A well-crafted business email template saves you time and ensures consistency in your professional communications.
When you combine the right template with proper formatting, your message doesn’t just get read. It drives action, strengthens relationships and creates business opportunities.
In this article, you’ll find 24 business email templates for every situation. Each of these templates follows professional email format standards. We’ll also provide guidance on key components and best practices to help your emails stand out – even in the most crowded inboxes.
Key takeaways from this business email templates article
What’s in the article: The article provides 24 essential email templates for business success, covering various scenarios such as verification, welcome, sales, follow-up, confirmation and customer service emails.
How email templates help: Using these templates ensures consistent, professional communication, saves time and increases the likelihood of engagement, helping businesses effectively manage and nurture customer relationships.
Pipedrive streamlines email marketing by enabling users to send bulk emails, track interactions and integrate email campaigns into their sales funnel, enhancing overall email management and effectiveness. Try Pipedrive free for 14 days.
What is a professional email format?
A professional email format is a specific way of organizing your email to look clean and business-appropriate. It’s a template that follows conventions (e.g., subject line, greeting, short paragraphs, etc.) to ensure your message looks professional.
Recipients often judge you based on how your message looks – even before reading the content.
A proper email format gives recipients a positive first impression.
5 key components of a professional email format
Professional emails need specific components to be effective. Good formatting makes the right impression and ensures your message gets proper attention.
Proper formatting can determine whether your message is considered or dismissed in high-stakes situations like client communications or even automated marketing campaigns.
Here are the components for formatting an email (plus tips).
1. Subject line
A subject line is a single-line text that recipients see before they open an email. It helps them decide whether to open, save or delete the email.
A clear subject line sets expectations and makes your emails more searchable. According to research by SuperOffice, 33% of email recipients open emails based on the subject line.
Following email marketing best practices is crucial here. A weak subject line can lower your campaign performance significantly.
Besides personalizing your subject line, here are some tips to help you increase your open rates:
Be specific about the content (“Meeting Report: Q2 Sales Review” or “15% Off Your Next Purchase”)
Avoid all caps, excessive punctuation or email spam trigger words
Include action items or deadlines when applicable
Use “Urgent” sparingly and only if necessary
Subject lines are more effective when they align with your recipient’s expectations. If they’re anticipating your email, reference previous conversations (e.g., “Following up on our meeting”)
2. Professional greeting
The greeting (or salutation) is the opening line of your email. It addresses the recipient and sets the tone of the email.
A proper greeting is important to prevent your email from sounding dismissing or demanding. It also helps you personalize your message and establish formality.
Here’s a list of greetings and when to use them:
Greeting | When to use |
Dear Mr./Ms. [Last Name] | Formal or initial communications |
Hello [Name] | Established professional relationships |
Hi [Name]/Hey [Name] | More familiar connections or marketing emails to engaged subscribers |
“To Whom It May Concern” or “Dear [Role]” | When you can’t find the name of the recipient |
“Hello/Hi Team” or “Good morning [Department Name]” | For group emails |
It’s worth noting that these aren’t strict rules. Many industries use a more casual communication style. For example, marketing emails often have a friendly tone to build rapport.
Pay attention to your organization’s communication plan. How do they communicate with stakeholders? What greeting does your manager or executives use in their emails? When unsure, start by being formal and adjust based on how others respond.
3. Email body structure
The email body structure is the main content of your message, organized in a logical, readable format. It includes your introduction, key points, supporting details and any requests or action items.
Your email body structure should show clear thinking and organization. Before you start typing, you need to know the answer to the following questions:
“What message do I want to communicate?”
“Is there any specific information I should provide for context?”
“Is this time sensitive?”
“What action do I want the recipient to take?”
“What’s the most logical order to present this information?”
Write the email body once you’re clear about the content and structure. Re-read it from the recipient’s perspective and consider if there’s anything that might cause confusion. Edit as needed.
4. Closing
The closing is the few words you include before your signature. The purpose of these words is to leave a lasting positive impression and formally conclude the email.
