16 Business Email Examples & Templates - Sales, Marketing, HR & Finance

Business Email Examples & Templates - Sales, Marketing, HR & Finance

Email is a primary mode of communication in the business industry. Effective business email writing is important, whether communicating with colleagues, reaching out to customers, or liaising with vendors. A well-written business email is one of the most important ways to communicate. This is more than just being formal; it shows the company's values, strategies, and approach to customer relationships.

The steps we have put together with examples are proven to make you look professional, convey the message and get the job done.

5 Must-Have Elements in Every Business Email

While writing the business email, here are five elements you should never overlook:

1. Signature: Include an email signature at the bottom of your message. It's like your digital business card. It should have your name, job title, company, and contact details. This way, the person you're emailing knows who you are and how they can get in touch.

1. Subject Line: The subject line is the first thing the recipient will see, so make it count. Keep it short and to the point, and make sure it gives a clear idea of what your email is about. Read a few black-friday email subject lines to boost your open rates

1. Email ID Format: Your email address should look professional. A good format is firstname.lastname@company.com. It's a small detail, but it can help build trust.

1. Greeting and Closing: Start your email with a friendly yet professional greeting. If you know the recipient's name, use it. And when you're wrapping up your email, end it positively.

1. Body Content: Keep your message clear and concise. Use short paragraphs and bullet points if you have multiple points to make. Remember to be respectful and considerate in your tone while you are introducing yourself.

By keeping these elements in mind, you can write effective business emails that convey your message and leave a good impression.

16 Business Email Examples - Department-wise

Business emails vary in their purposes and tones. Here are 20 examples from various departments:

Sales

1. Cold Email

Subject: Grow Your Business with [Your Company]

I recently came across your company, [Company's Name], and was impressed with what you're doing in [their industry].

I am [Your Name] from [Your Company], and we specialize in [Your Services].

[Explain how your services can add value to their business.]

Would you be available for a quick call [suggest a time] to discuss how we can help your business grow?

Looking forward to hearing from you,

2. Email After Sales Meeting

Subject: Recap of our Meeting Today

Thank you for taking the time to meet with me today. I've summarized the key points of our discussion for your reference:

Please let me know if you have any questions or need further clarification.

3. Follow-Up Email After Meeting

Subject: Following up on our Recent Meeting

Just following up on our meeting last [day]. Did you have any further thoughts or questions about the points we discussed? If you need any additional information, please don't hesitate to ask.

Looking forward to moving forward together.

Marketing

4. Link Building Outreach Email

Subject: Partnership Opportunity with [Your Company]

I am [Your Name] from [Your Company]. We're interested in establishing a partnership with [Their Company].

We believe that our content could provide value to your audience, and we're open to guest posting, exchanging backlinks, or other forms of collaboration.

Would you be interested in exploring this further?

5. Influencer Marketing Outreach Email

Subject: Collaboration Opportunity with [Your Company]

I am [Your Name], reaching out on behalf of [Your Company]. We're a [short description about your company].

We've followed your work and believe your audience aligns perfectly with our brand. We're interested in discussing a potential collaboration.

Let me know if you're open to discussing this further.

6. Middle of the Funnel Customer Engagement Email

Subject: Exclusive Offer Just for You!

As one of our valued customers, we want to give you an exclusive offer: [Details of the offer].

This offer is only valid until [expiration date], so make sure to take advantage of this offer! Click here to claim your offer now.

7. Festival Email

Subject: Season's Greetings from [Your Company]

As the holiday season approaches, we at [Your Company] want to take a moment to express our gratitude for your support throughout the year.

[Insert any special deals, updates, or offers here.]

Wishing you a joyous holiday season and a prosperous new year!

Bonus: Also read a few black-friday emails for your bulk email marketing campaigns.

Human Resources

8. Salary Negotiation Email

Subject: Re: Offer Letter from [Your Company]

Thank you for extending the job offer. I'm excited about the opportunity to join [Your Company]. However, I was hoping to negotiate the salary.

