What is a business email?

Business email is an essential communication tool with employees and external organizations,
including customers, clients, subscribers, and stakeholders.

As well as sharing information and updates, business emails can be used to market products,
manage complaints, support customers, and engage suppliers. Put simply, a business email is the
lifeblood of any modern company.

Business emails are typically short, polite, and written with a clear purpose. If written correctly, an
effective business email can inform, engage, and inspire any reader.

How to write a business email

First, you'll need to understand how to format a business email, including a great subject line,
appropriate greeting, body copy, and ending.

You're asking someone to read your email, so it must have value. Your email must have a purpose
and state it clearly and quickly. Don't waste time or words getting to your point, be clear with why
you're messaging and what you want.

All business emails should be direct, clear, and easy to read. The tone of a business email, however,
can vary from informal to formal. The formality can depend on your company, the intended audience,
subject matter, and several other factors.

Regardless of the formality, remember to stay professional because you lose control of the email
once you click Send. Emails can be copied and forwarded to others indefinitely, and if you’re
inappropriate or unprofessional, your poor choice of words could follow you.
Business email format
The basics of how to write a business email format should be familiar to anyone online. The typical
formal business email format has five core parts, including:

1. Subject Line: Mail Title

As with any email, a business email should include a brief but descriptive subject line, one or
more recipients, and an attachment if needed. If you are including multiple recipients, consider using
the CC (carbon copy) field to keep the extra recipients in the loop without requiring them to respond.

2. Formal greeting: Opening Line

Make it brief and friendly, and address the recipient by name if you know it. The first name is
preferable if you're more familiar with the recipient, while you should use their last name if you want to
be more formal.

3. Body copy: Main Text

Start with your main point, and keep your writing focused on the concerns of your audience. If you
need a response from the recipient, make sure to include a call to action or closing remarks so they
know how and why to respond. Also, if you've attached a file, be sure to mention it.

4. Closing phrase: Finishing Text

Offer a quick farewell, such as “Thanks” or “Sincerely”, then give your name and contact information in
case they have questions.

5. Signature: Sender’s Details

The signature is where you identify yourself by name, title and any other information relevant to your
communications. Most email programs allow you to set a fixed signature that’s automatically added to
the end of every email you send.

Understanding the business email writing format enables you to sketch out, structure quickly, and
write a business email from scratch in minutes.
Business email greetings
Use a formal email greeting and an appropriate email opening sentence. The core of your message
depends on who you're contacting, what you want, and why, but the basics of how to start a good
business email are pretty standard.

Many people want to know how to start a business email conversation with someone they have never
met. If you know the person's name, it's polite to start with:

• Dear (person's name)

Use their full name, and avoid a title (such as Mr. or Mrs.), as these are outdated and could cause
offense.

If you're finding it difficult to decide how to address someone in a business email, we suggest being
formal rather than being informal. So while you're OK to use any opening you choose in a personal
email, if you're wondering if you can use 'Hi' in business letters or emails, we would advise against it.

Unless you know the person, overly informal greetings such as 'Hey’ or ‘Hi’ could come across as
informal and unprofessional, which could kick off your relationship on the wrong note.

How to start a business email

The opening sentence should explain who you are, where you're from, and what you want. Here's
an example of how to start a business email.

Example:

Dear Asha Tsai,

I hope this email find you well. My name is Gaurav Shrestha, and I'm contacting you from The Carpenter
Hardware with information on some new products I think you may be interested in.

The decision on how you start a business email depends entirely on what you're trying to say. Still,
the approach above is a tried and tested classic.
How to end a business email
As we've explained, every business email should have a point and a purpose, so be clear about what
you want from the reader. So let's use the example above to illustrate how this can work in a formal
context.

Example:

Dear Asha Tsai,

I hope this email find you well. My name is Gaurav Shrestha, and I'm contacting you from The Carpenter
Hardware with information on some new products I think you may be interested in.

I'd welcome your feedback on our new range of products and would like to arrange a call to discuss the next
steps. Please respond to this email if you would like to chat, including some dates and times that are convenient
to you.

I am looking forward to hearing from you.

Yours sincerely,

Gaurav Shrestha
Marketing Manager
The Carpenter Hardware
Gyaneshwor, Kathmandu
Nepal

If there's already an existing relationship between the two participants, then it's okay to be a less
formal. So here's how this can work.

