20+ Professional Business Email Examples & Templates

Email is the default mode of communication in professional circles, so it’s no wonder you need to be skilled at writing concise business emails. 

People keep thinking about email etiquette when writing business emails. But the truth is — you don’t need to stick to formal email structures to write a professional business email. 

Using a professional template makes your professional life easier in most cases. That’s why, we’ve made a this list to help you create a perfect email message, But first, let’s brush up the basics.

What is a Business Email? 

Business emails are useful for communication in a professional setting. They provide a formal, documented way to convey information, make requests, and maintain relationships. 

These emails enable clear communication and can be referenced later, ensuring accountability and minimizing misunderstandings. 

Here’s what you must remember about sending business emails: 

• Professional tone. Business emails often maintain a professional and respectful tone, ensuring that your messages are perceived as reliable and serious;
• Clear purpose. Every business email has a specific goal or action it aims to prompt, such as providing information, asking for a response, or initiating a transaction;
• Structured format. Business emails follow a structured format, usually including a subject line, a polite greeting, the body of the email, and closing with a professional signature;
• Timeliness. Business emails often address time-sensitive matters, making it crucial to respond promptly and appropriately;
• Record keeping. Business emails are a written record of professional communication, which can be crucial for accountability and transparency.

25 Business Email Templates

You must write compelling business emails to get things moving. Here are a few compelling business email templates and email writing examples to help you communicate clearly: 

Follow Up Email Template

Subject: Follow-up: [Your Name] from [Event Name]

Dear [Recipient’s Name],

It was a pleasure meeting you at [Event Name]. I particularly enjoyed our discussion about [specific topic].

Regarding our coffee meeting, are you available [Day, Date] at [Time]? 

If not, please suggest a time that suits you better. I look forward to continuing our conversation.

Best regards, 
[Your Name]

If this one doesn’t really do the job, find the perfectly fitting email template here:
10+ Follow Up Email Template Examples

Professional Introduction Email 

Subject: Professional Introduction – [Your Name], [Your Company]

Dear [Recipient’s Name],

I’m [Your Name] from [Your Company Name]. I found out about your work on [specific project/achievement], particularly [brief detail]. Particularly liked how you approached [what you liked].

At [Your Company], we focus on [core service/product]. As [Your Position], I work on [brief responsibility description].

I see potential for collaboration in [specific area]. Would you be open to a quick call to discuss this further.

Thank you for your time. I look forward to potentially connecting.

Best regards, 
[Your Name]
[Your Position, Company Name] 
[Contact Information]

Something’s missing? Find it here: Perfect Email Introduction: 11 Examples for Any Scenario

Professional Email Appreciating the Customer

Subject: Big thanks for being awesome!

Hey [Customer’s Name],

I just had to reach out and say a huge thank you for being such an amazing customer! 

We’re thrilled you’ve enjoyed our [product/service]. Your positive feedback is valuable for us. 

If there’s anything else we can do to enhance your experience, please don’t hesitate to let us know.

Thank you for being a valued customer.

Cheers,
[Your Name]

Email Inquiring About Something

Subject: Quick Question about [Project/Product/Situation]

Hey [Recipient’s Name],

I hope you’re doing well. I’m reaching out regarding [Project Name], as recommended by [Mutual Contact].

I’m seeking your help on [specific inquiry] related to [issue]. Your opinion and insights would be greatly appreciated.

Thank you for your time and consideration.

Best regards,
[Your Name] 

Email Asking for Referrals

Subject: [First Name], Introduce me to someone at [company/event/industry] 

Hey [Recipient’s Name],

Long time no chat! I hope you’re doing great.

I’m reaching out regarding potential referrals for [specific product/service/industry].

Given your extensive network, I wondered if you might know individuals or organizations that could benefit from [brief value proposition].

Any recommendations would be greatly appreciated. 

Thank you in advance for your consideration.

Best regards,
[Your Name]

Sales Email Template 

Subject: Got a Minute? 👉Improving [Specific Area/Outcome] For You

Hi [Prospect’s Name],

Your recent [post/article] on [platform] about [specific challenge] caught my attention.

At [Your Company], we’ve helped businesses like [Competitor/Industry Leader] to:

• Increase [metric, e.g., ROI] by [X]% in [timeframe]
• Cut [pain point, e.g., operational costs] by $[Y] annually
• Achieve [outcome, e.g., 99% customer satisfaction] within [Z] months

Our [product/service] specifically addresses your concerns about [mentioned pain point].

