How to write a business email with 10 business email examples (2023)

Wondering how to write a business email? Well, you are in the right place. By the end of this blog, you will know how to send a business email in any situation and you will have improved your overall business communication skills.

Our business email examples show you how to start and end a business email, get your message across in business email format, and ultimately get what you want: a reply to your email.

The various business email writing examples that we will cover will teach you business email phrases and other business communication tips to help you handle any situation as per email etiquette.

The various business email examples we break down illustrate how to introduce your company in an email, how to apologize, how to say thank you, and how to politely say no in a business email and how you write a business email with attachments

Ready to start?

Finally, we introduce youFloritaBusiness email templates to help you streamline your business emails and messages like this one:

What is a business email?

Business email is an essential communication tool with employees and external organizations, including customers, subscribers, and stakeholders.

In addition to sharing information and updates, commercial email may be used to market products, handle complaints, provide customer support, and engage suppliers. Put simply, a business email is the lifeblood of any modern business.

Business emails are usually short, polite, and written with a clear purpose. However, business emails don't have to be boring. Written correctly, an effective business email can inform, engage, and inspire any reader.

How to write a business email

Creating a great business email takes a little process and a little psychology. First, you need to understand how a business email is formatted, including a great subject line, an appropriate salutation, a body copy, and an ending. But beyond that, it should go beyond providing information and also offer a little inspiration.

Let's say every email is a disruptionresearcher. You're asking someone to read your email, so there must be value in that. Your email should have a purpose and express it clearly and quickly. Don't waste time or words getting to the point, be clear about the reason for your message and what you want, says Jeff Su in theHarvard Business Review.

We all get hundreds of emails every day, so you should work hard to avoid anyAcademics describe how"standardized, vague, and impersonal realizations of interpersonal movements". Our translation: Personalize your emails and keep them interesting, or risk losing your readers' attention.

Business email format

The basics of writing a business email format should be familiar to everyone online. The typical formal business email format consists of five main parts, including:

  1. Regarding
  2. Formal greeting
  3. body copy
  4. closing sentence
  5. Business

Once you understand the business email writing format, you can outline, structure, and write a business email from scratch in minutes.

We've covered the main parts of professional email greetings and endings in other posts, so we'll keep it short here. Instead, we dive deeper into the content, including providing 10 examples of business emails that grab attention and require action.

business email greetings

It's not magic to start a business email; you use aformal email greetingand a suitable oneEmail opening sentence. The essence of your message depends on who you're addressing, what you want, and why, but the basics of starting a good business email are pretty standard.

Many people want to know how to start a business email conversation with someone they've never met. If you know the person's name, politely start with:

  • Dear (name of person)

Use your full name and avoid titles (like Mr. or Mrs.) as these are outdated and could be offensive.

Suppose you find it difficult to decide how to address someone in a business email. In this case, we suggest being formal rather than informal. So while you can use any opening in a personal email, if you're wondering whether you can use "hello" in a business letter or email, we don't recommend it.

If you don't know the person, overly informal greetings like "hello" can come across as casual and unprofessional, which could start the relationship on the wrong note.

How to start a business email

The opening sentence should explain who you are, where you are from and what you want. Of course, it can be difficult to pull all of this together, but here's an example of how to create a business email.

Subject line: Dragon S/S 2022 product line

Lieber Roberto Cambio,

I hope this email reaches you well. My name is Cindy Crews and I am contacting you from Dragon Enterprises with information on some new products that I think you may be interested in.

Deciding how to start a business email depends entirely on what you're trying to say. Still, the above approach is a time-tested classic.

More examples onHow to start an emailPlease see our business email examples in this article.

How to end a business email

As we've explained, every business email should have a purpose, so be clear about what you expect from the reader. So let's use the example above to illustrate how this can work in a formal context.

Subject line: Dragon S/S 2022 product line

Lieber Roberto Cambio,

I hope this email reaches you well. My name is Cindy Crews and I am contacting you from Dragon Enterprises with information on some new products that I think you may be interested in.

(Video) 21 Phrases For Formal Emails - Business English

I'd love to hear your feedback on our new range of products and would be happy to arrange a call to discuss next steps. Reply to this email if you would like to chat and provide some dates and times that suit you.

