20 Business Email Examples & Professional Templates 

Jan 11, 2024 - By Camilla Mackeviciute

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Email is the default mode of communication in professional circles. No wonder you need a strong grip on writing clear business emails. 

Most professionals find themselves in flux when writing business emails for different situations. Some search for a business email example online, while others use readymade email templates to respond to everyday situations. 

If you get stuck trying to create a perfect follow-up email, we’ve examples and templates to help you. But first, let’s brush up on the basics. 

What is a Business Email? 

Business emails are the foundation stones of professional communication. They carry your message across to the right people at the right time. Whether announcing a new product, scheduling a meeting, responding to a customer query, or just thanking a client for their business, you must write and send a business email.

Any email is a business email when it’s professional, used for a clear purpose, and sent to a stakeholder. Here are the primary attributes of a business email: 

  • 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.

20 Business Email Templates 

You must write good business emails to look professional and influence the reader to act because words matter when others can’t see your face. So, here are a few compelling business email templates to help you easily navigate different professional scenarios while ensuring your communication remains clear, concise, and on-point. 

Follow Up Email Template

Subject: Hello from [your name] [event name]

Hi [First name],

It was a pleasure talking with you last night at [event name]. I loved you talking about [something you learned about that person or their business that stuck out to you].
As for grabbing a coffee sometime, I’d love to take you up on that!

Do you have any availability this or next week? Good times for me are [let the good times roll here], but I will gladly work around your schedule. Let me know if the time works for you.

[Your name]

Also read: 10+ Follow Up Email Template Examples 

Professional Introduction Email 

Subject: Hey [Recipient’s First Name]! Have a quick moment? 

Hey [Recipient’s First Name],

My name is [Your Name], and I recently came across your latest post on [topic]. It made me scream — it’s so me!

I was impressed by [specific aspect or accomplishment that caught your attention]. So, I wanted to say a quick hello! 
I recently joined/have been working at [company name], where we help [your target market]. I specifically work to solve [business problem] for our customers. 

I believe there’s an opportunity for collaboration or mutual support between us. I’d love to explore how we can work together or exchange ideas and experiences.
If you’re open, I’d be thrilled to schedule a brief call or meet for a coffee to discuss our shared interests and stay in touch. Connect soon! 

Warm regards,
[Your Name]

Sender’s drag-and-drop email builder and responsive templates help you create professional newsletters in minutes without writing a single line of code.


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 support and positive feedback mean the world to us. It’s customers like you who make what we do so rewarding.

If there’s anything else we can do for you, please don’t hesitate to let us know. We’re here to ensure you have the best experience possible.

Thanks again for being awesome!

[Your Name]

Email Inquiring About Something

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

Hey [Recipient’s Name],

I hope you’re doing well! I am working on [Project Name] and got your contact from [Mutual contact]. 

I was facing difficulties regarding [issue] and wanted to ask a quick question. I’m curious about [specific inquiry]. Could you please provide some clarity or insights on [topic]? I appreciate your time and input.
Thanks in advance!

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 wanted to reach out because I know you’re well-connected and have a great network. 
I’m currently seeking referrals for [specific product/service/industry], and I was wondering if you know anyone who could benefit from [briefly mention the value proposition].

If you have any recommendations or could point me in the right direction, I would be extremely grateful!
Thanks a bunch, and I appreciate your help.

Best regards,
[Your Name]

Sales Email Template 

Subject: Improving [Specific Area/Outcome] for Your Business

Hey [Prospect’s Name],

I recently read your [post/comment/blog/feedback] on [platform] about [problem/pain point] and couldn’t resist reaching out to share something that could make a real difference. 

You know how [specific area] is crucial for success, right? 

You should use [product/service] to solve [problem or pain point]. 

Imagine [describe positive outcome or impact] for your business. That’s exactly what our solution brings to the table. It’s designed to [address a specific pain point or challenge] and empower you to [achieve the desired outcome].

I genuinely believe that this could be a game-changer for you. I’d love to learn more about your business goals and explore how we can customize our offering to fit your unique needs. 
Let’s have a quick chat to discuss the possibilities. No pressure, no sales pitch. Just a friendly conversation to see if there’s a good fit. 

What do you say? Are you open to how we can supercharge your [specific area] together?
Looking forward to connecting and helping your business thrive!

[Your Name]
[Your Contact Information]

Also read: 10 Flash Sale Email Examples & Subject Lines

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]

Also read: What is Appointment Confirmation Text? Guide, Example

Formal Survey Email 

Subject: Your Feedback Matters. Share it to Help us Improve!

Dear [Recipient’s Name],

Your feedback is incredibly valuable to us, and we’d appreciate a few moments of your time to complete a short survey about your recent experience with our [product/service/company].

Click here to start the survey: [Insert Link]

Rest assured, your responses will remain confidential, and we’ll only use them to enhance our offerings. Your feedback is important to help us get better. 

