Business emails are a popular communication method. They run between companies, between business partners, and from companies to customers, delivering pretty much any sort of information, from business proposals to project status reports to marketing.
But you need a little bit of skill to write a business email that is actually read. That’s because people are overwhelmed with emails, messages, and notifications, and just the best ones get through and reach their receiver. Furthermore, business emails represent your brand and reflect your company’s image and culture. Therefore, they carry a big responsibility. You don’t want to ruin your company’s image by sending an improper email.
To help you get started and write effective business emails, we’ve put together more than 20 business email examples for every situation.
A business proposal email invites possible partners and collaborators to attend a business presentation. The email states the main purpose of the upcoming project, giving enough information to catch people’s attention and underlining why the project may be of interest to the receiver. It also allows the receiver to propose a convenient date and time. A business proposal email is a formal invitation to dialog and collaboration.
Subject line: Business proposal – [Sender company name]
Dear [Recipient Name],
My name is [Sender name], and I am [job title] for the company [company name]. I am contacting you about our latest [project/service/product], which description you can find attached.
We are looking for [collaborators/investors/partners], and I think you may be interested because of your expertise in [activity field]. I would like to arrange a meeting and discuss our business proposal. Please respond to this email and let me know dates and times that are convenient for you.
I look forward to hearing from you,
Best regards,
[Sender name]
A business introduction email is an opportunity to present your company. It’s useful when you need to show the company’s strengths to job candidates, business collaborators, and possible investors. You may send a business introduction email in response to a direct request, as additional information to an ongoing email exchange, or as a way to open a communication thread.
Subject line: Business introduction from [Company name]
Hello [Receiver Name],
I hope my email finds you well. My name is [sender name], and I am [job title] for the company [company name]. I would like to briefly present our work and areas of interest to you.
[Company description]
If you have any questions or are interested in collaboration, please contact me, and we’ll arrange a meeting.
I look forward to hearing from you,
Yours sincerely,
[Sender name]
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We do provide introduction letters so you might find additional inspiration.
A business inquiry email is a formal request. The sender may be a customer, possible partner, or company that needs something from the receiver (e.g., documents, information, call to action, confirmation, etc.). The content of a business inquiry should cover all the details of the request and clarify the message's purpose.
Subject line: Business inquiry – [Sender company name]
Dear [Recipient Name],
My name is [Sender name], and I am [job title] for the company [company name]. I am contacting you regarding [topic]. I want to [know/confirm/ensure] that [purpose of the email].
Please get back to me at your earliest convenience.
Sincerely,
[Sender name]
A formal request email is the go-to email when you need something from a company or client, but you didn’t discuss it with them before. It’s an invitation to dialog in which you outline your request, provide all the information the receiver needs to respond to your request, and establish a communication channel.
Subject line: Request in reference to [topic]
Dear [Recipient Name],
My name is [Sender name], and I am [job title] for the company [company name]. I am writing you about [topic], requesting the following [documents/information/actions].
We would like to [clarify/receive/confirm] the [information/documents/meeting] and ask you to provide us [support/feedback/more documentation] on the [topic].
The matter is of high importance and urgency, and I would appreciate your fast response.
Best regards,
[Sender name and job position]
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Discover our request letter samples.
A formal response email is the natural response to a formal request email. Someone you don’t know asked you for something, and you need to give them a polite answer. The email should outline the terms of the initial request and any information regarding the topic.
Subject line: Regarding the [topic]
Dear [Recipient Name],
I hope I find you well. I am writing you regarding the [topic], following your email in which you requested [documents/support/confirmation].
At this point, we can provide [attached documents/amount of financial or manpower support/insurance]. We are currently working on [project] as stated in the following:
[Project progress and status]
Concerning your request, I am entitled to give you my full assistance. Please get in touch at your earliest convenience to arrange a meeting. My contact details are [phone number/personal email address].
I look forward to hearing from you,
Best regards,
[Sender name and job position]
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We do provide additional tips and examples of formal emails.
A business follow-up email is a second or third email you send to someone on the same topic. It may follow a business proposal, a marketing email, or a request. A business follow-up email is usually necessary when the receiver doesn’t respond to the previous emails.
Subject line: Follow-up regarding the [topic]
Dear [Recipient Name],
This is a follow-up to my previous email in which I [state the purpose of the previous email].
I reiterate here my [request/invitation/concern] about the [topic] and hope you will [call to action] as soon as possible. All the [documents/information/details] you may need are attached to this email.
I appreciate you taking the time to respond to my email. I am happy to help if you have further questions.
Sincerely,
[Sender name]
A feedback email is a response email to a feedback request. Depending on your relationship with the solicitant, it may be more or less formal. However, a feedback email should be polite, on-topic, and relevant.
Subject line: Feedback regarding the [topic]
Dear [Recipient Name],
This is a follow-up to your email in which you requested feedback on the [topic]. I hope you’ll find my opinions useful.
After [reading your documents /trying your services or products/evaluating your proposal], I think that [feedback on the topic]. For me, the strong points are [enumeration of benefits], but I think you should improve [weak points]. I have compared your [service/product] with similar ones and think that [personal opinion]. I believe you should focus on improving [clear actions].
