Business Email Example: Achieve Professional Perfection
Whether you are applying for a job or working in an office, you’ll need to know the correct way to write a business email.
Above all, you want to appear professional, so you may be wondering if there is a specific way to write a business email and if there is a template you should be following.
Yes, there are rules for everything. Nonetheless, they are pretty straightforward, and once you’ve written a couple of emails, the layout will come naturally to you and flow more efficiently, the more you get used to writing them.
Luckily for you, we’re here to help. We’ve outlined the main rules you should follow when writing a business email, and then have given you some top tips to remember and a short business letter example which you can copy and paste as your template to help get you started.
Business Email Format
In general, business communication has gotten a lot easier as email has taken over from the traditional business letter. There were a lot more rules to remember back then, such as the correct order and placement of addresses and date. With email, you don’t have to worry about either of those, so let’s have a look at what’s left.
1. Subject Line
Always remember to include an email subject line that tells the recipient what they can expect to find within the email, in just a few words.
2. Professional Greeting
Consider your relationship to the recipient. If you have spoken several times and are quite friendly on the phone, then you could consider a semi-professional greeting such as “Hello” or “Hi” and use their first name. If you are unsure, then it is always safer to be more formal in writing than not.
Appropriate professional greetings to open emails include “Dear John”, “Dear Mr. Doe”, or “Dear Sir or Madam” if you don’t know their name. “To Whom it may Concern” is also appropriate if you’re not sure whose hands your email will end up in. Include a comma after the greeting.
3. Brief Introduction
Next, briefly explain why you are writing this email and allude to the main body content.
4. Main Body of the Letter
This is where you convey your message. Depending on the amount of information you need to provide in this section, this can be broken down into several paragraphs.
5. Closing Remark
A further brief paragraph to explain any call to action you might expect such as “I look forward to hearing from you” or just thank them for their time.
6. Professional Closing
Examples of a good close are “Regards” or “Sincerely” followed by a comma.
Include your full name or preset email signature here, including your job title and company, if appropriate.
8. Contact Information
Your phone number or any other contact information that will make it easier for them to get in touch with you should be included.
Business Email Tips
Here are some further tips to remember when writing a professional business email.
1. Font and Style
Don’t use colored or playful looking fonts. Stick to the black text and basic, easy-to-read fonts such as Arial or Times New Roman. Don’t write in capital letters as this is often interpreted as shouting, and try to avoid using italics and bold functions too much to prevent the email looking cluttered.
2. No Emoticons
Unless you are very friendly with the recipient, then you should avoid using any emoticons, whatsoever.
3. Proofread and Spell Check
Check the entire letter over for any spelling mistakes, as well as grammar and punctuation errors. It helps to read it out loud as you’ll often notice mistakes that weren’t so obvious when reading it in your head. Of course, this isn’t always possible, so see if a colleague or friend will give it one final check for you.
Business Email Example
Below is a classic business email example that can be changed and used on almost any occasion, from a job application to a business proposal.
- Subject Line
- Your Name and Job Title
- Email Content
Dear Mr. Marks,
I am writing to you today with regards to (introduce your letter in this case by referencing the job you are applying for and where you saw it posted).
I have attached my resume as requested and believe that I would make a great asset to your company. (Use a second and third paragraph here or as many as you need to introduce yourself, any relevant experience, and explain why you would be the best person for the role. Be as concise as possible).
Thank you for considering me for the role. I look forward to hearing from you shortly.
Writing a business email isn’t as daunting as it sounds as long as you keep it clear, concise, and polite. Following the format set out above will ensure that you come across professionally at all times, in all business undertakings.
Probably the most important thing to do is to proofread the entire message at least once, if not twice, to ensure that it is error-free and has a subject line. Make sure that it includes everything that you want it to say, and check that you have attached all documents that are promised within the message.
If it is a particularly important email, then ask a friend, family member, or colleague to do a final proofread for you before you click that send button.