Here are a few closing lines you can use:
For business emails | For marketing emails |
|
|
You can match the formality level of your closing according to the relationship with the recipient. For example, a sales proposal to a new client might use “Sincerely,” while a newsletter to regular customers could end with “Cheers” or “Until next time”.
5. Email signature
The email signature is the block of information at the end of your email. It contains your contact information so recipients don’t have to search for your details. Plus, it gives them other ways of connecting with you.
An email signature typically contains:
Your full name and job title
Your company name and/or logo
Your email address
Your phone number (if applicable)
Other ways for your recipient to connect with you (e.g., LinkedIn, Calendly)
Format your signature according to your company standards or brand guidelines. Use a professional font and modest size, and avoid excessive colors.
Your signature can be more dynamic for marketing emails but should remain clean. Include an email unsubscribe link or an invitation to subscribe to your newsletter along with social media links.
24 business email templates for every situation
Now that you understand the key components that make professional email formats, here are some ready-to-use templates for any situation.
We organized these templates into four different categories:
Internal business communications
Professional outreach
Customer services
Marketing
Using these templates ensures consistent, professional communication, saves time and increases the likelihood of engagement, helping businesses better the customer experience.
Note: Pipedrive streamlines email marketing by enabling users to send email blasts, track interactions and integrate email campaigns into their sales funnel, enhancing overall email management and effectiveness. Try Pipedrive free for 14 days.
Internal business communication email templates
Internal business emails help you communicate with colleagues, executives and stakeholders. These emails typically have a more formal tone and must be clear and concise.
1. Meeting invitation
You can send out a meeting invite email to share pertinent details with potential attendees. Include a location, date, time and meeting notes to ensure everybody knows where to be, when and what they need to do to prepare (if anything).
Hi [name],
A meeting has been scheduled to discuss [meeting’s purpose] and to [other meeting objectives].
I am looking forward to seeing you at [time]in [location] on [date].
Below, you will find the agenda for our meeting:
[Meeting agenda]
Please let me know if you cannot confirm your attendance or have any uncertainties.
Have a nice day!
You can also add a meeting agenda to increase your chances of having a more productive meeting.
2. Performance review
Although it’s always best to schedule a meeting to address an employee’s performance issues, there are times when sending an email is the right course of action.
Ideally, the employee should be your direct report, or you should only email them with the consent of their line manager.
Here are three reasons sending an email might be the best course of action:
You have useful resources or insights to share that you want them to be able to access easily (they could get lost in a Slack thread)
When they have been severely underperforming for an extended period of time
You want a record of the email for another reason
As the first is the most likely if you’re looking to drive more success, here’s our template.
Hi [name],
Ahead of our one-on-one catch-up, I wanted to share some insights into performance over the last [period of time].
As you can see, there has been a dip in [performance metric]:
[Dashboard screenshot]
I can see some potential causes in the data, but I would love your input to better understand the cause so we can address it together.
I also found some useful resources recently that could help the team improve [performance metric]:
[Resource link]
[Resource link]
[Resource link]
Looking forward to our one-on-one on [day]. Thanks, [Name]
When addressing performance issues, keep a collaborative tone. Include next steps and offer support. This email aims to leave your employee feeling motivated, not discouraged.
3. Promotion/transfer announcement
A promotion announcement email will inform your employees and partners about somebody’s promotion or transfer. This business email template helps you maintain an open line of communication with your employees and keep transparency about what’s happening in your business.
Greetings team [company name],
I am pleased to announce that [employee] is transferring to [department] to work in our team as our new [position].
During the [timeframe] that [employee] has worked with us, [he/she/they] has achieved [list achievements]. Some of [her/his/their] greatest achievements with us are [achievements].
[Employee] has taken great measures to ensure that our [employee’s department] works flawlessly, and I am sure that most of you value [employee]’s efforts just as much as we do.
We look forward to starting this new adventure. If you have any questions regarding this change, feel free to reply to this email.
Sincerely,
[Your name]
[Your title]
Recognizing an employee’s accomplishments publicly boosts company morale. Make sure to highlight their achievements and include your contact information for questions about the transition.
4. Thank you
You can send a thank-you email for almost any occasion. The goal is to show the recipient your appreciation for their efforts and help you build a stronger relationship.