Could we schedule a quick call to explore how these results might apply to [Prospect’s Company]?

Best regards, 
[Your Name]
[Your Company]
[Contact Details]

Confirmation Email Template

Subject: Confirming [Specific Event/Arrangement/Meeting]

Hey [Recipient’s Name],

Just a quick email to confirm our [specific event/arrangement/meeting] as discussed.

I wanted to ensure we’re on the same page and that everything is set. Looking forward to [describe anticipated outcome or purpose].

Feel free to reach out if you have any last-minute questions or need further details. See you soon!

Best regards,
[Your Name]

Learn more here: What is Appointment Confirmation Text? Guide, Example

Formal Survey Email 

Subject: Your feedback matters. Share it to help us improve!

Dear [Recipient’s Name],

We value your feedback, and we’d appreciate it if you could complete a short survey about your recent experience with our [product/service/company].

Click here to start the survey: [Insert Link]

Your responses will remain confidential and will be used solely to improve our offerings.

Thank you for your time and continued support.

Best regards, 
[Your Name] 
[Your Company]

Thank You Email 

Subject: Big Thanks for Being Awesome!

Hey [Recipient’s Name],

I just had to drop you a quick email to thank you for [reason for thanking the person]. 

Your support and help helped us [result/impact], and we are happy to have you as part of our [product/service/company] family.

Please let us know if there’s anything we can do to return the favor. 

Thanks again for being awesome!

Warmest regards,
[Your Name]
[Your Company]

Interested in thank you email templates particularly? Here’s a guide of thank you email templates & how to write one after meeting.

Promotion Email 

Subject: Important Announcement: [Employee Name]’s Promotion

Dear Team,

I am pleased to announce that [Employee Name] has been promoted to [New Position] effective [Start Date].

[Employee Name] has been important to our growth mission right from the beginning demonstrated [key qualities/achievements] during their [X years/months] with our company. 

In their new role, they will be responsible for [brief description of new responsibilities].

Please join me in congratulating [Employee Name] on this well-deserved promotion.

Best regards,
[Your Name]
[Your Title]

Internal Communication Email

Subject: 🚨ATTENTION: Information about Changes to the [Project/Client Name] 

Dear [Team/Department] Colleagues,

I hope you’re having a productive day today. Here’s some important updates regarding [Project Name].

Key points:

• [First key point or change]
• [Second key point or change]
• [Third key point or change]

These changes/updates will be will be effective from [date]. Please review the attached [document/report] for more detailed information.

If you have any questions or concerns, please don’t hesitate to contact me or [responsible person/department] at [contact information]. 

We’ll have a separate meeting later during the week to discuss everything at length. 

Best regards,
[Your Name]
[Your Position]
[Your Department]

Holiday Greeting Email 

Subject: Season’s Greetings from [Your Company Name]

Dear [Recipient’s Name],

As we approach the [holiday name], I wanted to take a moment to extend our warmest wishes to you and [your team/your family].

On behalf of everyone at [Your Company Name], we thank you for your [continued support/business/partnership] throughout the year. 

Please note that our office will be closed from [start date] to [end date] for the holiday period. We will resume normal operations on [return date].

We look forward to [continuing our collaboration/serving you] in the coming year.

Wishing you a joyous holiday season and a prosperous New Year.

Best regards
[Your Name]
[Your Position] [Your Company Name]

Event Invitation Email 

Subject: You’re Invited: [Event Name] on [Event Date]

Dear [Recipient’s Name],

Thanks for your supporting initiatives like [Event Name]. We’re really excited to see you on [Date]. 

Here are the important details: 

Event: [Event Name]
Date: [Event Date]
Time: [Start Time] – [End Time]
Location: [Venue Name and Address]

This event will feature:

• [Key highlight 1]
• [Key highlight 2]
• [Key highlight 3]

To RSVP, please reply to this email by [RSVP deadline].

If you have any questions or special requirements, please contact [contact person] at [contact information].

We look forward to your participation in this event.

Best regards,
[Your Name]
[Your Position]
[Your Company Name]

Guest Post Outreach Email

Subject: Let’s Team Up for a Guest Post!

Hey [Recipient’s Name],

[Your Name] here from [your website/company]. I’ve been following your amazing content on [specific topic/industry], and I must say, you’re doing an incredible job.

