Email is one of the most popular means of communication. Some might think that social media marketing has replaced email marketing and that it has less importance nowadays. In fact, the ROI of email marketing is higher compared to other channels. Based on the latest study, you can expect a return of $40 on average for every $1 you invest in email marketing.
A well-crafted professional email can clearly communicate your needs and leave a positive impression on the recipient. There are several types of business emails for different situations.
In today’s article, we will provide you with some tips for writing business emails and several business email examples so that you can compose your own professional emails in the future.
Important Elements of Business Emails
Before we jump into what makes up a business email and business emails examples, it is essential to understand what it is and why people use it.
A business email is a professional email sent to customers, partners, or other relevant people on behalf of a company. When writing a business email, it is important to follow a formal but friendly tone and clearly explain the intent of your email.
Below you will find the main elements of business emails.
- Subject Line. Your subject line should be catchy enough to make one open your email and read it.
- Greeting. Depending on who you are writing to, your greeting might be different. If it is someone you have interacted with before, using “Dear” would work.
- Purpose of your email. No one has time to read a long dull text, especially when they receive plenty of them every day.
- Closing. Remind the recipient about the reason you are writing and wish them well.
- Signature. This typically includes your name, position, and contact information.
7 Business Email Writing Tips
Below, you will find some useful tips on how to craft perfect business emails.
Use a Professional Email Address
Use an email address you usually use for business communication or work-related matters. Your email address should be professional and contain only your name and the domain name.
Write a Catchy Subject Line
Your subject line is the first thing the recipient sees. Therefore, it’s essential to make it accurate and catchy. A proper subject line will make the reader open your email, while a poorly-crafted one will likely appear in the spam folder.
Below are a few tips for writing a solid subject line:
– Keep it short and to the point
– Use keywords relevant to your topic
– Don’t overuse punctuation
– Make sure your subject line is readable
Make Your Email Body Informative
Your email body is used for sharing important information with your recipients. Whether you’re sending an announcement about new products or sharing a company update, you can use your email body to share the details.
As we have already mentioned above, you need to have a clear subject line.
Next, briefly introduce your recipients what they should expect to find in the email. This will enable them to understand the intent of your email and give them a clear idea of what they will gain by reading it.
Finally, make sure to add all the relevant details in the email body. You can also include images, videos, links, and other attachments relevant to your message.
Add a Signature
Adding a signature to your email is an amazing way to add a personal touch to your email and help build awareness around your brand. A signature typically includes your name, title, company, website, and links pointing to your social media pages. It’s better to keep your signature short and sweet so that people can easily scan and find the information they need.
In order to add a signature to your email, open your email settings and search for the signature option. Once you find it, you can add your signature and customize it the way you want. Save your changes and you’re all set!
Make Sure Your Email is Error-Free
All emails regardless of their type should be error-free. Even one typo or another mistake can make you look unprofessional or make it difficult for the recipient to understand what message you are trying to convey.
Below are a few tips to help you write error-free emails:
– Always check your copy for grammar and punctuation
– Avoid using abbreviations or slang
– Make sure your message is concise and on point
– Proofread your email text before hitting the send button
By following these tips, you can make sure your email is error-free, easy to read and understand.
Verify the Recipient’s Email Address
Make sure to check the email validity of the email address before you send an email. This is done to ensure that your message is delivered to the right person in a timely manner.
There are various email verification tools and services to use for checking the validity of email addresses. These tools/services will check the recipient’s email address against a database of known valid addresses. This can be a quick and easy way to verify an email address. However, it’s not always 100% accurate.
Don’t Forget to Follow Up
One of the email marketing mistakes businesses often make is forgetting to follow up. Sending a follow-up email is a must whether you have attended a networking event or sent a special offer to your customer. It is a great opportunity to keep in touch with someone who can be valuable to your business. The key to a good follow-up email is to keep it straightforward, polite, and professional.
Follow these tips to write a good follow-up email:
– Keep it short and sweet. Nobody wants to read a long essay, so get to the point
– Mention something you talked about. This will help them to remember who you are. Besides, they will feel good as you were paying attention during the conversation.
