Effective Business Email Guide: Format and Examples

With their formal language and business-focused nature, business emails can…

With their formal language and business-focused nature, business emails can be challenging to write. They have to be crafted in a way that’s appropriate for the company and recipient. A typical example of business email is a business introduction email.

When writing a business email, it is essential to be professional and keep it short and to the point. The example of business email in this article will give you an idea of how to craft compelling business emails.

What is a Business Email?

A business email is a correspondence you send on behalf of an individual or company you work for. Such emails are used to communicate with a prospect, customer or with someone you work with.

They pass information and updates, promote products, support customers, manage complaints, and engage suppliers. A good business email should be easy to understand, polite, and to the point.

Format of a Business Email

Writing a business email is a massive part of effective communication. A business email aims to establish a professional and courteous relationship with contacts.

A typical business email follows a formal email format and uses a professional tone. There are five core parts of a business email, including:

1. Subject line

The subject line of your email should quickly and concisely sum up the purpose of the email. It should be short and catchy enough to hook the reader. The subject is the first thing people will read; it’ll help them make a decision whether to read till the end or not. So, use only necessary words to get your point across.

2. Formal greeting

The greeting sets the tone for an email. It aids in establishing respect and setting boundaries. Keep your greeting professional if you’re addressing someone unfamiliar to you. Using the salutation ‘dear’ with the person’s full name is polite. i.e., Dear Michael Brown.

The tone of your email could be friendly if you’re sending it to someone you’re familiar with. You could use ‘Hi’ or ‘Hello’ + [recipient’s name] to address someone you know, i.e., your work colleague.

3. Body

Start the body of your email with an opening sentence that describes who you are and why you’re writing. After this, use the subsequent three-four sentences to explain your purpose for writing.

It’s best to stay within the one-subject rule and address only one purpose in your email. Use clear, brief, and polite language to maximize readability and comprehension.

4. Email Endings

Your email ending should include a call-to-action, a closing phrase, and an email signature. The call to action is designed to elicit a response from the recipient. Consider using phrases like “Please reply to this email with [what you need] by [date]” or “Thank you for your time. I look forward to hearing from you soon.”

The phrase ‘Yours sincerely’ is the appropriate sign-up if you address the email to a person whose name you know. ‘Yours faithfully’ is suitable if you don’t know the name of the person you’re emailing. Less formal sign-ups include: ‘Kind regards’ and ‘Best regards.’

Include your first and last name in your email sign-off to help the recipient know who’s writing. It will also help to include a title that illustrates what you do. Consider the sign-up below.

Yours Sincerely,

Jeff McKnight

Sales Manager

Example of Business Email

Sample 1: Email to Customer you’re not familiar with

Subject line: Jewel Enterprises New Product Range

Dear Maxwell Benson,

My name is Jessica Marcus, the Head of the Marketing Department at Jewel Enterprises. I’m contacting you with information on some new products I think you may be interested in.

I’m looking to get feedback from you on the new range of products. I want to arrange a call or chat to discuss this in detail.

Please respond to this email if you’re interested, including your most preferred date and time. I look forward to hearing from you.

Yours sincerely,

Jessica Marcus

Marketing Department

Sample 2: Email to a customer you’re familiar with.

Subject line: New Product Range

Hi Nancy,

I’m contacting you with some information on new products I think you may be interested in.

I would love to introduce some of their new features and benefits, including the special pricing we offer our trusted clients.

Please put a call across to me or contact me via email if you’re interested. I’m looking forward to hearing from you soon.

Best regards,

Jessica Marcus

Sample 3: Email to a company

Subject line: Zinc Enterprises New Product Range

Dear Joan Davidson,

My name is Williams Ken, and I’m contacting you from Zinc Enterprises with some information on our exciting new range of products.

I have evaluated your website, studied your company, and trust that our products would appeal to your customers.

Please review the attached information and contact me if you have any additional questions. I will contact you within five days to follow up with you.

Yours sincerely,

Williams Ken.

Sales Manager

Sample 4: Business email reply sample

Subject line: Re: Zinc Enterprises New Product Range

Dear Williams Ken,

Thank you for contacting me regarding your new product line.

Having reviewed the sample, we would like to know more about your company and how we could work together.