Example:

Hi Mayuresh,

I'm getting in touch with some information on some new products I think you may be interested in.

I'd love to talk you through some of their new features and benefits, as well as the preferential pricing we can
offer to our trusted clients. Give me a call or drop me an email if you're interested in catching up.

I'm looking forward to hearing from you soon.

Best regards,

Gaurav Shrestha

As you can see this example maintains professionalism without being too stiff. For example choosing
the right email closing line can make a significant difference in the tone of the email.
How to finish a business email
The formal way to end a business email is by using one of two options.

• Yours sincerely – this is a formal sign-off if you are addressing the email to a person and you know their
name
• Yours faithfully – a formal business email sign-off if you don't know the name of the person you're
emailing
There are other, less formal but increasingly popular, business email closings include used commonly
in today’s time:

• Kind regards
• Best regards
• Best
• Thanks
• Sincerely

When deciding how to sign off a business email, think about how well you know the reader and how
formal you want to be. If you've emailed someone before and have a relationship, feel free to be a
little less formal

Business email writing samples

Here are some common phrases that can help you write better business emails and some advice on
using them.

Learn how to:

• Introduce yourself in an email

• Say sorry
• Say thank you
• Politely say no
• Say you're busy
• Describe the attachments you're including

How to introduce your business in an email

When introducing yourself in an email, include your name, job title, and company. Stick with the basic
information that any reader might want to know.

• My name is Gaurav Shrestha, and I'm the marketing director at (insert company name)
How to say sorry in a business email
Saying sorry in a business email can be challenging, but it's best done quickly and cleanly. Don't try
to discuss furthermore without coming to the point or confuse the message; just say “sorry”.

• I would like to apologize for your recent experiences with our company.

How do you say thank you in a business email

When saying thank you in an email, keep things short but be specific. Don't just say thanks; explain
what you're thanking the person for and the impact that they have had. If you're saying thanks for
something they've done,

• I'd like to thank you for your amazing work on the recent project. Your work has helped us to save
significant amounts of time and money.

How to say no politely in a business email

Learning how to say no politely is a core business communication skill that can be a challenge. We're
conditioned not to want to disappoint people, but remember this isn't about you personally, but about
business. A polite but firm no can improve the way you are perceived. It's tempting to apologize or
qualify your response but don't. Stick to the facts and don't lose focus.

• I'm sorry to say that we won't be able to accommodate your request at this time.

How to say I am busy in email

Work can be stressful enough without having to explain why you're busy. Don't apologize, but be
clear that you don't have time. Instead, manage expectations and finish positively by explaining when
you can help.

• I'm not currently able to support you with this project as I'm engaged in other work. However, I'll have
some capacity to work with you next week.

How to write a business email with attachments

Let your reader know that there's an attachment, what it contains, and why it's essential. For
example, if the file is large or in a specific format that may require them to access an application, let
them know.

• Please find attached a copy of the report you have requested.

1. How to write an email to a company
In our first business sample, we describe how to write a mail to a company totally cold.

Example:

Dear Mico Chen,

My name is Gaurav Shrestha, and I'm contacting you from (insert company) with some information on our exciting new
range of products.

I've viewed your website, researched your company, and believe our products appeal to your customers. Please review
the attached information and contact me should you require any more information. I'll contact you in the next five days to
follow up with you.

Yours sincerely,

Gaurav Shrestha
(Insert Contact)
(Insert Company)

2. Business email reply sample

In this example, we look at how to respond to a business proposal email that a company has sent
you. Before writing, consider what you want to do with the information they have supplied. Be clear if
you're interested or not interested. This will save time to avoid unwanted future emails.

Example:

Dear Gaurav Shrestha,

Thank you for contacting me with your new product range. After reviewing the sample, we are interested in learning more
about your business and how we could work together.

Please get in touch with me to arrange a formal meeting.

Yours sincerely,

Ryan Harris
3. Sample email to client for new business
Sending a cold email to a potential customer completely cold can create new connections and
generate new business. There are no set rules on how to write a business email to a potential client,
but you must show that you have researched what they do and understand who they are. Before
using this sample email to customers for business, do some research and edit it.