I’m working on an exciting project related to [topic], and it hit me – we should team up for a guest post!  I’ve been writing for [industry] for [number of years] now, and my blog reaches [number of readers/subscribers]. 

Would you be open to discussing potential topics for a guest post on your platform?

I look forward to the possibility of collaborating with you.

Cheers,
[Your Name]
[Your Company/Website]

Affiliate Partnership Email

Subject: Affiliate Partnership Opportunity with [Your Company]

Hey [Influencer’s Name],

How’s it going? I hope you’re having an awesome day!

I’m [Your Name] from [Your Company]. We’ve been impressed by your engaging content and the authentic connection you’ve built with your audience.

We’re reaching out to propose an affiliate partnership for our [product/service]. Our program offers competitive compensation while providing value to your followers.

Would you like to discuss this opportunity further? 

We’d be happy to schedule a call to explore potential collaboration ideas.

Cheers, 
[Your Name]
[Your Company]

Business Proposal Email

Subject: [Project Name] Proposal to Solve [Pain Point] in [Specific Industry]!

Hey [Recipient’s Name],

Thank you for your insightful comments during our recent [event/call/meeting]. Your perspective on [specific topic] was really eye-opening. I believe our combined expertise could significantly enhance this venture.

Following our discussion, I’ve prepared a proposal for [Project Name], which aims to [brief project description]. 

Key points:

• [Brief outline point 1]
• [Brief outline point 2]
• [Brief outline point 3]

I’ve attached a detailed proposal for your review. Would you be available for a meeting to discuss this further? 

I’m keen to explore how we might collaborate on this opportunity.

Thank you for your time and consideration.

Best regards, 
[Your Name] 
[Your Position]
[Your Company]

Email Template to a Company

Subject: Let’s Team Up for a Fantastic Opportunity!

Hey [First Name],

I’ve been following [Recipient’s Company]’s work in [specific industry/field] and believe there’s potential for a mutually beneficial collaboration.

Our [product/service] aligns closely with your mission of [brief description of their mission]. I believe a partnership could yield significant results for both our organizations.

Key potential benefits:

• [Benefit 1]
• [Benefit 2]
• [Benefit 3]

I’ve attached a brief proposal outlining my ideas. Would you be available for a meeting to discuss this opportunity further?

I look forward to the possibility of working together.

Cheers, 
[Your Name]
[Your Business Name]

Save time and craft emails with Sender’s responsive email templates. It’s simpler than you think!

Pitch Email Example for Products/Services

Subject: Enhance your [Specific Area/Outcome] with [Your Product/Service]

Hey [Recipient’s Name],

Thank you for your interest in [product/service]. I’m reaching out to discuss how we can address your needs in [specific area/outcome].

Our [product/service] helps you easily and efficiently tackle [problem/pain point]. 

• [Key feature/benefit 1]
• [Key feature/benefit 2]
• [Key feature/benefit 3]

We’ve helped [number] businesses in [specific industry/field] achieve [specific goal]. You can view our case studies and testimonials here: [link]

I’d appreciate the opportunity to discuss how we can tailor our solution to your specific needs. Would you be available for a brief call next week?

Thank you for your time. I look forward to potentially working together.

Cheers,
[Your Name]
[Your Company]

Sample Email to Client for New Business

Subject: Is [pain point] bringing you down? Here’s something…

Hey [Client’s Name],

[First name] here. I work as a [Your job title] at [Your Company]. 

I’ve been following you for a while and am truly impressed by your achievements in [specific area/industry]. 

But I see you constantly writing about [pain point/problem].  Is it something you’re struggling with in your business? 

We solved [problem] and brought [impact] for [Number] businesses like you in the last 3 years. 

I’d love to discuss if we can work together and create a winning strategy for your business.  Let’s schedule a call or meeting to discuss the exciting possibilities at your convenience.

Looking forward to connecting and helping your business soar!

Best regards,
[Your Name] [Your Company]

Client Onboarding Email

Subject: Welcome to [Your Company] – Let’s Get Started!

Hey [Client’s Name],

Welcome to [Your Company]. 

We’re delighted to have you join us and are committed to ensuring a smooth onboarding process.

Your personalized onboarding plan includes:

• [Key step/action 1]
• [Key step/action 2]
• [Key step/action 3]

Our team is available to assist you at every stage. 