I hope to hear from you.



If the two participants already have a relationship, it's okay to be less formal. This is how it can work.

Hallo Roberto,

I am contacting you with information about some new products that I think you may be interested in.

I'd like to talk to you about some of the new features, benefits and preferential pricing we are able to offer our trusted customers. Call me or email me if you're interested in catching up.

I look forward to hearing from you soon.



As you can see, this example maintains professionalism without being too rigid. For example, choose the right oneEmail closing linecan make a significant difference in theE-Mail-Ton.

How to end a business email

The formal way to end a business email is one of two options. This is what they are and when you would use them.

  • Sincerely, This is a formal signature if you are addressing the email to someone and know their name.
  • Sincerely, A formal business email signature if you don't know the name of the person you're emailing

There are other less formal but increasingly popular business email closures, including:

  • carefully
  • carefully
  • Better
  • Gracias
  • I look forward to hearing from

When deciding how to sign a business email, consider how well you know the reader and how formal you want to be. If you've emailed someone before and are in a relationship, feel free to be a little less formal. On the other hand, stick to the tried and tested.Email Signaturesif this is the first message you send.

Examples of writing business emails

Here are some common phrases that can help you as you writeThe best business emailsand some advice on its use.

Learn how:

  • Present in an email
  • apologize
  • say thanks
  • say no politely
  • Say you're busy
  • Describe the attached attachments

How to introduce your company in an email

Ifintroduce yourself in an emailPlease include your name, title and company. Don't try to be smart or funny; Stick to basic information that every reader wants to know.

  • My name is Lawrence Jones and I am the Marketing Director of (insert company name)

How to apologize in a business email

Apologizing in a business email can be challenging, but it's best done quickly and cleanly, like removing a band-aid. So don't beat around the bush and don't mix up the message; just say sorry

  • I would like to apologize for your recent experience with our company.

How do you say thank you in a business email?

When thanking you in an email, be brief but specific. Don't just say thank you; Explain why you are thanking the person and the impact you have had. When you give thanks for something you've done

  • I want to thank you for your great work on the recent project. Your work has helped us save a lot of time and money.

How to politely say no in a business email

Learnhow to politely say noIt's a fundamental business communication skill that can be challenging. We're conditioned not to let people down, but remember this isn't about you personally, it's about business. A polite but firm no can improve your perception. It's tempting to apologize or upvote your answer, but don't do it. Stick to the facts and don't lose focus.

  • I am sorry to inform you that we are currently unable to accommodate your request.

How do you say I'm busy in email

Work can be stressful enough without you having to explain why you're busy. Don't apologize, but realize you don't have time. Instead, manage the expectations and close on a positive note by explaining when you can help.

  • I am currently unable to assist you with this project as I am busy with another job. However, I will have some capacity to work with you next week.

How to write a business email with attachments

Let your reader know there's an appendix, what's in it, and why it's important. For example, if the file is large or in a specific format that might require access to an application, please let them know.

  • We have attached a copy of the report you requested. The PDF file is 10MB so please keep that in mind before sharing. You may need viewer software to annotate this.

10 Examples of Writing Business Emails

The best way to explain the concepts we've outlined is to put them into practice. Here are 10 examples of effective business emails. We've covered most of the top reasons why you need to message someone in these business email templates. Use these templates for reference, but be sure to edit and customize them to suit your specific circumstances.

1. How do I write an email to a company?

If you're finding it difficult to write a business email to a company you've never worked with before, don't worry, it's one of the most challenging emails to write. It's tempting to include too much, but you're at the beginning of the funnel, so stick to the basics and keep it short. In our first business sampler, we described how to email a completely cold company.

Subject line: (insert company) new product range

Lieber Ryan Harris,

My name is Robert Chen and I am contacting you at (insert company) with information about our exciting new range of products.

(Video) Writing an Effective Business Email

I have visited your website, researched your company and am convinced that our products will appeal to your customers. Please check the attached information and contact me if you need more information. I will contact you in the next five days to get back to you.


Roberto Chen

2. Sample Business Email Response

In this example, we'll look at how to reply to a business offer email from a company. Before you write, think about what you intend to do with the information you receive. Be clear whether you are interested or not. This saves time (and prevents future spam emails).