Hi [name],
I just wanted to thank you once again for [action]. You helped me a lot with [problem].
I will keep you posted. Let me know if there is anything you need help with.
Sincerely,
[Your name]
Keep your thank you email genuine and specific about what you’re grateful for, rather than generic.
Acknowledging someone’s efforts can improve your team dynamic and collaboration.
Professional outreach templates
You can use these templates when reaching out to people outside your organization. These emails aim to give a positive first impression and create opportunities for new professional relationships and business decision processes.
5. Personal introduction
An introduction email is a good way to explain who you are and why you’re reaching out. Be personal and concise when introducing yourself.
You can use this sample introduction email template and adjust it to better represent you.
Hi [name],
[Common friend’s name] recently handed me your business card as we were discussing [topic].
So here I am, writing this email to introduce myself and explain why I am reaching out.
[A short intro on yourself]
[Your value proposition]
Let me know if you’d like to connect.
Regards,
[Your name]
Personal introduction emails work best when you mention a mutual connection. Rather than asking for something first, focus on how to provide value to the recipient.
If you don’t get a response within a week, follow up.
6. Business introduction
A formal business email introduces your business to a prospect once you have gained permission from them to do so.
Use business introduction emails when someone inquires about your services, whether via direct outreach like a LinkedIn message or by filling out a form to get in touch.
Hi [name],
Thank you for showing interest in [company and service]
My name is [name], and I’m the [role at company].
Before we get started, let me give you a brief introduction to our work.
[Add your offer]
We also have many satisfied customers who will vouch for our work. You can read their testimonials here: [Add link]
If you are interested, feel free to schedule a phone call with me to discuss your challenges further: [Meetings link].
I look forward to meeting you,
[Your name]
Business introduction emails are about showcasing professionalism and credibility. Include social proof where possible (i.e., testimonials, case studies, reviews) to build trust quickly.
7. Job inquiry
A job inquiry email helps you land a job position that isn’t listed yet. It puts you on the radar of the company that you wish to work for.
Job inquiry emails are usually longer than the average short and to-the-point email.
Hello [name],
You don’t know me, but I know your company very well. In fact, your company has been my career goal since high school.
I know you like to work with the best of the best when it comes to [specific position requirements]. I am also pretty sure that, when you find such a person, you will want to, at least, chat about future possibilities.
My name is [your name] and I am the most obsessed [job position, e.g., software developer] in [country]. My [specific skill requirement, e.g., problem-solving] abilities [add a humorous remark, e.g., may not have gotten me much popularity in high school, but it has helped me achieve A, B, C].
I am reaching out to see if you have any current openings in [department of interest]. I am sure that by working together, I can help your company to achieve [Add specific goals you intend to help the company fulfill].
I have experience in [your expertise], having graduated with a degree in [degree]. In the past [timeframe], I worked as a [job position] in [past employment company] as [job position]. I am experienced in [job responsibilities].
Let me know when you are available for a call.
Regards,
[Name]
Job inquiry emails work best when you thoroughly research the company before sending your message.
Highlight your skills and achievements (what you can offer to the company) and include a portfolio link or attachments if relevant to your field.
8. Cover letter
After coming across your desired job position, send a cover letter to increase your chances of landing an interview.
In sales, most employers view your sales cover letter as an introduction to your personality and your capabilities. Personalize the salutation rather than sending a generic “To whom it may concern”.
A cover letter adds a touch of personalization and grabs the reader’s attention, which can be why they keep reading your application.
You can use the following cover letter professional email template and adjust it to your needs.
Dear [name],
I was excited to see that you’re looking for [position]. I have been following your company’s success with [their expertise] for a long time.
I am reaching out to express my interest in working with your team. I am confident that my experience in [relevant experience] makes me a good fit for this position.
In my previous position as [job title] for [company], I [explain your previous job responsibilities]. Some of my strongest sides are [list your qualities], and I am eager to apply this to help you with [business need].
Please find my resume attached with further details on my qualifications. Thank you for taking the time to read my application.
I look forward to hearing from you soon.
