Introduction

What is an effective business email?

 But first, let me define what a business email is.

 Business mail is a broad term used to describe many different types of mailing services
geared towards a business matter.

 We all know that an effective email must reach our audiences and can convey exactly
what we need to the readers.
A business email could be
It’s impossible to list all the kinds of business emails. Many people will have different opinions
when discussing this matter. For example, these things are all business emails:

• Inquiry Email, Inquiry Response Email

• Meeting Setting email, meeting confirmation email, reschedule meeting email
• Complaint
• Action required email
• Giving information
• Email response
• etc
Business email format
A good business email format helps communicate your message clearly.

A badly formatted one can leave a poor impression, not to mention that the recipient won’t even
bother to read a single line.

Every normal business email should include at least these 5 parts:

1. Subject Line
2. Salutation (Greeting)
3. Body Text
4. Closing
5. Signature
1. Subject Line

The subject line is the first part of the email your reader sees. It can determine whether your
reader opens the email or not, especially if it’s a marketing email. Most experts agree that subject
lines should be short (six to ten words) and specific. The title should be interesting or talk directly
about the purpose of that mail.

Ex:
Thank you email: Special thanks from our CEO
Event reminder email: Don’t Forget to Use Your Coupon
Introduction email: Reaching out for a great partnership opportunity
2. Salutation (Greeting)

The salutation is how you greet the reader. Don’t underrate the power of these 2 words.
The standard salutation is “Dear Mr/Mrs/Ms (person’s last name)”. However, if you know the recipient
well and in a more informal mail, you can use the first name only (Ex: Dear Richard).

If you do not know their name, try to find it. But if you can’t get any result no matter how hard you tried,
there’s still a way. In this case, use their position for the salutation.

Ex: Dear Principal,

Dear Human Resources Manager,
Dear Parent,
To Whom It May Concern,
Dear Sir or Madam
3. Body Text

Here comes the most important part in every business email format. The body text conveys the
main message of the mail. Write smartly and briefly in order to make the reader understand what
the email is about in the first few sentences. Although you should write short, you still must be
sure to express everything you need in this email.
This part should be written in short paragraphs of one to two sentences.

How to write the body depends on your matter, so it can be varied. We will show you some ways
to write opening lines:
Opening mentioning the last contact

– Thank you for your email/phone call (this Tuesday/this morning/last week/of August 22) about…

– Thanks for your quick reply/for contacting me about…

– Sorry for my late reply/ Sorry it took me so long to get back to you…

Opening with the subject of the email

– I’m writing to you to discuss our contract…

– I am writing to inform you that…

– As we discussed, I’m writing to…

4. Closing

Many people skip this part. You’re finishing up your email and be sure to leave the good last
impression.

Make sure the closing is appropriate. Consider carefully your relationship with the recipient to
choose a good one.

You can include a call to action or next step here. This tells the recipient how they should respond
to your email. Don’t assume that they’ll automatically know what the next step is.
Some good words for this part are:

– I am looking forward to hearing from you soon

– Don’t hesitate to contact me if you have any questions/need further information

– Thank you for your time and attention.

And now it’s time to really end the mail. The most common formal closing phrases in a proper
business email format are:

• Regards: Variations include “Warm Regards,” “Kind Regards,” and “Best Regards.”
• Respectfully: Use for extremely formal professional emails.
• Sincerely or “Sincerely Yours.”

For less formal emails, use “Thanks” may make you more friendly.
5. Signature

Your signature can be your last or first name depending on the relationship with your audience.

We strongly recommend using your full (both first and last) name in a business mail unless you
are very well-known to the recipient.

Even if you do know that recipient well, still use your full name to avoid any confusion.

Add your position in your company and your company’s name and address if needed.
Business Email Sample