Email is the most popular form of communication between employees and clients in the workplace. Writing a clear, concise email is one of the most important skills you can develop to establish company connections, communicate successfully with clients and potential consumers, and increase adoption of your content, site, or product page.
Throughout your career, you will have the opportunity to write many business emails. Whether you're following up on a prior purchase, sending a cold email to an influencer, or spreading product launch messaging, learning how to write business emails for each situation is essential.
However, an effective business email is not easy to draft. It requires proper structuring to ensure it conveys the right message and looks professional. In that case, having access to email writers and customizable templates have become indispensable tools for professionals who are trying to achieve this goal.
Many people who are new to email marketing search for business email samples online to get their ideas flowing. In this article, we’ll go over 17 business email samples and learn the format of business email templates to help you draft a professional email.
What is a Business Email Send Format?
A business email is an email message sent between individuals and businesses to share a variety of messages. It frequently adopts a professional tone and format. They may be applied to communicate with clients, customers, suppliers, coworkers, and other stakeholders, as well as for tasks like:
- Sending enquiries,
- Placing orders,
- Scheduling meetings,
- Delivering updates, and
- Exchanging important details connected to your business.
A typical business email has elements such as:
- A clear subject line,
- A formal greeting,
- A clear and concise message,
- A professional closing,
- An email signature typically features the sender's contact information, company name, address, phone number, and occasionally a link to book an appointment with them.
Business emails are an important communication tool in the corporate sector because they convey the right message to the right individual in an appropriate tone. You can send them as a single cold email or create an email sequence that will help your loyal consumers consider you as a trustworthy and worthwhile brand to invest in.
Neo's Smart Write feature helps you easily draft a business email. It is a tool that can help you write professional business emails based on tonality and format length. You can customize the email draft, and it also allows you to create a dedicated signature that will reflect professionalism.
17 Business Email Samples
To get things moving, you need to write compelling business emails. Here are some compelling business email samples and email writing examples that will help you communicate clearly and effectively.
1. Professional Introduction Email
Subject: Professional Introduction – [Your Name], [Your Company]
Dear [Recipient’s Name],
I hope this message finds you well. I am [Your Name] from [Your Company Name]. I recently learned about your work on [specific project/achievement], particularly [brief detail]. I especially appreciated the way you approached [what you liked], which resonated with our values at [Your Company].
At [Your Company], we prioritize [core service/product]. As [Your Position], I handle [brief responsibility description], and I believe there is a significant opportunity for collaboration in [specific area].
Would you be available for a quick call to discuss this further? I would love to explore how we can work together to achieve mutual goals.
Thank you for your time, and I look forward to connecting soon.
Best regards,
[Your Name]
[Your Position, Company Name]
[Contact Information]
2. Follow Up Email
Subject: Follow-Up: [Your Name] from [Event Name]
Dear [Recipient’s Name],
I hope this message finds you well! It was a pleasure meeting you at [Event Name], and I especially enjoyed our discussion about [specific topic].
Are you available for our coffee meeting on [Day, Date] at [Time]? If that doesn’t work for you, please suggest a time that better fits your schedule. If you are open to having a virtual meeting, I am comfortable with that as well. Kindly let me know a time and channel that works well with your schedule.
I’m looking forward to continuing our conversation and exploring potential opportunities together.
Best regards,
[Your Name]
[Your Position, Company Name]
[Contact Information]
3. Email Asking for Referrals
Subject: [First Name]: Introduce Me to Someone from [Company/Event/Industry]
Hello, [Recipient's Name],
I hope this message finds you well! It’s been a long time since we last connected, and I wanted to reach out.
I’m contacting you regarding potential referrals for [specific product/service/industry]. Given your extensive network, do you know of any individuals or organizations that would benefit from [brief value proposition]?
Any recommendations you could provide would be greatly appreciated. Thank you in advance for your consideration!
Best regards,
[Your Name]
[Your Position, Company Name]
[Contact Information]
Subject: Got a Minute? Improving [Specific Area/Outcome] For You
Hi [Prospect’s Name],
Your recent [post/article] on [platform] about [specific challenge] piqued my interest. At [Your Company], we've assisted businesses like [Competitor/Industry Leader] to:
- Increase [metric, e.g., ROI] by [X]% in [timeframe].
- Reduce [pain point, such as operational costs] by $[Y] annually.
- Achieve [outcome, such as 99% customer satisfaction] within [Z] months.
Our [product/service] is specifically tailored to address your concerns about [mentioned pain point].
Let's set up a quick call to discuss how these results might apply to [Prospect's Company].
