Business Email: Examples and Templates

Templates of Business Emails
Yurii Bitko Yurii Bitko 25 october 2022, 10:37 97
For beginners

People have been predicting the decline of email marketing for years. However, it has only grown stronger! By 2023, there will be over 4 billion email users. Email still plays a significant role in your digital marketing.

To give your email marketing a kickstart, we provide you with some business email examples and templates.

Promotional Email with CTA

A promotional email is a type of business email that you send to your subscribers to let them know about your new or existing products and services. The purpose of promotional emails is to spread information about limited-time offers, special discounts, or exclusive content.

A promotional email aims to speed up the buying process, create or increase loyalty, or encourage action, such as downloads, registration, etc. The call to action (CTA) is one of the key elements of a promotional email. It captivates subscribers' interest and motivates them to take action.

To attract your subscribers to sign up for a new lead magnet, you can send them an email with a lead magnet promotion.

Subject: New [Type of lead magnet] [name of lead magnet]

Body:

Hello [name],

I'm emailing you today to inform you that we have developed a new [type of lead magnet] called [Name of lead magnet].

In this [type of lead magnet], you will learn how to [describe the content of your lead magnet in two to three sentences].

[Link]

To access [Name of lead magnet], click here.

[Link]

Please share the email with anyone else you think will find this information helpful.

By replying to this email, please let us know if you experience any difficulties accessing the [lead magnet type]. We will respond immediately and ensure that you have immediate access.

Thank you.

[Your Signature]

Follow-Up Email with CTA

A follow-up email is a business email you send following any significant customer journey event with the aim of gathering some useful data. You could send people who download your content an email asking them if they’ve found it useful.

Also, people who are currently using your service for free can receive a follow-up email from you asking about their feedback. If they fail to click the lead magnet link, you can also send them an email using this format.

Subject Line: Your free [type of lead magnet] is still waiting for you

Body:

Dear [name],

I noticed you did not download the [type of lead magnet] that I sent, so I'm sending it again.

[Link]

Click Here to view [lead magnet's name] ==>

To access [Name of lead magnet], click here.

[Link]

Please share the email with anyone else you think will find this information helpful.

Thank you.

[Your Signature]

Product Launch Email

Product launch emails notify your customers about the release of new products or updated versions of existing ones. Your product launch emails should be able to captivate your audience so that they develop interest to learn about the forthcoming release.

Subject Line: [Product name] has arrived!

Body:

Dear [name],

I hope your day is going great! I'm emailing you today to inform you that our [product name] is now available. It supports you in [describing the issue and its resolution].

[Link]

Click here to find out more about what it does. [Link]

Be sure to purchase it before [indicate a deadline or the number of sales].

Here is a recent customer's recommendation [insert a customer review].

Use the live chat feature on the product page or reply to this email if you have any questions about the product. Our staff is ready to respond to your inquiry.

Thank you.

[Your Signature here]

Feedback Request Letter

A feedback request email is a business message that asks customers for their thoughts after they've been to an event, bought a product, or used a service. It helps build customer loyalty and gives marketers valuable information they can use to make the product better.

Subject: Help us serve you more effectively.

Body:

Hello [Name],

I hope you have been pleased with our services thus far.

We want to keep providing quality services. Could you please spend five minutes filling out this feedback form for us [link to form]?

Please be sincere in your responses. Do not be scared to express your disapproval of something. We take criticism seriously and are prepared to make adjustments to serve you better.

Thank you.

Companies that sell goods and services often send out emails asking for feedback. With this email, they can find out what their customers like best about the brand and what needs to be changed. This is a win-win situation for everyone. Also, you don't have to look into what your competitors are offering to determine the benefits. All you have to do is ask your clients. You can be sure that they will be glad to help you and happy that you care.

Discount Offer Letter

As the name suggests, the purpose of a discount offer email is to inform customers of a special discount. It could be a storewide discount, a coupon, or a discount code redeemable at checkout. Offering discounts is a standard business practice used by all companies because it delivers tangible results. If you have a discount, use this format to send an email to your list.

Subject: A special discount awaits you inside.

Body:

Dear [Name],

We sincerely appreciate you choosing [your company name].

We have been in business for so long because of customers like you. We made a special discount coupon just for you as a token of gratitude.

Use the code [unique code number] to receive a discount of [discount percentage or amount] on any item in our store [insert a link to your online store].

But hurry! Only the first [add number or time limit] customers who make the purchase will be eligible for the offer.

Thank you.

[Your Signature]

Re-Engagement Email

A re-engagement email is a business email designed to reactivate readers who have stopped interacting with your emails. Readers stop engaging for various reasons, maybe they’ve only signed up for a one-time offer or your send frequency is excessively high. Before you unsubscribe inactive subscribers, try sending a re-engagement email.

Subject Line: Hello, are you there?

Body:

Dear [Name],

I'm getting rid of inactive subscribers. Also, I've noticed that you haven't opened any of my emails in the past [add number] months.

I understand if you prefer not to receive emails from me. No hard feelings :).

