Free and Effective Email Sample for Business

Businesses have gradually co-opted internet services for faster and more effective communication. One of the mainstays of business communication in the modern world is email.

This article explains how to write effective emails for business communication. We’ve also included a free email sample for business communication to make things easier. As you get better at writing business emails, you can create templates that make your mail sound more professional.

In addition, using these templates vastly reduces the time spent on creating business emails.

How to Write a Business Email

What and how you’ll write all depend on the recipient and the purpose of the mail. Nevertheless, certain elements are fundamental. These elements include your subject line, a formal greeting, the body of the email as well your email signature.

Subject Line

The subject line is an important part of your email. It should be written as strongly as possible because it gives the email a type of energy or tone. It needs to sell your email and make your recipient want to click on it.

Pay close attention to which words are most likely to make your recipient really want to read your email. It gives them an idea of what to expect in the email.

Formal Greeting

The only appropriate way to open a business email is with a formal greeting. If you know the recipient’s name, you should address them by their name in the greeting. For example,

  • Dear John Doe,
  • Dear Jane Doe,

Notice how these examples addressed the recipients by their full names? It is best to address recipients by their full name and avoid titles like Mr/Mrs, as they are considered outdated.

Body of the Mail

The body of the mail should answer the recipient’s questions about who you are and why you are contacting them. Filling out all the information in the first few sentences can be hard, but it’s not impossible. As you continue learning, you’ll get better at it.

With the opening sentences out of the way, you can proceed to go into the details of your mail. Make sure you’re as clear as possible. Check your sentences to make sure they are easy to understand and not ambiguous or vague.

Email Closing

You don’t end your business email abruptly. There’s a way to go about it. At the end of your mail, you should sign off with formal closings like “Yours sincerely” and “Yours faithfully.” Note that less formal email closings like “Best regards” and “Kind regards” are becoming increasingly popular.

Email Signature

Your email signature refers to a block of text that comes last. It contains your company’s contact information as well as yours. It’s text-based, but it can also be a picture of your team or any other relevant information.

An ideal email signature should become somewhat familiar to the reader and make them feel more obliged to contact you for more information.

Email Sample for Business Communication

If you want to see what everything explained above looks like, check this email sample for business communication.

Subject: Request for Extension of Time 

 Dear [Name], 

 Thank you for your email. We regret to inform you that we sadly cannot grant your request for an extension. Please be advised that our office has a strict policy against granting extensions. All deadlines must be met to avoid potential penalties. 

If you have any more questions, do not hesitate to contact us. 

Thank you for your understanding. 


[Your Name]


If you’re impressed by the above template, there’s more where that came from. Using our Hey INK tool, you can generate business emails like the one above with the click of a button.

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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