Best regards,
[Your Name]
[Your Company]
[Contact Details]
Subject: Confirming [Specific Event/Arrangement/Meeting]
Hey [Recipient’s Name],
I hope you’re doing well! This is a quick email to confirm the [specific event/arrangement/meeting] as previously discussed.
I wanted to ensure we are all on the same page and that everything is set. I’m looking forward to [describe the expected outcome or purpose, e.g., our discussion, collaborating on the project, etc.].
Please feel free to contact me if you have any last-minute questions or require additional information. See you soon!
Best regards,
[Your Name]
[Your Position, Company Name]
[Contact Information]
Subject: Important Announcement: [Employee Name]’s Promotion
Dear Team,
I am pleased to inform you that [Employee Name] has been promoted to [New Position], effective [Start Date]. [Employee Name] has been instrumental in our growth mission since the beginning, demonstrating [key qualities/achievements] throughout their [X years/months] with us.
In their new position, they will be accountable for [brief description of new responsibilities]. This promotion reflects their hard work and dedication, and I am confident that they will continue to excel in this new role.
Please join me in congratulating [Employee Name] on this well-deserved promotion. Your support and encouragement will mean a lot to them as they transition into their new responsibilities.
Best regards,
[Your Name]
[Your Title]
7. Guest Post Outreach Email
Subject: Let’s Team Up for a Guest Post!
Hey [Recipient’s Name],
I hope this message finds you well! I'm [Your Name] from [your website/company]. I've been following your outstanding content on [specific topic/industry], and I want to commend you on the excellent work you’re doing.
I'm currently working on an exciting project related to [topic], and we should collaborate on a guest post. I have been writing about [industry] for [number of years], and my blog has [number of readers/subscribers].
Would you be interested in discussing some intriguing topics for a guest post on your platform? I believe our collaboration could provide valuable insights to our audiences.
I’m looking forward to the opportunity to work together!
Cheers,
[Your Name]
[Your Company/Website]
[Contact Information]
8. Affiliate Partnership Email
Subject: Affiliate Partnership Opportunities with [Your Company]
Hello [Influencer's Name],
How is it going? I hope you are having a great day!
I am [Your Name] from [Your Company]. We have been impressed by your engaging content and the genuine connection you have established with your audience.
We're reaching out to propose an affiliate partnership for our [product/service]. Our program provides competitive compensation while adding value to your followers.
Would you like to talk about this opportunity further? We’d be happy to set up a call to discuss potential collaboration ideas.
Cheers,
[Your Name]
[Your Company]
[Contact Information]
9. Business Proposal Email
Subject: [Project Name] Proposal for Addressing [Pain Point] in [Specific Industry]!
Hello [Recipient's Name],
Thank you for your insightful remarks at our recent [event/call/meeting]. Your perspective on [specific topic] was truly eye-opening, and I believe our combined expertise can significantly benefit this venture.
Following our discussion, I created a proposal for [Project Name] that aims to [brief project description]. Here are some key points:
- [Brief outline, point 1]
- [Brief outline, point 2]
- [Brief outline, point 3]
I've attached a comprehensive proposal for you to review. Are you available for a meeting to discuss this further? I’m excited to explore how we can collaborate on this opportunity.
Thank you for your time and attention.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
10. Lead Magnet Follow-up Email
Subject: Do Not Miss Out on Our Free [Lead Magnet Type]!
Hey [Recipient's First Name],
I hope you’re doing well! I noticed you did not download our [lead magnet name], and I believe you will truly benefit from it. So, I’m re-prioritizing it in your inbox.
Click here to download it for free (really!)
We hope you enjoy it!
Regards,
[Your Name]
[Your Position]
[Your Company]
[Phone Number]
[Professional Business Email Address]
11. Pitch Email Example for Products/Services
Subject: Improve Your [Specific Area/Outcome] Using [Your Product/Service]
Hello [Recipient's Name],
Thank you for your interest in [product or service]. I'm writing to discuss how we can meet your needs in [specific area/outcome].
Our [product/service] enables you to easily and efficiently address [problem/pain point]. Here are some key features and benefits:
- [Key feature/benefit 1]
- [Key feature/benefit 2]
- [Key feature/benefit 3]
We've helped [number] businesses in [specific industry/field] achieve [specific objective]. You can see our case studies and testimonials here: Case Studies.
I would appreciate the opportunity to chat about how we can tailor our solution to meet your specific requirements. Would you be available for a brief phone call next week?
Thank you for your time, and I look forward to working together!
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
12. Client Onboarding Email
Subject: Welcome to [Your Company] – Let’s Get Started!
Hey [Client’s Name],
Welcome to [Your Company Name]! We are thrilled to have you join us and are dedicated to ensuring a smooth onboarding process.