However, if you want to keep receiving my emails, click the link below to confirm, and I won't remove you.

[Link]I am still interested in receiving your emails.[/Link]

No further opt-in is necessary. You need only to click.

Thank you.

[Your Signature]

Segmentation Triggers Email

It's a brief email you send to your subscribers, new and old, in which you express interest in learning about their needs and helping them better. If you have a large email list, you often won't be able to send one and the same message to everyone. Get to know people on your email list by sending them a short email message in which you ask them a few questions and learn how you can better serve them.

Subject Line: I'd like to send you greater content

Body:

Dear [Name],

I want to keep supplying you with free materials. However, I want to ensure that I'm sharing only content that you find valuable. Please click on one of the links below to tell me which topics you find most interesting.

[Insert text and a link to topic no. 1]

[Insert text and a link to topic no. 2]

[Insert text and a link to topic no. 3]

If you don't find a topic that interests you, please respond to this email and let me know what you'd like to read more about.

Thank you.

[Your Signature]

Email Newsletter

A newsletter is a recurring email that informs your audience of the most recent news, tips, or updates regarding your products or services. Objectives could include increasing your open and click through rates or attracting new subscribers. You can send newsletters via email every one to four weeks.

Subject: Here is some information you may find useful

Body:

Dear [Name],

Here is a collection of the most recent articles from our blog and other websites.

[First article's title with a link inserted]

[First article summary]

[Title of the second article with a hyperlink added]

[The second article's description]

[Title of the third article with hyperlink added]

[Third article summary]

Thank you.

[Your Signature]

Not every blog post will be magical, but every once in a while, a post is so good that it must be shared everywhere. So go ahead, email the full blog post to your list and tell them you couldn't possibly take the chance that they wouldn't see it.

Also, it is beneficial for you if a blog post is also a subtle sales pitch that will help you raise money. You don't have to make every blog post about sales, but blogs are a great way to get people to buy your product. So, whenever you write a blog post with a clear call to action asking your reader to make a donation or purchase something, consider sending that post to your email list.

Subject: In [company or person’s name] Blog: [Post title]

Body:

Dear [Name],

I wanted to let you know that I updated my blog with a new post that I know you'll find helpful.

This post will teach you [describe in two to three lines].

[Link]Check it out by clicking here.[/Link]

If you think your followers will benefit from it, kindly share it with them. A useful Tweet link is provided below [insert Twitter share link]. To share it right away, click here.

Thank you.

[Your Signature]

Email outreach is a common strategy for building links to support an SEO strategy. In a nutshell, it involves finding, contacting, and persuading relevant prospects (individuals or businesses) who can help promote your content by linking to your website.

Use this template when contacting blogs for contributions. However, be sure to modify it depending on the blog's guidelines, as some of them might require you to submit a draft. Others will require you to submit topic suggestions.

Subject Line: I would love to contribute to your blog.

Body:

Dear [Name],

I enjoy reading your blog. You provide a lot of helpful advice here. I particularly enjoy your [post title]. It's well written and practical.

I would also like to contribute a unique article to your blog. I've read your instructions and will adhere to them when I write the post. [Confirm page points of the rules you'll stick to, such as

Listed below are examples of my work.

[Include links to previously posted content in the same field]

If you're interested, I would be happy to collaborate with you on the blog's topics and formats.

Would you prefer a full post, a draft of the post's outline, or some sample topics? [change per blog's rules]

Thank you.

[Your Signature]

Affiliate Partners Outreach Email

Email outreach is a way to get in touch with potential business partners or cold contacts for B2B or B2C reasons. It's crucial to reach out to and connect with your affiliates. When there are so many important leads to follow, sometimes you have to recruit people to help you. Using the right outreach email is always the best way to reach out to affiliates and other interested parties.

Subject Line: Your audience will enjoy this.

Body:

Dear [Name],

I enjoy visiting your website. I enjoy reading your product reviews. The review of [product name] is one of my favorites.

We recently launched a product like yours called [product name]. We were wondering if you'd be interested in writing a review of it.

If you are, kindly let us know, and we'll send you a free sample.

Here is a link to our affiliate program: [insert Link]. You receive [amount or percentage] commission for every sale you make.

We'd love to have you as a partner.

Please contact me if you have any inquiries or would like a demonstration. I am available to assist you.

Influencer Outreach Email

An influencer outreach message is an email sent to people with a big following on social media sites like Instagram to get their attention. Brands send these kinds of emails to influencers to get them to share content about the brand, product, or service. Use this template to reach out to social influencers you would like to work with.

Subject Line: We want to collaborate with you

Body:

Hello [Name],

I have been your follower on [social media platform] for a long time. You share a significant amount of [content] and have a devoted audience.

I also observed that you frequently share helpful products. I'm writing to tell you about the next product I want you to promote. [Add Name and Link to product] is the Name of it. It aids [the product's description].

I am confident that you and your fans will enjoy it. You can use it to [list the uses].

Please inform me if you intend to promote it. We'll send you a product sample. We can also provide content creation assistance, and we'll pay you for your time.

Thank you.