If you have any questions, please don’t hesitate to contact your dedicated account manager, [Account Manager’s Name], at [contact information].

We look forward to contributing to your success.

Warm regards,
[Your Name]
[Your Company]

Feedback Request Email

Subject: Your feedback matters, don’t keep it bottled up. 

Hey [Recipient’s Name],

I hope you’re enjoying your experience with [product/service]. We value your opinion. 

We would greatly appreciate if you could take a few minutes to share your thoughts:
[Link to feedback form or specific instructions]

Key areas we’re seeking feedback on:

• [Area 1]
• [Area 2]
• [Area 3]

Your responses will be kept confidential and will directly influence our future improvements.

Thank you for your time and valuable input.

Best regards,
[Your Name] [Your Company]

Cold Email for Business

Subject: Professional Connection Request

Hey [Recipient’s Name],

I’m [Your Name], and I’ve been following your insights on [industry/field] with great interest.

I found you on LinkedIn and am equally passionate about [industry/field].

As a fellow professional in this space, I’d like to explore potential ways we could collaborate or share insights. My background includes:

• [Brief relevant experience/achievement 1]
• [Brief relevant experience/achievement 2]
• [Current role/business focus]

I believe our shared interests in [specific area of industry/field] could lead to mutually beneficial opportunities.

Would you be open to a brief call to discuss our professional experiences and potential areas of collaboration?

I look forward to the possibility of connecting with you.

Warm regards, 
[Your Name]
[Your Company] 

This is not the only way to write cold emails. Read this for the full picture: Cold Email Strategy: 9 Tips for Your Outreach Campaigns 

Product Launch Email

Subject: Introducing [Your New Product/Service] – Get Ready to Be Amazed!

Hey [Recipient’s Name],

We’re thrilled to unveil [Your New Product/Service] – a game-changer in [specific industry/field].

[Your New Product/Service] has been meticulously crafted to address your pain points and empower you to [describe key benefits/outcomes]. 

We can’t wait for you to experience the remarkable results it delivers.

As a valued customer, we’re offering you exclusive early access. Visit [website/link] to:

• Learn more about [Your New Product/Service]
• Access special launch pricing
• Secure your early adopter benefits

This offer is available until [date]. We look forward to your feedback on this innovative solution.

Cheers,
[Your Name]
[Your Company]

Corporate Email Samples

Subject: [Topic] – [Brief Description], e.g. Project Launch — Your Role for Q2 

Dear [Recipient’s Name],

I trust this email finds you well. I am writing to [brief purpose of the email].

Background: [Provide a concise background or context for the email topic]

Key Points:

• [First main point]
• [Second main point]
• [Third main point]

Next Steps: [Outline any actions required or next steps]

If you require any additional information or clarification, please don’t hesitate to contact me.

Thank you for your attention to this matter.

Best regards,
[Your Name]
[Your Position]
[Your Company Name]
[Your Contact Information]

Customer Service Email

Subject: Re: [Customer’s Issue] – [Ticket/Reference Number]

Dear [Customer’s Name],

Thank you for contacting [Your Company Name]’s customer support. I understand you’re experiencing an issue with [brief description of the problem].

We apologize for any inconvenience this may have caused. I want to assure you that we are treating this matter with utmost priority.

Here’s what we’re doing to resolve your issue:

• [First step being taken]
• [Second step being taken]
• [Third step being taken, if applicable]

Expected Resolution Time: [Provide an estimate if possible]

If you have any additional information that might help us resolve this faster, please reply to this email. We’ll keep you updated on the progress.

Thank you for your patience and for being a valued customer. 

Best regards,
[Your Name]
[Your Position]
[Your Company Name]
[Contact Information]

5 Business Email Examples

Now that you’ve got enough idea of how to write a business email, it’s time to look at real-life email format examples. Here are five business email examples to help you get inspired and write compelling business emails: 

Blog Post Promotion Email 

Sending an email every time you publish a blog post or a periodic newsletter containing the latest blog post links can potentially increase your blog traffic and website hits. Many publications use marketing email templates to share blogs with their subscribers. 

Here’s Phantom’s email campaign for blog post promotion: 

Subject: Everyone needs a little help 🖤 

This blog post promotion email is the perfect example of how a business email should sound like. The founder first apologized for being late and shared how the users could benefit from the service. The blog links with images and a brief blurb help the user decide which blog to read now. 