– Offer to do business together or meet again.
– Send your follow-up email within 24 hours. The sooner you send it, the better.
5 Business Emails Examples
We have put together some business emails examples to give you a better understanding of how to write emails for different occasions. Of course, we could not talk about all of them, but we managed to briefly discuss five business emails and provide templates.
First email you send to someone is usually an introduction email. Once you introduce yourself and make it clear why you are reaching out to the recipient, you should also provide some basic details.
The goal of this email is to establish a relationship with the recipient, and the closing part usually includes a call to action.
Below is an example of how to introduce yourself to a client.
I’m (name). I am reaching out to you as a business owner in (location). You might already know (talk about the recipient’s pain point).
(Your business’s name), is specialized in (your business’s USP). (Discuss the benefits of using your products or services).
We’d like to offer you a (special deal) that can solve the (pain point). If you are available at (time 1 or time 2), can we have a call to discuss this further? Or, you can simply reply to this email. Alternatively, you can call me at (phone number).
Follow-up emails are designed for reaching out to customers after some time. Such emails are useful when you want to stay in touch with your customers or keep them updated about important information.
Below is an example of a follow-up email after a networking event.
It was a pleasure to meet you yesterday at the [event name]. I enjoyed our conversation about [topic], especially [highlight something you enjoyed the most].
You talked about [something specific] that made me think maybe you might be interested in (something specific).
If you want, we can meet in person to discuss (the topic) further.
Thank You Email
“Thank you” emails are also on the list of our business emails examples. Such emails allow companies to keep long-term relationships with clients. When you show your appreciation to the customer, they feel valued and more motivated to continue doing business with you.
Below, you can find two examples of Thank you emails.
Dear [Customer’s name],
Thank you for your purchase.
We value our loyal customers. Thanks for trusting us!
We’d like to offer you a (add a number) % off coupon for your next order.
(Business name) team
Dear [Customer’s name],
Thank you for your order!
Your feedback is crucial for us. Please leave a short review of your last purchase.
This will allow us to improve our products and provide you with better shopping experiences.
The [business name] team
Discount Offer Email
We could not cover business emails examples without talking about discount offer emails. Offering discounts to customers through email can be a powerful marketing strategy for building a loyal client base and driving more sales.
But, writing such emails can be a bit tricky sometimes:
Below, you will find two examples of discount offer emails for loyal customers and new clients.
Thanks for being a loyal customer of [your company’s name].
It would not have been possible to run our business for such a long time if were not people like you. To thank you, we have prepared a discount coupon for you.
Use this code [code number] to receive a discount of [discount percentage or amount] from any product in our online store [add a link to your online shop].
Hurry up! The offer is available for the first [add number] customers who make the purchase.
Hi, (Customer’s name),
Thanks for expressing interest in (the services you provide)!
As a new customer, we want to offer you a discount of (discount percentage) to use on all (services you provide)!
If you are interested in this special offer, simply reply to us, and we’ll send you the code to get your discount
(Company name) team
Client Onboarding Email
When talking about business emails examples, it is important to mention client onboarding emails too.
When a customer purchases a product or service, a company should do its best so that customers don’t regret their decision. A happy customer is more likely to purchase something else in the future from the same company. This is when client onboarding comes in handy. It is done to guide clients in how to use the products/services they have purchased from your company.
Building a solid onboarding plan is a must if you want to enhance relations between your company and customers. One way to do this is to write a client onboarding email.
Below you can find an example.
Hi [Client name],
Thanks for choosing us. Our team is looking forward to working with you.
To get started with a project, we’d like to continue our collaboration by using (names of tools). Could you tell us which one would work best for you?
I am also sharing with you a document where you can find all the details concerning the project.
In case you have any questions, you can reach out to us via email at (your company email) or call us at (your company’s number).
Business emails are a crucial part of professional communication. They can be used to build relationships, update customers about new products, appreciate someone, and so on. No matter what you want to say, there is a business email example for it. Using our tips and getting familiar with some business email examples will help you craft your own emails for any occasion.