Thank you for being our customer. We genuinely appreciate your input.

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]

Also read: 36 Thank You Email Templates for Any Situation

Promotion Email 

Subject: [Recipient’s Name], Here’s an Exclusive Offer for You!

Hey [Recipient’s Name],

You’ve supported us through thick and thin, and we’ve something special for you today! 

We wanted to show appreciation by offering you an exclusive discount on our [product/service]. Hurry and enjoy [discount/offering details] for a limited time! 

Don’t miss this opportunity to [benefit from the offer]. Simply use the code [discount code] at checkout to claim your special pricing.

If you have any questions or need assistance, our team is here to help. Feel free to reach out to us anytime. Thank you for all your support through the years!

Best regards,
[Your Name]
[Your Company]

Also read: 9 Promotional Email Examples to Grow Your Sales 

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 wanted to ask if you’re open to publishing a guest post on your platform. I’ve been writing for [industry] for [number of years] now, and my blog reaches [number of readers/subscribers]. 

If you’re interested, I’d love to discuss potential topics and provide more details about what I can bring. 

Let me know if you’re up for this collaboration. Looking forward to hearing from you and creating something awesome together!

[Your Name]
[Your Company/Website]

Affiliate Partnership Email

Subject: Join Us in an Exciting Partnership, [Influencer’s Name]!

Hey [Influencer’s Name],

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

I couldn’t resist reaching out because I’ve enjoyed your incredible content. Your authenticity and positive vibes are truly inspiring!

Here’s the deal: we’re on a mission to spread the word about our [product/service], and we think you’d be the perfect partner. Your influence and connection with your audience are a match made in heaven.
We’ve crafted a super chill affiliate program that allows you to earn while sharing something valuable with your followers. It’s a win-win!

If you’re up, let’s jump on a quick call to discuss the details and brainstorm fun ways to collaborate. Together, we can create magic!

Shoot me a reply if you’re as excited as we are. Let’s embark on this partnership adventure together!
Sending you lots of good vibes!

[Your Name]
[Your Company]

Business Proposal Email

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

Hey [Recipient’s Name],

Thanks for sharing valuable insights during [event name/call/online session] the other day. I was blown away by your take on the problem we’re trying to solve. 

As you know, I’m working on a [specific project/venture], and I strongly believe that our combined expertise and resources could take it to new heights.
Here’s a sneak peek: [briefly outline the project/venture and its potential].

I’ve also attached a brief proposal to the email and would love to discuss this further with you to explore how we can collaborate and make something extraordinary happen. 

I truly admire your work and believe our complementary skills could create magic together. 
Let’s hop on a call again or grab a coffee to dive deeper into the details. I’m excited to hear your thoughts and see if we can realize this vision.

Looking forward to connecting soon and rocking the [specific industry/field] together!

Warm regards,
[Your Name]
[Your Company]

Email Template to a Company

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

Hey [First Name],

I’ve been following your incredible journey and positive impact in [specific industry/field].

I have an exciting proposition that I think we can tackle together. Our [product/service] aligns perfectly with your mission and values; collaboration could create something truly special.

I’ve heard amazing things about your team’s expertise and innovative approach. Let’s combine our strengths and explore how we can achieve remarkable results.
If you’re open to it, I’d love to discuss the details and potential ways we can collaborate. Together, we can make a meaningful difference in the [specific industry/field]. A brief proposal is attached to this email for context and reference. 

Let me know if you’re up for this adventure! I’m genuinely thrilled about the possibilities.

Sending positive vibes your way!

[Your Name]
[Your Business Name]

Products/Services Pitch Email

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

Hey [Recipient’s Name],

Thanks for your interest in [product/service]. I wanted to reach out and share something exciting with you.

I know you’re looking for solutions regarding [specific area/outcome], and I wanted to tell you that you needn’t waste more time searching for solutions. Our [product/service] helps you easily and efficiently tackle [problem/pain point]. 

With [unique features or benefits], we’re helping [number of successful clients] businesses like yours to [solve a pain point or achieve a goal]. Clients in [specific industry/field] have been vouching for our solution across the internet. (Check the case studies or testimonials here [link to page]) 

I’d love to set up a time to chat and explore how our [product/service] can specifically benefit your business. No pressure, just a friendly conversation to see if it’s a good fit.

Let’s rock your [specific area/outcome] together! Reply to this email, and we’ll take it from there.

[Your Name]
[Your Company]

Sample Email to Client for New Business

Subject: Is [pain point] bringing you down? I’ve got something useful for you. 

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? 

At [Your Company], we specialize in [specific services/products] that solve the [problem] and bring [benefits] to your approach. Our solution is tailored to your unique needs, and we pride ourselves on delivering exceptional results.

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 the [Your Company] family! We’re thrilled to have you on board and can’t wait to embark on this journey together.