[Your Signature]

Call Invitation Email

A free consultation is a personal interaction, conversation, meeting, or interview where people can share their ideas and discuss the possibility of working together.

Free consultations help you connect with potential customers who might not have been interested otherwise. You could get more customer referrals if you offer consultations because the clients will feel like they're getting something in return, which could lead to more business opportunities. Use this email template to contact anyone who requested a free consultation.

Subject: Regarding free consultation with [your Name]

Body:

Dear [Name],

We appreciate you registering for the free consultation. I'll be glad to speak with you.

Could you please set a time and date for our call by clicking this link [insert a link to your scheduling software]?

Please respond to this email with any questions about the call. I'll reply to you right away.

Thank you.

[Your Signature]

Call Follow-Up Email

A follow-up email after a call is essential to customer service, sales, and hiring. It can make your relationship with the other person stronger. It can also help solve any problems brought up during the call but still not resolved.

It's always important to send a quick email after a phone call as a follow-up. This helps confirm what was discussed, covers any other questions or outlines next possible steps. Also, in the digital age we live in now, sometimes it's just easier to answer an email than a phone call.

A follow-up email is also an excellent way to keep in touch with the person you’ve met. It gives them a way to contact you if they need more information, reminds them of your conversation, and keeps you at the top of their minds.

Subject: Following up on our conversation

Body:

Dear [Name],

I appreciate you being on the call. Finding out more about you and your company was pleasant.

On the call, we talked about...

[Reduce the information to a few key points]

I've attached my unique business plan to this email [include it in the email]

Please review it and let me know if you're interested in working with me.

Thank you.

[Your Signature]

Client Introductory Letter

The first thing you should do when you get a new client is send a letter to introduce yourself and express how you plan to work. A letter of introduction allows you to tell them about yourself and the tools you work with.

Subject: Start-up information for [Project Name]

Body:

Hi [Name],

We appreciate your decision to work with us. We're eager to collaborate with you.

To complete this project, I will now create a plan. We use Trello or Asana [replace with the tool you prefer] for project management. Please let me know which one you like best. There, we'll set up a board so you can keep track of our development.

I have also included a document with all the login information I require from you. If you can, add them here or send them to us via LastPass.

Additionally, you can contact me by phone at [add your number] or by email at name@example.com if you have any questions.

Thank you.

[Your Signature]

Event Invitation Email

An event invitation email is sent to subscribers to let them know about an upcoming webinar, conference, presentation, etc., and convince them that they should attend. Most invitations will include the following information:

  • Name of the invited person
  • Name of the event and its objective
  • Names of the hosts
  • Location and time
  • How to get there (if offline)
  • Dress code (if offline)
  • RSVP deadline

Subject Line: You are cordially invited to [event name].

Body:

Dear [Name],

Once again, we have our [Name of the event] at this time of the year.

Today is [insert your event's details here ].

We would love for you to attend, but we completely understand if you cannot do so. You have grown to be a valued member of our organization.

Please respond yes or no by clicking this invitation link (insert link).

Thank you.

[Your Signature]

Best Tips for Writing Business Emails that Get Opens, Clicks, and Replies

You are welcome to use the above templates, customize them according to your needs, and send them via email. Here are a few things to keep in mind.

Write an engaging subject line

Your email subject lines have a purpose. It encourages people to open it. Therefore, focus on it and craft a strong subject line. Supply enough information to generate interest and opens. The rest should be discussed in the email's body copy.

The subject should be casual and friendly

Avoid capitalizing the subject line of your emails, as capitalizing every word could make your email end up in the spam folder. Besides, it can make your letters appear overly formal. You don't want your audience to feel the same way. Instead, the subject line should have a casual-friendly tone because people access friends' emails more than other email tones.

Subject lines with brackets can result in higher open rates. You can use them to attract attention to crucial information. Emojis often improve open rates, too.

Personalize emails

Personalizing email subject lines can boost open rates by a significant amount. Also, personalized marketing emails provide increased revenue. Therefore, take effort to personalize your emails effectively.

Personalization should not be limited to adding the recipient's name immediately after the initial greeting. There is more to accomplish. It's advisable to develop an identity for your audience if you send this email to a list. You can narrow the email to the receiver's preference.

Additionally, if the email is going to a specific person, you should gather and use as much information about them as possible. You can accomplish this by reading their blog, LinkedIn profile, tweets, etc.

Get to the point quickly

An average user sends and receives more than 120 business emails per day. They want to read your email and continue their other activities quickly. They will stop paying attention if you send them an endless text taking lots of time to read.

Be concise and quickly express your main point. It's essential primarily for cold outreach emails. You can compose a longer email if you send it to a warm audience via a newsletter because they are already connected to you. If you write compelling copy, you ought to capture their interest.

Spell-check and edit the email

To ensure that your business emails are error-free, proofread and edit them several times. You can use programs like Grammarly to check for mistakes and Hemingway to further polish your article after reviewing it with Grammarly. Hemingway simplifies text. Ensure that your text reads at grade 4–6 level by paying close attention to the details. If possible, you can go even lower.