Regards,
[Your name]
Instead of including general qualities, discuss quantifiable achievements. Use numbers and percentages when possible, and try to connect past experience with the company’s current needs.
9. Professional reference letter
You can use a professional reference letter to endorse someone’s skills for a job application. You might write one as a previous employer or get one from a supervisor or professor.
A professional reference letter shows an honest overview of your skills, abilities and knowledge. You can use the following professional reference email template and adjust it to your needs.
Dear [name],
I am writing to recommend [recommended person]. [he/she] worked/studied with us here at [organization name] as a [position] for [period of time].
I am [your position] of [organization name], and [recommended person] worked with me on [projects].
During [his/her] time here, [he/she] proved to have [skills/knowledge/ability]. I have always valued [qualities] amongst my [team/students], and [recommended person] never failed to deliver that.
I am sure you would also find [recommended person] easy to work with.
If you have any questions, please don’t hesitate to contact me.
Kind regards,
[Your name]
Reference letters should include examples that follow the format situation-action-result. Describe the scenario the person faced, what actions they took and the outcomes.
10. Post-interview thank you
A post-interview thank you email can improve your chances of landing the job. Send an email expressing your appreciation for their time and saying you look forward to the next steps.
Dear [name],
Thank you for taking the time to meet me today. I found our conversation really interesting.
I enjoyed learning about this opportunity and am confident that my skills and experience will allow me to succeed in [job position] at your company.
I am looking forward to hearing back from you about the next steps. Please let me know if you have any questions.
Thank you again, and I hope to hear back from you soon.
Regards,
[Your name]
A post-interview email shows your professionalism and keeps you at the top of the hiring manager’s mind.
Customer service email templates
Use these templates to interact with customers and promote a positive relationship. Our templates include emails for gathering feedback and addressing concerns.
11. Customer complaint response
Once you receive a complaint, it’s best to act fast. Have a canned response ready for these situations and send it out as soon as possible to avoid friction.
When writing responses to dissatisfied customers, lead with empathy and don’t take it personally. In this business email example, you may want to use an email sign-off like “best regards” or “best” as a sign of respect.
Also, give the customer multiple ways of getting in touch with you. Include your contact information or a professional email signature with your full name, email address and phone number.
You can use the following customer service email template and adjust it to the specific complaint.
Hi [name],
We are sorry to hear that you experienced [customer complaint].
Our team is already addressing [customer issue]. In the meantime, please feel free to let us know your suggestions for improvement.
We will update you within the next [time frame].
We appreciate the heads up.
Best,
[Your name]
Ideally, you should respond to customer complaints within 24 hours.
Use any complaints that come your way as an opportunity to convert unhappy customers into loyal advocates. Acknowledge the problem and offer a solution (or a timeline for the resolution).
Follow up to ensure the customer is satisfied when the issue is solved.
12. Customer satisfaction feedback (open-ended questions)
A customer satisfaction email differs from a survey email due to the nature of the information you receive. Here, you won’t send a customer survey to capture quantitative responses (e.g., choosing one answer from a multiple-choice list).
Instead, you’ll ask an open-ended question to elicit data that is harder to measure, like how satisfied (or not) your customers are with your business and why.
Hi [name],
Thanks for choosing us! We are always looking to improve our [products/services].
For this reason, we’d like to ask you a question:
What do you think we could do to improve our services?
Hit that reply button and let us know!
Regards,
[Company’s name]
Since open-ended questions are more time-consuming, you’ll likely receive fewer responses. However, the feedback you get from these emails can be far more valuable.
When you ask, “What could we improve?” instead of looking at ratings, customers can tell you what matters to them.
13. Survey (formal version)
A survey helps you learn what your customers actually think of your products or services. To be effective, email surveys should include a set of questions carefully designed to collect valuable quantitative and, sometimes, qualitative data.
You can use the following survey email template for formal occasions and adjust it to your needs.
Hi [name],
We hope that you enjoy our [product/service]!
We are always looking to improve our services. As such, we would appreciate it if you could give us [amount of time] of your time to fill out the following survey.
[Link or CTA to survey]
Your answer will be used to help us improve our products and services.
