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.

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.

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

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.

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).

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.

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.

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.

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.

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.

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.

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.

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.

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."