Key Takeaways

• Add blog links, blurb, and header image to such emails; 
• Attach a personal note; 
• Use CTAs in a contrasting tone. 

Check out these 9 promotional email examples to grow your sales.

Feedback Request Email 

Companies often ask for feedback, and a professional email is the best way to instill confidence and get a response. Here’s an email by Lonely Planet asking its subscribers to share their feedback via a survey: 

Subject: Help Lonely Planet map our next chapter 🗺️

This short email is like a personal email and makes the reader feel special and valued. The company wants to hear from them via a survey. The 2-minute survey link CTA is prominently visible and entices users to click.

Key Takeaways

• Keep your emails short and straightforward; 
• Write an enticing subject line; 
• Clear expectations (and time spent on surveys) upfront. 

Lead Magnet Delivery Email 

Lead magnets are critical to attracting a prospective client and growing an email list. Sending an informative delivery email instills confidence and clears out expectations. Here’s how EmailDrips delivers its lead magnet on subject lines via email: 

Subject: [ACCESS] 300+ Email Subject Lines

The simple email does its job pretty well — it delivers the lead magnet and tries to upsell another product. That’s an excellent strategy, indeed. Also, the lead magnet download link is clear, making the email valuable for the receiver. 

Key Takeaways

• Add a link to the download landing page to the email;
• Keep it simple and personal;
• Add an upsell (or offer) to move the user further into the buyer’s funnel. 

Re-Engagement Email 

Re-engagement emails are sent to inactive customers or subscribers to entice them to come back, check out new products (or services), and engage with your brand. Here’s an example by Tubi: 

Subject: New for you: The Hunger Games Franchise

The email is sent to inactive subscribers, teasing them about the latest release on the platform. The simple business email has movie posters and asks them to stream the franchise for free. This email would’ve acted as a nudge for fans and streaming lovers to start using the service again. 

Key Takeaways

• Create a contextual email based on the subscriber’s interests; 
• Add a single CTA to the emailer; 
• Offer something (gift, discount, etc.) to increase chances of action. 

We’ve handpicked the winning re-engagement email examples for you: 10 We Miss You Email Template Examples

Follow-Up Emails 

Sending a follow up email after you’ve already contacted is a great way to remind the recipients to act. It’s essential to follow up in the business world, and brands do it all the time in a million ways. Here’s an example of a follow-up email by Unbounce: 

Subject: Follow-up invitation

The email is sent to potential affiliate partners and marketers as a follow-up to their first invite. The email feels like a personal follow-up with social proof and benefits for the recipient. The signature also has personal information about the person sending the email for any follow-up questions. This kind of follow-up email works well in a professional setting. 

Key Takeaways

• Automate your follow-up emails using marketing automation; 
• Add a signature and contact email to the email; 
• Personalize the subject line. 

Learn more: 20+ Follow-Up Email Examples & How to Write a Good Template

How to Write a Professional Business Email?

Writing a professional cover letter or business email is a valuable skill nowadays. Your emails should be so effective that the recipient must take the desired action. Here are some tips for crafting the perfect work email formats: 

• Write clear subject line. Your email subject line should clearly represent the desired action/outcome. For example, “Scheduling Project X Review Meeting” instead of just “Meeting” is a better subject; 
• Maintain a professional tone. Begin your email with an appropriate greeting. Use “Dear [Recipient’s Name]” for a formal version, as this sets the professional tone for your entire message; 
• Write concisely. Keep your message concise and focused, using bullet points if discussing multiple topics to enhance clarity.
• Include a clear call-to-action (CTA). End your email with a clear call-to-action, explicitly stating what you want the recipient to do next; 
• Add a professional signature. Finish your email with a professional signature that includes your full name, position, and contact information for easy follow-up; 
• Respect time boundaries. Be mindful of sending times and acknowledge if you’re emailing outside of regular business hours; 
• Optimize for clarity and readability. Format your email for easy reading on mobile devices by using short paragraphs and bullet points where appropriate.

Remember, the key to an effective business email is to remember the recipient’s needs. Be clear, concise, and respectful, and you’ll likely see positive results.

Key Takeaways

Whether you’re choosing a customer service email template or a simple follow-up email sample, always remember the following: 

About author

Camilla Mackeviciute

Author

Sender

Camilla is the content wizard who weaves creativity and strategy into every piece she works on. Her expertise lies in crafting impactful content that drives results.

Writer - Anmol Ratan Sachdeva