Your personalized onboarding plan contains the following key steps:
- [Key Step/Action 1]
- [Key Step/Action 2]
- [Key Step/Action 3]
Our team is available to assist you at all stages of this process. If you have any questions, please do not hesitate to contact your assigned account manager, [Account Manager's Name], at [contact information].
We look forward to helping you succeed!
Warm regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
13. Sample Email to Client for New Business
Subject: Is [Pain Point] Bringing You Down? Here’s Something…
Hey [Client’s Name],
This is [Your First Name]. I am a [Your Job Title] at [Your Company].
I've been following your work for a while and am thoroughly impressed with your accomplishments in [specific area/industry]. However, I’ve noticed that you frequently write about [pain point/problem]. Is this something you're struggling with in your business?
Over the past three years, we have helped [Number] businesses just like yours by solving [problem] and making [impact].
I’d love to discuss how we can collaborate and develop a winning strategy for your company. Let’s set up a call or meeting at a time that works for you.
I’m excited to connect with you and help your business grow!
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
14. Feedback Request Email
Subject: Your Feedback is Important; Do Not Keep It Bottled Up!
Hello [Recipient's Name],
I hope you are enjoying your time with [product/service]. We truly value your opinion and would be grateful if you could share your thoughts with us.
Please take a moment to provide your feedback using the following link: [Link to a feedback form].
We are particularly seeking feedback on the following areas:
- [Area 1]
- [Area 2]
- [Area 3]
Rest assured, your feedback will be kept secure and will have a direct impact on our future improvements.
Thank you for your time and valuable insights!
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
15. Cold Email for Business
Subject: Professional Connection Request
Hey [Recipient’s Name],
I'm [Your Name], and I've been keenly following your insights into [industry/field]. I am equally passionate about [industry/field] and found you on LinkedIn.
As a fellow professional in this field, I would love to explore various ways we could collaborate or share insights. My background includes:
- [Brief relevant experience/achievement #1]
- [Brief relevant experience/achievement #2]
- [Current position/business focus]
I believe our common interests in [specific industry/field] may lead to mutually beneficial opportunities.
Would you be available for a brief phone call to discuss our professional experiences and potential collaborations?
I am looking forward to the possibility of connecting with you!
Warm regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
16. Product Launch Email
Hey [Recipient’s Name],
We're excited to introduce [Your New Product/Service], a game changer in [specific industry/field].
[Your New Product/Service] has been meticulously designed to address your pain points and enable you to [describe key benefits/outcomes]. We can't wait for you to see the remarkable results it produces.
As a valued customer, you have exclusive early access. Visit [website/link] for:
- Learn more about [your new product/service].
- Access special launch pricing.
- Secure your early adopter benefits.
This offer is valid until [date]. We look forward to hearing your thoughts on this innovative solution!
Cheers,
[Your Name]
[Your Company]
[Contact Information]
17. Corporate Email Samples
Subject: [Topic] - [Brief Description], e.g., Project Launch - Expectations from Phase 2
Dear [Recipient's Name],
I hope this email finds you well. I'm writing to [brief purpose of the email, e.g., provide an update on the project launch and outline the expectations in Phase 2].
Background:
[Give a concise background or context for the email topic, e.g., As we move forward with the project, it’s essential to clarify the roles and responsibilities of each team member.]
Key Points:
- [First main point, e.g., Overview of project timeline and milestones.]
- [Second major point, e.g., Specific responsibilities assigned to you.]
- [Third main point, e.g., Expected outcomes and deliverables for Phase 2 of Project Launch.]
Next Steps:
[Outline any necessary actions or next steps, e.g., Please review the attached document and prepare for our upcoming meeting on [date].]
If you need any additional information or clarification, please do not hesitate to contact me.
Thank you for your attention to this matter.
Best regards,
[Your Name]
[Your Position]
[Your Company Name]
[Your Contact Information]
Conclusion
Creating successful business emails from scratch is not always the most efficient use of your time. Using a small business email send format can help you simplify communication while maintaining a consistent professional tone.
These templates allow you to cover all necessary points efficiently while reducing the risk of errors or omissions. Begin using small business email samples today to increase your productivity and professionalism.
The templates can help you write formal business emails with the right language and tone without wasting time brainstorming sentences and finding professional and corporate-suited synonyms.
Frequently Asked Questions (FAQs)
1. Which is the best email for a small business?
To maintain professionalism, the best email address for a small business is one that contains your company name, such as yourname@companyname.com.
2. How do you compose a simple business email?
Begin with a clear subject line, use a formal greeting, be brief, and conclude with a professional closing and contact information.
3. What is an appropriate opening for a business email?
A good opening is, "Hi [Recipient's Name], I hope this email finds you well," which is both polite and positive.
.svg)