Subject line: RE: (insert company) new product range

Dear Robert Chen,

Thank you for contacting me regarding your new range of products. After looking at the pattern, we're interested in learning more about your business and how we can work together.

Please contact me to arrange a formal meeting.


Ryan Harris

3. Sample customer email for new business

from youcold emailto a completely cold lead, you can make new connections and generate new business. There are no set rules for how to write a business email to a prospect, but you must show that you've researched what they're doing and understand who they are. Before using this sample customer email for business purposes, research and edit it.

Subject line: Marketing agency for (insert company name)

Lieber Ryan Harris,

My name is Mila Davidson and I am Marketing Director at (insert company name). I researched your company and noticed that you are looking for a new marketing vendor. I would love the opportunity to discuss with you what we do and explore some of the possible ways we could work together.

Please visit our website and contact me if you would like to learn more about our business and services.


mila davidson

4. Business collaboration email example

Doing business together is a mutually beneficial partnership, so approach every email positively and purposefully. In this example of how to write a business partnership request email, let's focus on the benefits of working together. This business collaboration email template is also suitable for those who are wondering how to write an email to a potential business partner.

Subject line: Influencer Marketing Platform for (insert company name)

Dear Mila Davidson

My name is Lukas George and I am the CEO of (insert name). I have researched your company and am interested in discussing if there is an opportunity for us to collaborate on our (insert product).

Visit our website and contact me if you want to know more about us.


Charlotte Smith

5. How to send a business proposal email

More than a partnership request, a business proposal is a formal document detailing the terms of your relationship. When deciding how to start a business proposal email, be aware that multiple people will see this email, so keep it formal.

(Video) Examples of Business Email Writing in English - Writing Skills Practice

Subject line: Business proposal for (insert company name)

Hello Mila,

We enclose a copy of our commercial offer. Within the business proposal you will find detailed information about our plans, including how we would like to work with your organisation.

Please review the file and contact me directly if you have any comments, questions, or concerns. I look forward to hearing from you soon.

With best wishes,

Charlotte Smith

6. How to write a business proposal email

The ability to present your business to others can help you attract clients, form partnerships and secure profitable projects. Save the sale for later and start meeting. This example of writing a business meeting request email can be modified to cover writing a business invitation email.

Subject line: We are ready to help you increase your income

Dear Mila Davidson

My name is Lukas George and I am the CEO of (insert company name). We work with various companies like yours, helping them improve their services to their customers, increase customer satisfaction and increase sales.

I have included information about our business including details of our services. I would like the opportunity to discuss this with you in person or over the phone as soon as I have had a chance to verify it.

Please feel free to contact me with a convenient date and time for us to meet.


Charlotte Smith

7. How to write a business inquiry email

Abusiness researchit is a formal, unsolicited message requesting information. Undress again, be clear and focus on what you want. The recipient should know exactly what you're asking, why, and when to respond. Check out our example of how to write a business inquiry email here.

Subject line: Your price


My name is Lukas George and I am the Marketing Director of (insert company name). I am contacting you to request information on the current price of your product.

Can you give me your price list and contact information for someone I can speak to? I look forward to your reply.

Can you give me your price list and contact information for someone I can speak to? I look forward to your reply.


Lukas Jörg

8. How to write a business email asking for something

Depends on what you want, but abusiness inquiry email asking for somethingIt should contain what you want, when you want it and why. Here's an example of how to write a business email asking for something.

Subject line: Enquiry: Marquesina


My name is Lukas George and I am the Marketing Director of (insert company name). I need to rent a tent for my event on September 22nd. Can you please let me know your availability, price details and your terms and conditions?

I look forward to hearing from you.


Lukas Jörg

(Video) 10 Tips for Writing an AWESOME BUSINESS EMAIL

9. How to write a cold email for business

If you're wondering when it's okay to email strangers about your business? Response is always possible as long as the reason you are contacting them is relevant. In anycold email, focus on the value you can offer, not what you want. You can see how this works in this example of how to write a business cold email.