Many thanks,
[Company name]
Be honest about the time it takes to complete the survey. Offer incentives like discounts or prizes to increase the chances of people filling it out.
14. Survey (informal version)
When sending a marketing survey email, consider that your brand may have established a more informal tone.
In such cases, a personal email rather than an official business message will be more fitting. You can use a variation of the following template.
Hi [name],
As you know, we love to get feedback. After all, a strong relationship is based on good communication.
For that reason, we would be super happy if you could fill out our survey!
It will only take 5 minutes. Promise!
[Link or CTA to survey]
Cheers,
[Company name]
Even if this email template uses a more casual tone, respect your recipient’s time. Keep the email and survey brief.
15. Invoice
You can email an invoice to make the payment process as convenient as possible. This email should break down the items and services you’re billing for. Include the total price, your contact information and any other payment details.
You can also include a direct payment link that your customer or client can click on to easily complete the payment.
Hi [name],
Here is the invoice for the [industry] services we provided for the period of [date] until [date].
You can easily make the payment by clicking here [payment link].
You can use the following link to download a copy of your invoice in CSV or PDF: [insert link]
If you have any questions, feel free to reach out.
Thank you for your trust,
[Company name]
When requesting payments, keep a clear and professional tone. Professional email etiquette is important when dealing with financial matters, even if you have a casual relationship with the client.
Marketing email templates
Use these marketing email templates to engage with both current and potential customers.
Our examples contain templates for retail (e.g., shipping, abandoned cart), newsletters (e.g., welcome, verification) or sales.
16. Verification email (also known as double opt-in email)
A verification email is the first email a new subscriber receives after signing up for your email list. The purpose of this professional email template is for the recipient to quickly open it, scan it and click on the “Confirm your subscription” button.
Hey [name],
Thank you for signing up for my weekly newsletter. Before we get started, you’ll have to confirm your email address.
Click the button below to verify your email address, and you’ll officially be one of us!
[CTA button]
Since the goal of this email is to deliver the confirmation button, keep it short and simple. Include a greeting and lead them to the CTA button as soon as possible.
17. Welcome email
A welcome email series, whether corporate or for small businesses, is an opportunity to make a great first impression. It introduces your brand’s voice and sets the standard for future communication.
You can use the following welcome email template as a foundation and personalize it.
Hey [name]!
Welcome to [brand name]. We are happy to have you join our community.
[Brand name] goal is to create [add goal and/or mission of your brand].
We promise to only send you emails [add how many times per week you will be sending an email].
All our emails will offer valuable information to help you along your journey, and we may occasionally recommend a product we believe in.
We hope you enjoy your time with us, and in the meantime, feel free to check our [educational resources of your brand]
Yours,
[Brand name]
Ensure this email effectively communicates what you’re trying to project about your brand (e.g., friendliness, reliability, innovation). You might need to make consistent adjustments to this email as your brand and target audience evolve.
18. Sales outreach
A sales email’s goal is to capture attention, build relationships and generate leads. Whether you’re sending cold email templates or following up with warm prospects, your goal is to land a sales meeting, jump on a phone call or agree on the next steps.
Take the time to fully research and understand your prospects’ pain points before drafting a sales email template. Your email messages are more likely to get a response when the recipient feels you can add value to their day-to-day activities or solve one of their problems.
Hi [Name],
I hope this email finds you well. Let me start by saying that I am a big fan of your work and it has inspired me to push myself beyond what I thought were my limits!
I am reaching out because [reason].
After reviewing [target company], I realized that you could improve in [improvement area]. I have helped many others improve in this area, and I’d be more than happy to discuss it with you!
Would you be available for a quick call to discuss how our [product/service] could help you?
Regards,
[Name]
Well-crafted cold email subject lines can improve your lead-generation efforts when reaching out to new prospects. They encourage recipients to read your emails rather than delete them.
Since you’ll be sending these emails to busy prospects and potential customers, the next section also contains a follow-up email template.
19. Sales follow-up
On many occasions, the first sales email you send out will get ignored, unnoticed or forgotten. Follow-up emails are crucial components of an effective sales funnel. They often make the difference between lost leads and closed deals.