Please call me to arrange a formal meeting.

Yours sincerely,

Joan Davidson

Sample 5: Email to Potential Client

Subject line: Marketing Agency

Dear Natasha Mila,

My name is David Thompson, and I’m the Marketing Director at (Insert business name). In researching your business, I found that you are looking for a new marketing supplier.

I’d love to discuss with you what we do and explore some of the possibilities for collaboration.

Please visit our website and contact me if you want more information about our services.

Yours sincerely,

David Thompson

Marketing Director

Sample 6: Business Proposal Email

Subject line: (Insert business name) Business proposal

Hi Rachael,

The attached is a copy of our business proposal.

The business proposal will provide detailed information about our plans, including how we hope to work with you.

Please read the file carefully and contact me with any questions or comments. I look forward to hearing from you.

Kind regards,

Michelle Smith

Sample 7: Business introduction email

Subject line: We’re here to help increase your revenue

Dear Maxwell Lukas,

My name is George Philips, and I’m the CEO at (Insert business name). Companies like yours take advantage of our expertise to improve services to their clients, increase client satisfaction, and grow revenue.

Please find attached, information about our business, including details of our services. I’m available if you want to discuss this in person or via the phone.

Feel free to contact me with a suitable date and time for a meeting.

Yours sincerely,

George Philips

email box loading with white background loading on laptop
Photo by Solen Feyissa on Unsplash

To Wrap Up

Business emails are a crucial tool that allows organizations to send high-priority information to customers, employees, and investors. They are typically short, to the point, and easy to understand.

A properly written email can engage, inform, inspire, and convert prospects to customers. This article’s example of business email will help you craft the perfect business email.

Frequently asked questions

What is standard email format?

An example of a professional email address is the format of firstname.lastname@example.com. You may also create a professional email address, such as firstname@example.com. Name initial + lastname@example.com.

How can I improve my professional email writing skills?

  • Be precise. Don’t forget to always specify what you’re talking about when communicating via email.
  • Optimise your subject line.
  • Formally when appropriate
  • Get assistance if you need it.
  • Be consistent
  • Manners cost nothing
  • Find your voice

What does CC and BCC stand for in email?

Although email systems use outdated terminology (CC stands for “Carbon Copy” and BCC stands für “Blind Carbon Copy”), both of these fields work pretty straightforwardly. In the CC field, you will receive a copy of your email address if you enter an email address.

How do you write a professional email 2022?

  • State the Subject. Subject is a short phrase that sums up the reason behind your email.
  • Send a greeting
  • Your Email Body
  • Add Closing Remarks
  • Closing and Signature

What are some examples of professional email communication?

I would like to introduce myself and my company. As a [job title] at [company name], my name is [name]. In addition to offering cutting-edge technology, our company provides email signatures. There are a number of services offered at the [company name], such as [a short list of services].

What is the best format for a business email?

  • Do not use fancy formatting.
  • Don’t over-explain
  • Keep it brief. You may still have to wait a while for short emails to write.

What should a business email signature look like?

You can include your full name, job title, phone number, website URL, photo or logo, and social media icons. You could then add an animated GIF or banner that will make the text pop. Let’s have some fun with this, but make sure it aligns with what your company does.

How do you write a professional email guide?

  • Start with a relevant subject line.
  • Address them appropriately
  • Keep the email concise and concise.
  • Try to make it easy to read.
  • Use not slang
  • Thank and be kind to the recipient.
  • Be charismatic
  • Make references in your previous conversation.

How should a professional email look?

Professional email addresses are most commonly used in the format firstname.lastname@domain.tld. You can also get a professional email address by sending an email to: firstnameinitial.lastname@domain.tld. firstnameinitiallastname@domain.tld.

What is the best email format?

It should be formatted like a typical business letter, with spaces between paragraphs and no typos or grammatical errors. Keep your email brief and to the point. Avoid overly lengthy or confusing sentences.

What are the basic guidelines for writing a business email?

  • Reply promptly
  • Double-check your recipients
  • Putting the point across.
  • Use CC and BCC in accordance with your preferences.
  • Include a signature
  • Provide compelling subject lines.
  • Be accurate
  • Proofread before sending
Effective Business Email Guide: Format and Examples

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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