Subject line: Warehouse management platform for (insert company name)

Dear Timothy Lauren,

I saw your tweet looking for new ways to manage your inventory and wanted to get in touch. We built a new system in Connections that can process invoices, manage payments and more, all from a single platform with multiple integrations.

If you're interested in knowing how Connections can help you and your business, contact me today.


James Hammett

10. How to write a business follow-up email

Aquick and polite email after a business meetingIt's a professional courtesy that you mustn't forget. In this example fromHow to write a follow-up email to a client.After a business meeting, we keep details to a minimum and focus on organizing oneFollow up.

Subject: Follow our conversation

Dear PaulSimon,

It was great meeting you today and learning more about you, your company and your products. I was excited to discuss possible collaborations and look forward to continuing our discussions in the future.

Please let me know your availability for a future meeting and I will be happy to arrange one.


David Michaels

Flowwrite email templates for business

Floritais an AI writing tool that turns your instructions into ready-to-send emails and messages in seconds, like this:

It takes care of email structure, capitalization, grammar, spelling, punctuation, whatever. Essentially, you can focus on your thoughts and ideas, and Flowwrite will give them wings. We dare say this is the fastest way to write better emails.

OurAI template collectionoffers dozens of business email templates to help you with all aspects covered in this blog post.

How to improve your business email writing skills

We hope this guide has helped you understand how to write business email.

If you found it useful, we encourage you to bookmark it so you can revisit our business email samples and choose the best business email formats, phrases, templates, and find out how to create a business email Start and end email correctly.

If you want to further improve your business email writing skills,Floritatrying it out can be one of the most efficient ways to do it. Not only can you be more productive by turning instructions into ready-to-send emails using our business email templates, but you can also learn from our AI typing assistant.

Camille, one of our first users, said: “Now I even let the generated emails inspire me for my own communication style. It seems I learn as much from Flowwrite's style as the tool learns from me."

(Video) Business email writing REAL examples


What is an example of a business email? ›

A business email address is simply an email used specifically for your organization. It includes the company's name, for example, The addresses of the CEO and their team are usually formatted in the same way.

How do you start a business email example? ›

6 strong ways to start an email
  • 1 Dear [Name] This email greeting is an appropriate salutation for formal email correspondence. ...
  • 2 Hi or Hello. As far as email greetings go, an informal “Hi” followed by a comma is perfectly acceptable in most work-related messages. ...
  • 3 Hi everyone, Hi team, or Hi [department name] team.
Jun 2, 2022

How do you write a business email to a company? ›

10 Tips on How to Write a Business Email in English
  1. Subject Line Says a Lot. No doubt, a subject line is the first thing a recipient reads. ...
  2. Start Your Email with Greetings. ...
  3. Say Thank You. ...
  4. Be Clear and Precise. ...
  5. Save Someone's Time. ...
  6. Informal vs Formal. ...
  7. Everybody Likes Sandwiches or Don't Avoid the Negative. ...
  8. The Last Vow.
Apr 20, 2015

What is a good general email for a business? ›

Here are some ideas for essential generic email addresses:

hello@, howdy@, hi@ or info@ for general inquiries or customer service. billing@ for billing and payments. support@ for your helpdesk or customer service. admin@ for technical administrative purposes.

What are examples of email addresses? ›

An email address, such as, is made up from a local-part, the symbol @, and a domain, which may be a domain name or an IP address enclosed in brackets.

Is info@ a good business email? ›

No, an info@ email address is not a good business email address. This is because info@ is so widely used that it's hard to identify a specific email in the inbox. Instead, using your actual first name is a much better business practice because it feels more personal to customers.

What is a good email format? ›

The most standard and recommended form of a professional email address is format. But there are some other ways in which you can create a professional email address, such as: firstnameinitial +

What is the most professional phrases in email writing? ›

Here are eight phrases for informing or directing someone in the opening lines of your email:
  • "I am writing to you with regards to… "
  • "I am writing to you to follow up on… "
  • "I wanted to let you know that… "
  • "Your action is needed regarding… "
  • "Please see the following update"
  • "This is a quick note about… "
Apr 20, 2021

What is the most popular business email? ›

1) Gmail. Best for personal as well as business communications. Gmail for business is the most intuitive, useful, and efficient emailing application with more than 2 billion active users worldwide. Google Workspace provides a secure and ad-free email experience and offers smart replies.