We want to ensure your onboarding experience is seamless and enjoyable. So, to kick things off, we’ve prepared a detailed onboarding plan tailored to your needs. It includes [specific steps or actions] to keep you running smoothly.

If you have any questions or need assistance, don’t hesitate to reach out. Our team is here to guide you through every step of the process, from initial setup to ongoing support.

Once again, welcome aboard! We’re excited to work with you and help you achieve great success.

Warm regards,
[Your Name]
[Your Company]

Feedback Request Email

Subject: Your Feedback Matters, don’t keep it

Hey [Recipient’s Name],

I hope you’re doing fantastic!

We genuinely want to know your feelings about [product/service]. We value your opinion and would greatly appreciate your feedback.

Would you be willing to spare a few moments to share your thoughts? If yes, click here to access the feedback form [or provide specific instructions on providing feedback].

Your feedback will be kept confidential, and we’re eager to learn from your experiences.

Thank you so much for your time and valuable input. We truly appreciate it!

Best regards,
[Your Name]
[Your Company]

Save time and automate your feedback request emails with Sender. It’s simpler than you think!


Cold Email for Business

Subject: Connecting with a Fellow [Industry/Field] Enthusiast!

Hey [Recipient’s Name],

[Your Name] here, and I couldn’t help but reach out after stumbling upon your inspiring work in the [industry/field].

I found you on LinkedIn and am equally passionate about [industry/field] and have been following your journey with great admiration. Your expertise and achievements are truly remarkable.

I wanted to connect and explore potential ways we could support each other. I run a small business/SaaS tool that helps [target audience] solve [pain point]. But don’t consider this as a pitch. I am open to anything — whether exchanging ideas, collaborating on projects, or simply chatting, I believe our shared enthusiasm could lead to exciting opportunities.

I’d love to hear your thoughts and see if there’s a chance for us to connect. Let’s grab a virtual coffee or schedule a quick call to discuss this further!

Looking forward to hearing from you and connecting with a fellow [industry/field] enthusiast.

Warm regards,
[Your Name]
[Your Company] 

Product Launch Email

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

Hey [Recipient’s Name],

Get ready to witness something extraordinary! 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.

To celebrate the launch, we’re offering an exclusive early access opportunity. Be among the first to try out [Your New Product/Service] and discover its transformative power.
Head to our website [or mention other relevant details] to learn more and secure your spot. Don’t miss out on this incredible opportunity!

Get ready to solve your [pain point/problem] with [Your New Product/Service]. We can’t wait to embark on this journey with you!

[Your Name]
[Your Company]

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 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 email marketing to share blogs with their subscribers. Here’s how Phantom uses email as a medium to promote blog posts:  

Subject: Everyone needs a little help 🖤 

Image source: Phantom

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. 

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 🗺️

Image source: Lonely Planet

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 building 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

Image source: EmailDrips

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

Image source: Tubi

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. 

Also read: 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

Image source: Unbounce

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. 

How to Write a Professional Business Email?

Crafting a professional business email is a skill that’s invaluable in today’s digital age. Your emails should be so effective that the recipient must take the desired action. Here are some tips for crafting the perfect professional business email:

  • Establish a Clear Subject Line. Your email subject line is the first thing the recipient sees. Make it concise yet informative. It should grab the recipient’s attention and give them a snapshot of what the email contains. Instead of “Meeting,” try something more specific like “Scheduling Project X Review Meeting.”
  • Maintain a Professional Tone. Start the email with a formal greeting. While “Hey” might work for a colleague you’re familiar with, opt for “Dear [Recipient’s Name]” in most professional situations. Remember, the tone sets the stage for your entire email.
  • Craft a Concise and Purposeful Message. Keep your email brief and to the point. Remove any irrelevant information and stick to the main idea. If you’re discussing multiple points, consider using bullet points for clarity.
  • Include a Clear Call-to-Action (CTA). Every professional email should end with a CTA. This is where you tell the recipient exactly what you want them to do. A CTA like “Please confirm your availability for the meeting” or “Kindly review the attached report” works well.
  • Maintain a Professional Signature. Close your email with a professional signature. This should include your full name, position, and contact information. This adds a touch of professionalism and makes it easy for the recipient to get back to you.
  • Respect Time Boundaries. While email allows us to communicate 24/7, respecting the recipient’s personal time is important. If you’re sending an email outside of business hours, consider including a note acknowledging this and apologizing (if you’re emailing at an odd hour).
  • Optimize for Clarity and Readability. Many recipients will read your email on their phones, so ensure it’s easy to read on a smaller screen. Break up long paragraphs, use bullet points, and ensure your formatting is mobile-friendly. If an email is hard to read, it will likely be ignored.

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

Key Takeaways

  • Pick a business email template that resonates with your brand tone;
  • Always stay professional and use formal language while writing business emails;
  • Pay special attention to the subject line, and don’t be spammy in your emails;
  • Use email marketing software with marketing automation to save time and effort in emailing prospects and customers. 

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