Dear Rajive Sharma,

My name is Gaurav Shrestha, and I'm the marketing director at (Insert business name). I researched your business and
understood that you are searching for a new marketing supplier. I'd love the chance to discuss with you what we do and
explore some of the potential ways we could work together.

Please check out our website and contact me if you want to know more about our business and services.

Yours sincerely,

Gaurav Shrestha

4. Business cooperation email sample

A business collaboration is a partnership that benefits you both, so approach any email positively and
with purpose. In this example of how to write a business partnership request email, we focus on the
benefits of collaboration. This business collaboration email sample is also suitable for those
wondering how to write an email to a potential business partner.

Dear Asha Tsai

My name is Gaurav Shrestha, and I'm the CEO at (Insert name). I was researching your business and am interested in
discussing whether there is the potential for us to collaborate around our (Insert product).

Please check out our website and contact me if you want to know more about us.

Yours sincerely,

Gaurav Shrestha
5. How to send a business proposal email
A business proposal is more than a request for a partnership but a formal document detailing the
terms and conditions of your relationship. When deciding how to start a business proposal email,
understand that multiple people will see this email, so be formal.

Hi Asha,

Please find attached a copy of our business proposal. Within the business proposal, you will find detailed information
about our plans, including how we hope to collaborate with your organization.

Please review the file and contact me directly if you have any comments, questions, or queries. I look forward to hearing
from you shortly.

Kind regards,

Gaurav Shrestha

6. How to write a business introduction email

Having the skills to introduce your business to another can help you win clients, form partnerships,
and secure profitable projects. Leave the selling for later, and start with a meeting. This example of
how to write a business meeting request email can be amended, covering how to write a business
invitation email.

Dear Shristi Mainali

My name is Gaurav Shrestha, and I'm the CEO at (Insert business name). We work with several businesses like yours,
helping them improve their services to their clients, increasing client satisfaction, and growing revenues.

I've attached some information about our business, including details of our services. I would welcome the opportunity to
discuss this with you in person or on the phone once you've had a chance to review it.

Don't hesitate to contact me with a suitable date and time for us to catch up.

Yours sincerely,

Gaurav Shrestha
7. How to write a business inquiry email
A business inquiry is a formal, unsolicited message requesting information. Be clear and focus on
what you want, the recipient should know exactly what you're asking for, why, and when they need to
respond. See our example of how to write a business inquiry email here.

Hi there,

My name is Gaurav Shrestha, and I'm the marketing director at (Insert business name). I am contacting you to request
some information on your current product pricing.

Please can you provide me with your price list and contact information for someone I can speak with? I look forward to
receiving your reply.

Please can you provide me with your price list and contact information for someone I can speak with? I look forward to
receiving your reply.

Yours faithfully,

Gaurav Shrestha

8. How to write a business email asking for something

It depends on what you want, but a business inquiry email asking for something should include what
you want when you want it and why. Here's an example of how to write a business email asking for
something.

Hi there,

My name is Gaurav Shrestha, and I'm the marketing director at (Insert business name). I need to hire a photographer for
my event on 22 September. Please can you contact me with your availability, details of prices and your terms and
conditions?

I look forward to hearing from you.

Yours sincerely,

Gaurav Shrestha
9. How to write a cold email for business
While writing an email to strangers about your business, focus on the value you can offer, not what
you want. You can see how that works in this example of how to write a cold email for business.

Dear Brij Rajbhandari,

I saw your post on Space Stylist page looking for designers to provide interior solutions to your company and wanted to
reach out. We have design package plans that provides options for various project scales, manage time schedules &
payment plans, and more – all from a single platform with various solutions.

If you'd like to know how Space Stylist can help you and your business, contact me today.

Thank you,

Gaurav Shrestha
(Insert Contact Details)

10. How to write a business follow up email

In this example of how to write a follow-up email to a client after a business meeting, we keep the
details to a minimum and focus on arranging a follow-up.

Dear Mayuresh Wakde,

It was great to meet you today and learn more about you, your company, and your products. I was excited to
discuss potential collaborations and look forward to progressing our discussions in the future.

Please let me know your availability for a future meeting, and I'll be happy to arrange one.

Best regards,

Gaurav Shrestha