In this case, a follow-up email is the best thing you can do to open the door to a conversation and form a relationship with a prospect or lead.
Dear [name],
You are probably very busy, and I totally understand that!
I’m writing to follow up on my latest email. I still haven’t heard back from you and was wondering if you have had the time to consider my proposal.
I would love to hear from you. Please let me know when you have time.
Regards,
[Your name]
Using sales follow-up email templates can significantly increase your response rates. Most sales happen after multiple touchpoints. A thoughtful follow-up reminds busy prospects of your offer without being pushy.
20. Order confirmation
A confirmation email assures your customers that their order is being processed. You send it right after receiving a customer’s order to tell them everything worked like a charm.
Hi [name],
Thanks for shopping with us. We’ve received your order, and we are already getting started on it.
We will let you know once everything is ready to ship and confirmed. In the next email, you will receive tracking information and other details.
To show our appreciation, we’ll give you free shipping on your next order. Just enter Promo Code [enter promo code] at your next checkout!
See you soon!
You could add an additional offer to give the reader a little extra incentive to complete another action (like making another purchase or RSVPing to another event). In this business email example, the motivator is free shipping on your next order.
21. Shipping confirmation
A shipping confirmation email follows the order confirmation email. Once your customer knows their order is ready, they’ll also want to know when it will arrive.
For this email, include arrival details (e.g., date and shipping address) and note additional information, such as tracking instructions.
Hi [name],
Your [product name] is on its way!
You can expect it to arrive at your shipping address within [timeframe].
The order number is [order number].
Track your order’‘s status here [Insert tracking info].
Thank you for shopping with us!
Sending these emails builds trust and reduces inquiries about the order status. Make sure to set realistic expectations about your delivery timeline.
22. Abandoned cart recovery
If you do e-commerce email marketing, the abandoned cart email is one email template you should pay attention to.
Email marketers usually send an automated reminder email to users who have yet to complete their purchase. The email acts as a nudge to get them to complete the last stage of the conversion.
Hey [name],
Good news! The [product] is still in your cart, patiently waiting to become yours!
Make sure you order before [date] to enjoy a [% discount]
Click on the button below to visit the checkout page.
[CTA to cart]
According to Statista, the cart abandonment rate in 2024 was 70.19%. Abandoned cart emails help you recover lost sales by reminding customers about products they showed interest in.
23. Review request
Eliciting people to publicly share their positive experiences with your business is essential to your brand’s reputation. A review email aims to help you get more reviews for your brand and the products and services you sell (both new products and fan favorites).
However, you have to consider timing carefully. If you wait too long before sending it, your readers may not remember their experience or feel motivated to write a review. If you send it out too quickly, they won’t have enough experience with the product to form a solid opinion.
[Name],
You recently purchased [product] from [your company].
We hope you enjoy it as much as we do. In fact, we’d like your honest opinion!
Your insights could help many other customers decide whether our products are worth buying.
Therefore, if you have 5 minutes to spare, please leave your review on [product/service].
[Link to reviews]
Thank you!
For physical products, wait until customers have had time to use the item. For services, allow time for customers to experience the full value.
24. New promotion offers
There are many reasons why you’d like to announce an upcoming promotion via email. For example, you might have a discount for Valentine’s Day or a special Black Friday offer.
Whatever the case, you can use this promotional email template as a foundation for your announcement.
Hey [first name],
As you know, [special day] is coming up.
We at [company name] decided to take things one step further!
More specifically, [offer proposition].
This offer won’t last forever. You can make your purchase from [date] to [date] and use [discount code] at checkout for an additional [offer/discount].
Wishing you the best day,
Your friends at [company]
Learning how to write promotional emails starts with understanding your audience to create a sense of urgency. Focus on compelling subject lines, personalization and a strong CTA.
Heat up your cold emails with 25 customizable email templates
Best practices for writing a professional email
Even well-structured emails can be ignored or flagged as spam. With so much spam hitting inboxes, recipients are cautious about which messages they open and trust.
The following best practices will strengthen your email marketing strategy and help ensure your emails appear legitimate.