I appreciate you asking for my feedback. I am happy to help if you have further questions.
Sincerely,
[Sender name]
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Discover the art of giving feedback to your coworkers with 35 examples.
When you need help from a company or someone you don’t know or know very little, a formal ask for help is mandatory. The email shouldn’t be invasive but clear, straightforward, and honest.
Subject line: Help on the [topic]
Hello [Recipient Name],
I hope you are fine. I am writing to ask for a favor, and I greatly appreciate your help. The reason I’m asking you is [purpose of writing]. Here is my issue:
[Request description]
Thank you in advance for your [support/help]. I look forward to hearing from you.
All the best,
[Sender name]
When you want to invite business partners, suppliers, or customers to an event, you need to send a convincing email showing how much your company appreciates their presence and how much the receiver will benefit from attending the event.
Subject line: [event] invitation
Dear [Recipient Name],
My name is [Sender name], and I am [job position] for the company [company name]. I would like to invite you to our next event, [event name]. [event name] is dedicated to [event purpose], and we hope all our [customers/collaborators/partners] will take part and [celebrate/contribute/support us].
The event will be held at [location] on [date] starting with [time]. [give optional details about dress code, access, parking, food restrictions, etc.] Please confirm your participation by responding to this email before [date].
I look forward to receiving your confirmation,
All the best,
[Sender name]
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We do provide some additional invitation letter examples you can review whenever needed.
A confirmation email ensures the receiver that you approve their request. Confirming your participation in an event is necessary, such as letting a client know you have received their order or telling the service provider that you have received their invoice.
Subject line: Confirmation for [request]
Hello [Recipient Name],
Thank you for [inviting me to your event/ordering from us/sending me the invoice]. I want to confirm that everything is in order and that [I would be happy to attend the event/you will receive the order in [no] business days/I will pay the invoice as soon as possible].
Best wishes,
[Sender name]
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Related:
• Discover additional confirmation email examples, and tips to write yours like a pro.
The purpose of a quotation email is to ask for the price of products or services. Any project manager has to deal with this type of email. Nonetheless, supply managers, marketing experts, and event organizers also have their share of quotation emails.
Subject line: Quotation request for products
Hello [Receiver Name]/Dear Madame/Sir, To whom it may concern,
My name is [Sender name], and I am [job position] for the company [company name]. I would like to purchase [products/services] provided by your company. I am interested in purchasing [amount/quantity] and need them delivered by [date].
Can you please provide us with a quote? Please include bulk discounts and other promotions. You may have a delivery schedule and your terms and conditions.
I look forward to hearing from you.
Best regards,
[Sender name and job title]
An invoice email is necessary to start the payment process and give your client all the information they need to pay for your products or services. The email provides detailed information about the invoice, payment methods, and payment deadlines.
Subject line: Invoice [no] on behalf of [company]
Dear [Recipient Name],
Thank you for your business. Please find attached the invoice [no] from [date] due on [date] for the products/services you purchased on [date].
You can pay online/via bank transfer/cash at our office in [address]/via PayPal [detailed data for each payment method].
According to our company policy, not paying on time means an additional cost of [amount] per [day/week/month] of delay and legal consequences as stated in our terms and conditions (see attached document).
If you have further questions or concerns, I am happy to assist.
Sincerely,
[Sender name] on behalf of [company name]
A payment reminder is a second or third email you send to someone who owns your company’s money. It follows an initial payment request and reiterates payment terms and conditions, and underlines legal actions in case of not meeting the deadlines.
Subject line: Payment reminder on behalf of [company]
Dear [Recipient Name],
This is a follow-up to my previous email requesting the payment for products/services, invoice number, and date.
According to our company policy, not paying on time means an additional cost of [amount] per [day/week/month] of delay and legal consequences as stated in our terms and conditions (see attached document).
You can pay via [payment methods]. If you have further questions or concerns, I am happy to assist.
Sincerely,
[Sender name] on behalf of [company name]
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Find 12 additional email reminder examples below.
A customer welcome email is your first interaction with a new customer or subscriber. The email aims to thank your customer for choosing your company, offer a short introduction, and provide the pointers they need to feel comfortable with their new acquisition.
Subject line: Welcome to [company name] community!
Hello [Receiver Name],
Thank you for becoming a member of the [company name] community. We are happy you join in.
Our company’s mission is [short description of the company goals]. Therefore, we would like to take you on a short tour and ensure you benefit from the best support. Here [link], you can find the latest resources and tutorials.
We will update you with periodical [emails/newsletters/promotions].
Best regards,
[Sender name and job title]
A newsletter email is a periodic email that delivers the company’s news. Customers who subscribe to the newsletter should receive a welcome email to thank them for their loyalty and break the ice.
Subject line: Welcome to the [company name] newsletter!
Hello [Receiver Name],
Thank you for subscribing to our company’s newsletter. You won’t be disappointed as our subscribers benefit from the newest information, the hottest promotions, and the best perspective on the company’s culture.
