Wondering how to write a business email? Well, you've come to the right place. By the end of this blog, you'll know how to send a business email in any situation and have improved your overall business communication skills.
Our business email examples will show you how to start and end a business email, deliver your message in the business email format, and getting what you ultimately want: a response to your email.
The various business email writing samples that we cover will teach you business email sentences and other business communication tips will help you handle any situation according to email etiquette.
The various business email samples that we break down will illustrate how to introduce your business in an email, how to say sorry, how do you say thank you, and how to say no politely in a business email, as well as how to write a business email with attachments.
Ready to start?
Last but not the least, we will introduce you to MailMaestro's business email templates that will help you to supercharge your business emails and messages, like this:
What is a business email?
Business email is an essential communication tool with employees and external organizations, including customers, subscribers, and stakeholders.
As well as sharing information and updates, business emails can be used to market products, manage complaints, support customers, and engage suppliers. Put simply, a business email is the lifeblood of any modern company.
Business emails are typically short, polite, and written with a clear purpose. However, business emails don't need to be boring. If written correctly, an effective business email can inform, engage, and inspire any reader.
How to write a business email
Wiring a great business email involves a little process and a little psychology. First, you'll need to understand how to format a business email, including a great subject line, appropriate greeting, body copy, and ending. But more than that, you need to go beyond providing information and delivering a little inspiration, too.
Every email is an interruption, say researchers. You're asking someone to read your email, so it must have value. Your email must have a purpose and state it clearly and quickly. Don't waste time or words getting to your point, be clear with why you're messaging and what you want, says Jeff Su in the Harvard Business Review.
We all receive hundreds of emails a day, so you must work hard to avoid what academics describe as "standardized, vague, and impersonal realizations of interpersonal moves". Our translation: personalize your emails and keep them interesting, or risk losing readers' attention.
Business email format
The basics of how to write a business email format should be familiar to anyone online. The typical formal business email format has five core parts, including:
- Subject Line
- Formal greeting
- Body copy
- Closing phrase
- Signature
Understanding the business email writing format enables you to sketch out, structure quickly, and write a business email from scratch in minutes.
We've covered the core parts of professional email greetings and endings in other posts, so we'll be brief here. Instead, we're going to delve into more detail in the content, including providing 10 examples of business emails that command attention and demand action.
Business email greetings
There's no magic in how to start a business email; you use a formal email greeting and an appropriate email opening sentence. The core of your message depends on who you're contacting, what you want, and why, but the basics of how to start a good business email are pretty standard.
Many people want to know how to start a business email conversation with someone they have never met. If you know the person's name, it's polite to start with:
- Dear (person's name)
Use their full name, and avoid a title (such as Mr or Mrs), as these are outdated and could cause offense.
Suppose you're finding it difficult to decide how to address someone in a business email. In that case, we suggest being formal rather than being informal. So while you're OK to use any opening you choose in a personal email, if you're wondering if you can use 'Hi' in business letters or emails, we would advise against it.
Unless you know the person, overly informal greetings such as 'Hey could come across as informal and unprofessional, which could kick off your relationship on the wrong note.
How to start a business email
The opening sentence should explain who you are, where you're from, and what you want. Of course, it can be a challenge to fit all this in, but here's an example of how to start a business email.
The decision on how you start a business email depends entirely on what you're trying to say. Still, the approach above is a tried and tested classic.
For more examples on how to start an email, check out our business email examples in this article.
How to end a business email
As we've explained, every business email should have a point and a purpose, so be clear about what you want from the reader. So let's use the example above to illustrate how this can work in a formal context.
If there's already an existing relationship between the two participants, then it's okay to be a less formal. So here's how this can work.
As you can see this example maintains professionalism without being too stiff. For example choosing the right email closing line can make a significant difference in the tone of the email.
How to finish a business email
The formal way to end a business email is by using one of two options. Here's what they are and when you'd use them.
- Yours sincerely – this is a formal sign-off if you are addressing the email to a person and you know their name
- Yours faithfully – a formal business email sign-off if you don't know the name of the person you're emailing
There are other, less formal but increasingly popular, business email closings include:
- Kind regards
- Best regards
- Best
- Thanks
- I look forward to hearing from
When deciding how to sign off a business email, think about how well you know the reader and how formal you want to be. If you've emailed someone before and have a relationship, feel free to be a little less formal. On the other hand, stick to the tried and tested email sign-offs if this is the first message you're sending.
Business email writing samples
Here are some common phrases that can help you write better business emails and some advice on using them.
Learn how to:
- Introduce yourself in an email
- Say sorry
- Say thank you
- Politely say no
- Say you're busy
- Describe the attachments you're including
How to introduce your business in an email
When introducing yourself in an email, include your name, job title, and company. Don't' try to be smart or funny; stick with the basic information that any reader might want to know.
- My name is Lawrence Jones, and I'm the marketing director at (insert company name)
How to say sorry in a business email
Saying sorry in a business email can be challenging, but it's best done quickly and cleanly, like tearing off a band-aid. So don't beat around the bush or muddle the message; just say sorry.
