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    How To Write A Business Email: Structure, Templates And Examples

    Dominic Tarn

    Dominic Tarn Head of Content

    08.10.2019

    You may wonder why recipients don’t answer your business introduction email.

    Most likely, they concluded that they are not interested in your proposal for some reason.

    In this article, I will share my insights on how to write a business email to make a deal. “Nice to e-meet you” and welcome to a place where you will find the proven techniques of creating an effective letter, namely:

    • Writing Insights. How to Balance Between Formality And a Catchy Style When Writing a Business Introduction Email
    • Email Structure Every Professional Should Follow
    • Business Email Format: Rules And Recommendations
    • How to Start a Business Email
    • How To End a Business Email
    • Business Email Example That You Can Learn From

    Let’s get started.

    Writing Insights: How to Write a Business Email, Keeping Balance Between Formality And a Catchy Style

    Knowing the golden mean in formal writing patterns and the appropriate mood of an email is an art form called eclecticism which is the effective blending of different styles and approaches.

    The science of eclecticism in emailing declares the next etiquette rules:

    Appreciate the email recipient’s time

    The business world is busy. There is no time even for an extra cup of coffee, not to mention a long and vague email. Be specific and concise in writing a business introduction email, take a reader right to the point from the subject line. Get rid of blurry thoughts and requests in your letter.

    People don’t care about who you are, and it’s normal

    Ask your ego to step aside when you are introducing yourself in a business email. People don’t care about who you are, which university you graduated from, what achievements you have reached (unless it’s related to the topic of a request). They care only about how they can benefit (most often) and how they can be helpful to you (in terms of politeness). And this is totally normal.

    Be short when introducing yourself, don’t give information that has nothing to do with your request. Try to use only the facts: your name, job title, and some points about the results of your work if they are relevant and can help convince a recipient to continue reading your email.

    The classics are a must in business e-communication

    Do you want to make your email non-trivial? Do you want to be like no one else? Okay, but you should slow your roll here. Keep in mind that the business world has some traditions and patterns you are required to follow. Pay specific attention to creating a unique business writing strategy.

    By following etiquette and a defined email structure, you simply show that you respect the interlocutor by default. And as it’s known, respect is the basis of successful collaboration. So, yes, the classics are important in writing a business email.

    Humor may be very helpful

    Humor is a powerful communication tool, just don’t overdo it! Let it be just a slightly visible motive in your email. It is like chocolate: the majority like it, but there is always somebody who hates it or has an allergy. So, make sure your humor will be understood by an email recipient. Otherwise, it’s better not to take a risk.

    how to write a business email

    Business Email Structure

    Every effective business email has the same six parts. Get each one right and the reader knows, within seconds, who you are, what you want and what to do next.

    Part What It Does Example
    Subject line Tells the reader what the email is about and why it deserves attention Question about your vendor review process
    Greeting Addresses the reader by name at the right level of formality Hi Maria, or Dear Mr. Chen,
    Opening line States in one sentence why you are writing to this person I am reaching out because your team is opening a new office in Toronto.
    Body Gives the context, value or facts in two or three short paragraphs What you offer, why it matters to them, one proof point
    Call to action Asks for one specific, easy next step Are you free for a short call on Thursday afternoon?
    Sign-off Closes politely and gives your name, role and contact details Best regards, then your name, title, company and phone

    Keep the order fixed. Readers skim the subject line and the first two lines, so the purpose of the email should be clear before they reach the body. Put only one request in the call to action: an email that asks for three things usually gets none of them.

    Business Email Templates

    The templates below follow the structure above. Replace everything in square brackets, cut any sentence that does not apply, and keep the finished email short enough to read on a phone without scrolling much.

    Sales Introduction Email

    Subject: [Result] for [their company]

    Hi [First name],

    I noticed [specific, recent thing about their company, such as a launch, hire or expansion]. Teams in that position often run into [problem you solve].

    At [your company], we help [type of company] [achieve result] by [how you do it, in one line]. For example, [client or type of client] used us to [concrete outcome].

    Would it be worth a 20-minute call next week to see if this fits your plans for [goal]?

    Best regards,
    [Your name]
    [Title], [Company]
    [Phone]

    Follow-Up Email

    Subject: Following up on [topic of first email]

    Hi [First name],

    I wanted to follow up on my note from [day] about [topic]. I know your inbox is busy, so here is the short version: [one-sentence value statement].

    If now is not the right time, just let me know and I will check back in [month or quarter]. If it is, would [day and time] work for a quick call?

    Thanks,
    [Your name]

    Meeting Request Email

    Subject: Meeting request: [topic] on [proposed date]

    Hi [First name],

    I would like to set up a meeting to discuss [topic] and agree on [decision or outcome you need].

    Would [option 1: day, date, time and time zone] or [option 2] work for you? The meeting should take about [length], and I will send an agenda beforehand. If neither time suits you, feel free to suggest another.

    Best regards,
    [Your name]
    [Title], [Company]

    Deal Close Email

    Subject: Next steps for [project or agreement name]

    Hi [First name],

    Thank you for the productive conversation on [day]. To confirm what we agreed:

    [Scope or deliverables]
    [Price and payment terms]
    [Start date and timeline]

    I have attached the agreement for your review. If everything looks right, you can sign it by [date] so we can start on [start date]. If anything needs to change, reply here and I will update it the same day.

    Looking forward to working together,
    [Your name]
    [Title], [Company]

    Tips For Using These Templates

    Personalize the first line every time. A template that opens with a detail the reader recognizes gets read, while one that could have gone to anyone gets archived. Keep the subject line specific rather than clever, and send follow-ups a few working days apart rather than the next morning.

    The last lines of a business email carry more weight than most people expect. For sign-offs that fit formal, semi-formal and casual emails, plus how to build a clean signature, see our guide on how to end an email.

    Email Structure Every Professional Should Follow

    The way you structure your email matters. It not only makes it easier to read and understand but also reveals you as a professional in the interlocutor’s eyes. There are some essential parts of the business introduction email you should stick to:

    Pay attention to the subject line

    According to Convince & Convert, 33% of people decide whether to open an email or not based on a subject line. An effective subject line performs the below-mentioned functions:

    • It tells people what to expect in the email.

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