Our company’s mission is [short description of the company goals]. Therefore, we would like to take you on a short tour and ensure you are up to date with our latest [innovations/products/blog posts].
You will receive our newsletter [frequency]. Welcome on board!
Best regards,
[Sender name and job title]
If your company provides customer support or an email address for complaints, you should have a customer complaint response email template. The template helps you check all the boxes, be polite and informative, and ensure the customer will have their complaint solved as soon as possible.
Subject line: [Complaint type]
Dear [Customer name],
Thank you for your email and interest in [company].
I apologize for the issues you’ve had. We [are aware of the problem/will look into it] and hope to solve it as soon as possible. In the meantime, please send me the following information:
[data required for solving the complaint: order number, delivery address, customer phone number or invoice information, etc.]
I will forward ensure your complaint [receives immediate resolution/gets solved in [no] days].
All the best,
[Customer service representative name]
A survey email is a way of gathering feedback in a well-organized and efficient manner. It invites the receiver, usually a customer, to fill out a form and share their experience with the company’s products or services.
Subject line: [Survey type]
Dear [Customer name],
Thank you for using the [company] ’s products and services.
We are always looking to improve our products and services, and we would appreciate you taking the time to answer a few short questions. It won’t take a few minutes to complete the form [form link].
Thank you for helping us become a better company!
All the best,
[Customer service representative name]
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We do provide three survey templates for your employees you can download free of charge.
A product update email informs your customers of a product update or new release. It’s an informative email that can’t wait for the regular newsletter.
Subject line: [Product update/release]
Dear [Customer name],
Thank you for using the [company] ’s products and services.
We are happy to inform you that we’ve released a new product update for our amazing [product]. In short, the [product] is now able to [short description of the update]. You can benefit from our latest improvements by [method of getting the update].
We look forward to receiving your feedback. Please feel free to try our new product and send us your thoughts.
All the best,
[Customer service representative name]
A product review from a satisfied customer is the best advertising for your company. But you must convince them to share their thoughts and write a review publicly. Therefore, you should send a product review request email not long after they've made their purchase. If you are entitled to, offer them a little reward to thank them for their time and effort.
Subject line: [Product] review request
Dear [Customer name],
Thank you for using the [company] ’s products and services.
We would like very much to know how your experience with the [product/service] was. Please share with us your review on the product’s page [link]. As a token of our appreciation, each review will be rewarded with a [discount/perk/bonus points].
We look forward to hearing from you!
All the best,
[Customer service representative name]
A sales meeting is a way of bringing the sales team together to solve important tasks. It’s something you can’t do over the phone or a Zoom call. Therefore, you must send a request email inviting your coworkers to find a comfortable meeting time.
Subject line: Sales meeting request
Dear All,
I hope my email finds you well. I would like to gather the team for a meeting as soon as possible. We need to solve [meeting purpose] and reach [goal].
I propose [dates] and [times] but feel free to share when you are available.
I look forward to discussing this with you all.
All the best,
[Sender name]
If you are concerned that a customer, job candidate, or business partner may forget about their appointments, you should send them a reminder email one day before the meeting. The email should include all relevant information, such as the appointment’s date, time, and location.
Subject line: Appointment reminder
Dear [Receiver name],
I hope my email finds you well. I would like to remind you of your appointment with [Name and Job position] for discussion [purpose of the appointment]. The meeting will be held on [date] at [time] in [location]. Please reply to this email to confirm that you are participating.
I look forward to meeting you,
All the best,
[Sender name]
An announcement is required whenever you want to convey information to all your employees, customers, or business partners. For example, you may announce someone’s promotion as SEO, the acquisition of a new business, the release of a new product, or the company’s participation in a conference or industry event.
Subject line: [purpose of the announcement]
Dear All,
I hope my email finds you well. I am happy to announce that [company’s announcement].
[Short description of the email’s purpose giving details about the company’s news]
Thank you all for being part of our journey,
Best regards,
[Sender name]
A thank you email may have various purposes, from thanking a customer for their purchase to thanking a business partner for their support to thanking an employee for a job well done.
Subject line: Thank you for [purpose of email]
Dear [Receiver name],
I hope you are doing fine.
I’m writing you to thank you for [email purpose] and let you know how much I appreciate [the receiver’s contribution]. [I hope you’ll find the products/services satisfactory / Your effort made all the difference / we couldn’t have done it without you].
All the best,
[Sender name]
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Useful resources:
• Find some 100 extra examples of thank you messages you can use on a wide set of occasions.
• Do you want to write a interview thank you email? Lean the steps-by-step details on how to do it.
The main takeaway for writing a business email is to customize it for your purpose and relationship with the receiver. Always be polite and informative, providing all the information the receiver needs to understand your message and engage in dialog. Don’t be vague, hoping the receiver will figure it out from previous emails or by checking the company’s website. And don’t waste their time by not providing a subject line.
Use the following checklist before pressing Send on your email:
Conclusion
Business emails are among our daily activities. With the right tone and effective information, they may be a successful communication method that reaches any location and time zone. Business email templates help you stay on point and address each matter individually. But remember to customize your emails and make them as personal as appropriate.
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