaction. Our products are available at competitive prices without compromising quality.
We would like to offer you [insert product] for your [business]. If you would like to discuss what solutions we can offer, please do not hesitate to get in touch with us. We would be happy to discuss how we can help your business thrive in more detail.
We look forward to having a fruitful working relationship.
Sincerely,
[insert name] of [company name]
Formal Request Email
A formal email request is any type of professional email that is sent out to prospects about a given topic, especially when they are not expecting to receive the email. You can use the following example to have an idea on the right approach to use when writing this email.
Dear [name],
I am writing with regards to the current status on [insert project name]. I have a few questions, which I hope you could address.
First of all, can you provide an update on where you are in terms of progress with [project name]? I would appreciate it if you could let me know if there are any issues and what the proposed solutions are, if any.
If you do have a copy of the latest project update report, I kindly request you to forward us a copy so I can have a look at it. Can I expect this report to be sent within the next 24 hours?
I would highly appreciate it if you could deal with these matters urgently.
I look forward to hearing from you.
Sincerely,
[name] of [company]
Formal Response Email
On the other hand, if you are on the opposing end of the email communication in terms of the request sent above, you need to know the proper way to respond to that email. Here is a template that you can copy or learn from.
Dear [name],
With reference to your previous email regarding the status update on [project name], I have attached the project report in this email. Kindly have a look at it and let me know if you have any feedback.
I can also confirm the following:
We have completed stage 2 of the [project update] and we are currently preparing for stage 3. On a whole, the progress of this project is going as planned. We encountered minor issues with [insert issues]; however, this is common and we were able to fix it with [insert solution].
Rest assured that we are confident that any other issues that come up will be resolved promptly and it will not impede the overall progress of the project.
I hope this answers your questions. If you have any more questions, feel free to send me an email.
Best,
[insert name]
Feedback Email
This type of email is usually sent to a colleague or subordinate at work. It is meant to communicate any feedback on a certain project that you may or may not be working on together.
Hi [name],
I hope you are well.
As you requested, I have read your report on [insert project]. Overall, I am very impressed with the progress you have made so far, especially in terms of your ability to stay within schedule.
I am impressed with [insert feedback here]. However, I noticed that [insert issues or constructive criticism here]. Can you look into this?
Otherwise, I am very pleased with the work that you’ve done so far. I just think with some minor changes, it could be even better.
Get in touch with me if you want to go over my suggestions.
Take Care,
[name]
Complaint Email
This is a type of email that is sent by professionals when there are certain issues that need to be addressed. The following is a template that you can use when writing this email.
Dear [insert name],
I wish to draw your attention regarding an issue we had with a recent order placed on your company.
We received the orders two days later than agreed, which resulted in a delay in our operations. Not only that, many of the components received were damaged or would not work even if we followed the instruction manual.
As is normal, we reached out to your Customer Service team and they promised to replace the damaged components. It has been two days since the communication was made and there are no updates yet on whether or not the replacements have been sent out, or when we can expect it.
We have been a customer of your company for more than 5 years now. This is the first time that we have had issues like this. However, it is severely impacting our production and operations at the moment. We are hoping that the resolution of these issues will be expedited to avoid further delays.
Can you provide an update for me within the day and inform me on how you plan on resolving this matter?
Sincerely,
[insert name]
Apology Email
The above email template is designed for business correspondence dealing with complaints or certain issues. This one, on the other hand, is designed for those on the receiving end of the above email. Make sure you know how to properly construct this email to reflect your sincerest apology.
Dear [insert name],
I hope you are doing well today. First off, I want to sincerely apologize for the issues that you raised in the email you sent today.
As a customer of ours for many years, we value you and you can rest assured that we will sort this issue out as a matter of urgency. I have already spoken to the Customer Service team about the way they handled the matter and we can rest assure you that this will not happen in the future.
With regards to the replacement request, I have already asked our team to reach out to you with regards to the specific components that had issues. This will help our team to prepare the replacement to be sent out to you.
As for the delay in the delivery, we apologize on behalf of our partner courier. The issues were on their part and not ours, but we have forwarded the issue so they can also prevent the same from happening in the future.
I do hope that this situation has not damaged your confidence in working with us.
Once again, we apologize for any inconvenience this has caused. Please accept our apologies and let us know if you have any other concerns.
Sincerely,
[insert name]
Conclusion
Writing business emails is different from writing personal emails. You need to maintain a certain level of professionalism since you will be representing your company or business. It is also important to cover only one item, request, or task per email to avoid overwhelming the recipient with information. Use the examples of business emails above to create emails that get results. Make sure to tweak these templates according to your business needs, and don’t forget to add your personal touch to it.