Choose appropriate visual formatting (font, size and color)
The visual formatting of your email signals professionalism before anyone reads a word. Don’t mix multiple fonts, sizes or colors.
Stick to standard business fonts like Arial, Calibri or Times New Roman. For the size, stay between 10 and 12pt throughout the body of your email. However, it’s often better to stick to your email provider’s default font and size.
When it comes to color choices, black text on a white background is the professional standard. Bold the text if you need to highlight key information.
Tip: Your formatting should be invisible. It should support your message without distracting the recipient from what you want to communicate. When unsure, remember that simpler is better.
Keep your email body short and scannable
Most busy professionals tend to scan emails rather than read every word. Your recipients should be able to find important information at a glance.
Here are some tactics you can use to ensure your email body is easily digestible:
One idea per paragraph. Breaking up paragraphs by idea helps recipients pause after each paragraph and process information in manageable chunks.
Bullet points or numbered lists for multiple items or steps. Lists help readers follow specific information/items or instructions.
BLUF (bottom line up front) principle. Start with the most important information at the beginning of a paragraph, don’t bury it at the end where it can be missed.
Blank lines between paragraphs. White space makes your email more scannable and less intimidating.
Try to keep your email messages short. When your recipient gets a long email, they might get overwhelmed and delay the response.
Tip: If your email needs to be long, incorporate headings or attachments to organize the information.
Use CC and BCC effectively
CC (carbon copy) and BCC (blind carbon copy) are email communication features that can help your emails reach the right people while respecting privacy.
You can use CC when you need recipients to be aware of the information you’re sending, but they’re not the primary recipients. On the other hand, you should use BCC to send information to multiple unrelated recipients.
With CC, recipients can see who has access to the information on your email, while BCC prevents them from identifying other recipients.
Note: Using BCC for a group email is different from using an email provider (e.g., Pipedrive’s email marketing software) to send individual emails to a group. An email provider offers email marketing metrics like open rates and click-through rates. BCC also limits the recipient number (500 for Gmail), while email providers can send to thousands of recipients.
Double-check your attachments
Always make sure you attach the files you mention in your email. Sending emails without their attachments is a common mistake that makes you look unprofessional.
Here’s what to do before sending an email with an attachment:
Open the attachment one last time to check the content
Use descriptive titles to name your files (e.g., “Q2 Marketing Report” instead of “Document1.docx”)
Be mindful of the file size; if it’s over 10MB, use cloud storage links (e.g., Google Drive, Dropbox)
Check again that the file is attached
If the document you’re going to send is in DOCX format, export it to PDF. PDF files are easier to open across devices.
Use helpful tools
A common email marketing mistake is not proofreading before sending your email. Make sure there are no typos or spelling and grammar errors. Writing assistants like Grammarly or ProWritingAid can help you catch these issues and any awkward phrasing.
Additionally, the Hemingway Editor can help enhance the readability of your emails. If emails are too hard to read, recipients might take longer to respond. Try to keep a reading level of 9 or below.
Tip: If you’re crafting an email late at night, use your email provider's email scheduling feature to send it when recipients are more likely to read it. An overnight message can look unprofessional.
Follow proper email etiquette
For effective communication when it comes to business emails, it’s important to follow these rules for email etiquette:
Use a professional email address. Addresses like “[email protected]” or “[email protected]” can damage your credibility. A best practice is to use “[email protected]”.
Respond to emails within 24 to 48 hrs. If you need more time to send an answer, reply with a timeline.
Include a clear CTA. If you need a response, specify what you need, from whom and by when to increase your chances of getting one.
Maintain a professional tone throughout your message. If you’re upset, save the email for when you’ve calmed down.
Final thoughts
Writing emails can be daunting, but we hope our professional business email templates make it a little easier.
Whether you are looking to write a professional email to stakeholders, an employee referral letter or invite to your email subscribers to a webinar, use the business email examples above to boost the chances of getting your email opened and receiving a response.
Ready to start writing your emails? With Pipedrive, you can send bulk emails and link them to specific leads wherever they are in your sales funnel. It’s one of the reasons we’re one of the highest-rated CRM tools in the industry. Try us for free for 14 days today.