How do you email professionally? ›

If you're unsure how to start writing an email, these steps can help you craft a professional message:
  1. Use a professional email address. ...
  2. Add a concise, informative subject line. ...
  3. Greet the recipient with a proper salutation. ...
  4. Write the body of your email. ...
  5. Use a professional signature. ...
  6. Proofread your email.
Nov 2, 2018

What is a popular email? ›

According to Statista, Gmail is the most popular email client in today's world, with more than 1.5 billion active users globally. If you're going to focus on designing your emails for one email provider, Gmail is a good place to start.

How do you address many recipients? ›

If you're writing to multiple recipients at the same address, you may list each of their full names and job titles separated by a comma. If each recipient belongs to a different group, department or place of employment, you may include a parenthesis that designates this information.

How do you start a professional email to a group? ›

Email greetings to groups
  1. If it's a group of people you know really well, you can use something more informal such as “Hi all,” “Hi team” or “Hi everyone.”
  2. If it's a more formal email, you can use greetings such as “Dear Coworkers,” “Dear Colleagues” or “Dear Hiring Committee.”
Feb 13, 2022

How do I organize multiple email addresses? ›

The best way to manage several email accounts is by using an email client such as Mailbird. Such clients will help you combine multiple email accounts into one master account. You will be able to quickly switch between accounts and also set up notifications, filters, and labels/folders for all accounts in one place.

Should I use info@ or my name? ›

Do not use info@. That is an email address that spammers target. Instead, think of something more creative: hello@, contact@, letstalk@. Anything but info@, which will increase your spam levels exponentially!

What are 3 things you should always do when you write a business email? ›

You can make it easier on your recipients by making sure your business emails include these five essential elements.
  • A Concise, Direct Subject Line. ...
  • A Proper Greeting. ...
  • Proper Grammar, Correct Spelling. ...
  • Only Essential Information. ...
  • A Clear Closing.

What should be avoided in business email? ›

10 Mistakes to Avoid When Writing an Email
  • Forgetting attachments.
  • Sending to the wrong recipient.
  • Choosing a bad subject line.
  • Using the wrong writing tone.
  • Sending at a bad time.
  • Replying to all (all the time)
  • Neglecting your signature.
  • Working with too many (bad) Fonts.
Aug 1, 2017

Is Gmail a business email? ›

Business Email: Get custom email at your own domain

Swap with your own domain to create professional email addresses for everyone on your team, like With a custom email at your domain, you can help build customer trust and create group mailing lists, such as sales@yourcompany.

What is a professional email address? ›

A professional email address is the email address used for business communications, that is based on your custom domain. In other words, a professional email address is one that has your business name in it, in the form of a domain name.

What is the best professional email address? ›

The most professional way to setup an email address is to use your first name and last name without numbers. For example, You can also use just your first initial or last initial such as or You can't go wrong by keeping it simple.


1. Write Effective Emails: Top 10 Business Email Writing Tips & Techniques
(David Taylor)
2. How to Write an Email Professionally? Business Email Writing Tips With Examples
(WsCube Tech)
3. Business Email Writing [Part 1]
(English with Laura)
4. How To Write A Professional Email - 4 Professional Email Writing Tips
(Professor Heather Austin)
5. Emails in English - How to Write an Email in English - Business English Writing
(Oxford Online English)
6. REAL Examples of Business Email Writing in English|Formal Email for Work
(Tasting English)
Top Articles
Latest Posts
Article information

Author: Cheryll Lueilwitz

Last Updated: 03/22/2023

Views: 6338

Rating: 4.3 / 5 (74 voted)

Reviews: 81% of readers found this page helpful

Author information

Name: Cheryll Lueilwitz

Birthday: 1997-12-23

Address: 4653 O'Kon Hill, Lake Juanstad, AR 65469

Phone: +494124489301

Job: Marketing Representative

Hobby: Reading, Ice skating, Foraging, BASE jumping, Hiking, Skateboarding, Kayaking

Introduction: My name is Cheryll Lueilwitz, I am a sparkling, clean, super, lucky, joyous, outstanding, lucky person who loves writing and wants to share my knowledge and understanding with you.