Considering my experience in [mention your skills, experiences], I believe that a salary of [desired salary] would be more in line with the industry standards for this role.

I'm looking forward to discussing this further.

9. Job Application Email

Subject: Application for the Position of [Job Title]

I'm writing to apply for the [Job Title] position at [Your Company]. My skills and experiences in [mention skills, experiences] make me a strong candidate for this role.

Please find my resume attached for your reference.

Looking forward to the opportunity to discuss my application further.

10. Resignation Email

Subject: Resignation Notice

I am writing to formally resign from my position at [Your Company], effective two weeks from today.

I appreciate the opportunities I've had here. I'm looking forward to a new challenge and believe this decision is in the best interest of my career growth.

Thank you for your understanding.

11. Last Working Day Email

Subject: Farewell and Thanks

Today marks my last day at [Your Company]. I would like to take this opportunity to thank you for the experiences and opportunities during my tenure.

Though excited about the next career phase, I'll always value my time here.

Finance and Accounting

12. Sharing an Invoice Email

Subject: Invoice #[Invoice Number] from [Your Company]

I'm sharing Invoice #[Invoice Number] for the recent services provided.

Please find the attached invoice. If you have any queries, feel free to reach out.

Thank you for your prompt attention to this matter.

13. Payment Reminder Email

Subject: Payment Reminder for Invoice #[Invoice Number]

This is a gentle reminder that Invoice #[Invoice Number] remains unpaid. It was due on [Due Date].

Please process the payment at your earliest convenience.

Thank you,
[Your Name]

14. Payment Confirmation Email

Subject: Payment Received for Invoice #[Invoice Number]

We have received your payment for Invoice #[Invoice Number]. We appreciate your prompt payment.

Thank you for your business!

15. Expense Approval Email

Subject: Your Expense Report #[Report Number]

Your recent expense report #[Report Number] has been approved. The reimbursement will be processed in the upcoming payroll cycle.

If you have any questions, please don't hesitate to ask.

16. Fund Raise Request Email

Subject: Support for [Cause/Project]

We are currently fundraising for [Cause/Project], and we would greatly appreciate your support.

Your contribution will make a significant impact. Here is how you can donate [provide donation details].

Thank you for considering this request.

11 Tips for Effective Business Email Writing

As you leverage these templates to level up your email game, remember to remember the following.

1. Be Concise: Keep your emails as brief as possible without missing necessary information.
2. Use Clear Language: Avoid jargon and complex terms that may confuse the reader.
3. Proofread: Always proofread your emails to check for typos and grammatical errors.
4. Structure Your Email: Break down your emails into sections (greeting, body, closing) to improve readability.
5. Personalize Emails: Personalize your emails to build a stronger connection with the recipient.
6. Reply Promptly: Strive to respond to emails within a reasonable time to show professionalism.
7. Use a Professional Tone: Maintain a respectful, formal tone, especially in initial communications.
8. Include a Call to Action: If you want the recipient to do something, make it clear by including a specific call to action.
9. Consider the Subject Line: Spend time crafting a subject line that accurately reflects the content of the email.
10. Avoid Overuse of Capitalization and Exclamation Points: They can come across as shouting or overly excited.
11. Use AI: Make use of AI email writer for effective and rapid email generation

Leveraging AI to Draft Great Emails

One of the most exciting new tools out there that can help you craft great emails is generative AI. While you can use any of our nifty templates, modern email platforms like Neo bring AI directly into the email compose experience. With Neo’s upcoming Smart Write feature, you can compose and reply to emails from within your email platform. Give Neo a go and start leveling up your emails today.

Wrapping Up

Mastering business email writing is crucial in today's digital age. It can help enhance your professional image, strengthen relationships, and drive desired outcomes. Whether you're in sales, marketing, HR, or finance, the ability to craft compelling emails is a skill worth honing.

Remember, practice makes perfect. The more you write, the more you will improve. Consider these examples and tips as you craft your following professional email. Happy writing!

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