- I would like to apologize for your recent experiences with our company.
How do you say thank you in a business email
When saying thank you in an email, keep things short but be specific. Don't just say thanks; explain what you're thanking the person for and the impact that they have had. If you're saying thanks for something they've done,
- I'd like to thank you for your amazing work on the recent project. Your work has helped us to save significant amounts of time and money.
How to say no politely in a business email
Learning how to say no politely is a core business communication skill that can be a challenge. We're conditioned not to want to disappoint people, but remember this isn't about you personally, but about business. A polite but firm no can improve the way you are perceived. It's tempting to apologize or qualify your response but don't. Stick to the facts and don't lose focus.
- I'm sorry to say that we won't be able to accommodate your request at this time.
How to say I am busy in email
Work can be stressful enough without having to explain why you're busy. Don't apologize, but be clear that you don't have time. Instead, manage expectations and finish positively by explaining when you can help.
- I'm not currently able to support you with this project as I'm engaged in other work. However, I'll have some capacity to work with you next week.
How to write a business email with attachments
Let your reader know that there's an attachment, what it contains, and why it's essential. For example, if the file is large or in a specific format that may require them to access an application, let them know.
- Please find attached a copy of the report you have requested. The PDF file is 10MB, so be aware of this before sharing. You may require viewing software to make comments on it.
10 business email writing examples
The best way to explain the concepts we're describing is to put them into practice. Here are 10 examples of effective business emails. We've tackled most of the main reasons you'll need to message someone in these business correspondence email templates. Use these templates for information, but make sure to edit and adapt them to your specific circumstances.
1. How to write an email to a company
If you're finding it challenging to write a business email to a company you've never worked with before, don't worry – it's one of the most demanding emails to write. It's tempting to include too much, but you're at the top of the funnel, so focus on the basics and keep things brief. In our first business sample, we describe how to write a mail to a company totally cold.
2. Business email reply sample
In this example, we look at how to respond to a business proposal email that a company has sent you. Before writing, consider what you want to do with the information they have supplied. Be clear if you're interested or not interested. This will save time (and avoid unwanted future emails).
3. Sample email to client for new business
Sending a cold email to a potential customer completely cold can create new connections and generate new business. There are no set rules on how to write a business email to a potential client, but you must show that you have researched what they do and understand who they are. Before using this sample email to customers for business, do some research and edit it.
4. Business cooperation email sample
A business collaboration is a partnership that benefits you both, so approach any email positively and with purpose. In this example of how to write a business partnership request email, we focus on the benefits of collaboration. This business collaboration email sample is also suitable for those wondering how to write an email to a potential business partner.
5. How to send a business proposal email
A business proposal is more than a request for a partnership but a formal document detailing the terms and conditions of your relationship. When deciding how to start a business proposal email, understand that multiple people will see this email, so be formal.
6. How to write a business introduction email
Having the skills to introduce your business to another can help you win clients, form partnerships, and secure profitable projects. Leave the selling for later, and start with a meeting. This example of how to write a business meeting request email can be amended, covering how to write a business invitation email.
7. How to write a business inquiry email
A business inquiry is a formal, unsolicited message requesting information. Again, strip it back, be clear and focus on what you want. The recipient should know exactly what you're asking for, why, and when they need to respond. See our example of how to write a business inquiry email here.
8. How to write a business email asking for something
It depends on what you want, but a business inquiry email asking for something should include what you want when you want it and why. Here's an example of how to write a business email asking for something.
9. How to write a cold email for business
If you're wondering, when is it OK to email strangers about your business? The answer is anytime––as long as what you're contacting them about is relevant. In any cold email, focus on the value you can offer, not what you want. You can see how that works in this example of how to write a cold email for business.
10. How to write a business follow up email
A prompt and polite email after a business meeting is a professional courtesy that you can't forget to complete. In this example of how to write a follow-up email to a client after a business meeting, we keep the details to a minimum and focus on arranging a follow-up.
Business email templates by MailMaestro
MailMaestro is an AI email writer that turns your instructions into ready-to-send emails and messages in seconds, like this:
It takes care of the email structure, capitalization, grammar, spelling, punctuation – you name it. Essentially you can focus on your thoughts and ideas, and MailMaestro will give them wings. We dare to say that it's the fastest way to start writing better emails.
Our AI template collection features dozens of business email templates that will help you with all the aspects covered in this blog post.
How to improve your business email writing skills
We hope that this guide has helped you to understand how to write business emails.
If you found it helpful, we suggest that you bookmark it so that you can revisit our business email examples and pick up the best business email formats, sentences and templates and find how to start and end a business email the correct way.
If you want further improve your business email writing skills giving MailMaestro a try can be one of the most efficient ways to do it. In addition to being more productive by turning instructions into ready-to-send emails with the help of our business email templates you can actually learn from our AI writing assistant.
Like one of our early users Camille put it: "I'm now even drawing inspiration from the emails generated, for my own communication style. Seems that I'm learning as much from MailMaestro style than the tool is learning from me."
