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Basic Business Email Templates

Save time with professional emails for you to copy/paste.

Email, email everywhere

Despite being over 50 years old, email communication is still one of the most widely used business tools, even in the post-digital transformation workplace. 

Daily email users 
0 billion
Daily emails exchanged 
0 billion

Source: Statista. 

Why is it still so hard to send important emails?

We’ve all been there. When you have something important to say or a difficult email to compose, you can spend ages tweaking it, deleting it, and starting over… only to click away and decide to get back to it later. 

We’ve created a set of common business email templates to save you time and stop the overthinking cycle. Use the templates below to help you:

  • Make a good impression.
  • Get your message across clearly.
  • Set the tone for constructive communication.
  • Achieve your desired outcome.

10 professional email best practices

  1. Personalization: No one wants to know they’re receiving a template! Personalize the email by addressing the recipient by name and tailoring the content to their interests or needs.
  2. Clear subject line: When sending professional emails, don’t try to be too clever. Use a clear and concise subject line that accurately reflects the content of the email.
  3. Clear and concise message: Who likes reading long emails? No one! Keep the email message clear, concise, and easy to read. Lead with the key message. Use short paragraphs, bullet points, and headers to break up the text. 
  4. Professional tone: Unless you have a unique brand and personality, greeting someone with ‘wazzup’ is probably not going to create a great first impression. Use a professional and friendly tone, avoiding overly formal or casual language.
  5. Call to action: Include a clear and compelling call to action that encourages the recipient to take the desired next step. After reading your email, you don’t want them scratching their head.
  6. Proofreading: Most of us do our best proofreading just after we hit send. Proofread the email for any errors or typos before sending it.
  7. Mobile optimization: If you’re doing any fancy formatting, ensure that the email is optimized for mobile devices.
  8. Brand consistency: Use consistent branding, including colors, fonts, and logos, to reinforce your brand identity.
  9. Unsubscribe option: If you’re sending mass mailers, include an unsubscribe option to give recipients the ability to opt out of future emails. If you’re hitting the right audience, your content should be relevant and interesting enough that they won’t want to. 
  10. Timing: Consider the timing of the email. Send it during business hours and avoid sending too many emails in a short period of time.

Bonus point—don’t forget the attachment! 

email flight meme, airplane forgets the attachment
Image credit: r/memes by knut

Your Basic Business Email Template Pack

Here's how to use these templates:
  1. Click the heading of the email you need to send.
  2. Copy the text and paste it into the field of a new email (make sure to clear the formatting).
  3. Personalize the content wherever you see the [square brackets].
  4. Add any additional information.
  5. Proofread.
  6. Send! 

Templates

OPTION 1 

Subject: Let’s talk about [pain point] at [Prospect’s Company]

Hello [Prospect’s Name],

I noticed that [something specific about the pain point]. At [Your Business Name], we specialize in [related area] and I believe we can help you achieve [specific benefit or goal].

Here are a few reasons why [Your Business Name] could be a great partner for your company:

  1. [Highlight your unique value proposition]
  2. [Mention a recent success story or case study]
  3. [Include a brief overview of your pricing and packages]

Do you have 15 minutes to connect this week? 

I look forward to hearing back from you.

Best regards,

[Your Name]

OPTION 2

Subject: Your resource for [industry] questions 

Hello [Prospect’s Name],

I’d like to introduce myself as your resource here at [Your Company Name]. I work with similar companies in your industry, such as [X Company Name], to help them accomplish [relevant goals], and give them the [tools/solutions] to succeed.

Do you have 15 minutes to discuss [pain point] this week?

Looking forward to meeting,

[Your Name]

Subject: [Your Business Name] – Sorry we missed you! 

Hello [Lead’s Name],

Thank you for contacting us. [Name] from our office tried to give you a call and was unable to reach you. You can return the call at [number] or reach out directly via email at [email].

We look forward to hearing from you again.

Best regards,

[Your Name]

Subject: [Your Business Name] – Follow-Up from Our Meeting

Hello [Customer/Client],

Thank you for taking the time to meet with me. I appreciate the opportunity to discuss your business needs and how we can assist you.

As promised, I am following up to provide additional information about our products/services [add or attach any relevant information here]. Please let us know if you have any further questions or if there is anything else we can do to assist you.

We look forward to the opportunity to work with you.

Best regards,

[Your Name]

Subject: [Your Business Name] – Thank You & Best Wishes

Hello [Lead’s Name],

Thank you for considering [Your Business Name] for your [product/service] needs. After reviewing your requirements, we have concluded that we may not be the best fit for you at this time.

I understand that finding the right partner is crucial to your success, and we take this responsibility seriously. I want to be transparent and let you know that we are committed to providing our services to clients who can benefit most from them. [If you know of another service provider who may wish to help this client, introduce them here.]

Thank you again for considering us, and we wish you all the best.

Sincerely,

[Your Name]

Subject: [Your Business Name] – Follow-up & Closure

Hello [Lead’s Name],

I wanted to follow up on our previous communication. In spite of the conversations we’ve had to this point, it seems like [project name] may no longer be a priority for you.

I understand that business needs and priorities can change quickly, and we respect your decision if you have decided to pursue other options. However, if you are still interested in learning more about [our products/services] or if there is anything else we can help you with, please let me know.

Thank you for considering [Your Business Name], and we hope to have the opportunity to work with you in the future. 

Sincerely,

[Your Name]

Subject: [Your Business Name] – Proposal for [Project/Service]

Hello [Prospect’s Name],

Thank you for considering [Your Business Name] for your [Project/Service] needs. Based on our conversation and your requirements, we have compiled a proposal that we believe will meet your needs.

[Attach your proposal document and provide a brief overview of the proposal in the body of the email. Highlight the key benefits, features, and pricing information.]

We understand that selecting the right partner for [project or service needs] is crucial to your success. That’s why we have included a detailed breakdown of our proposal, a list of references, and past projects we have successfully completed. We take pride in our work and are committed to providing the highest quality of service possible.

We are confident that we can deliver the results you are looking for, and our team is excited about working with you. I look forward to hearing your feedback.

Best regards,

[Your Name]

Subject: [Customer Name], welcome to [Your Business Name] 

Hello [Customer Name], 

On behalf of [Company Name], I would like to extend a warm welcome to our community of valued customers. We are delighted to have you on board! 

As a new customer, we would like to provide you with some important information that will help you get started:

[include relevant information related to the customer’s account, product/service info, processes, payment, etc.]

Thank you again for choosing [Company Name]. We look forward to building a long-lasting relationship with you. If you have any questions or concerns, please don’t hesitate to contact us via [add preferred contact channel here].

Best regards,

[Your Name]

Subject: [Your Business Name] – Request to Schedule a Meeting

Hello [Customer/Client],

I would like to schedule a meeting to discuss [purpose of meeting]. Please let me know your availability, and we will find a suitable time and date. Alternatively, you can book a slot with me using my calendar link: [link]. 

Thank you for your time, and I look forward to hearing from you soon.

Best regards,

[Your Name]

Subject: [Your Business Name] – Confirmation of Appointment

Hello [Customer/Client],

This email serves as a confirmation of our upcoming appointment on [date and time]. I look forward to discussing [purpose of meeting] with you.

Please let me know if there are any changes or if you need to reschedule the appointment.

Thank you for your time, and I look forward to speaking with you soon.

Best regards,

[Your Name]

OPTION 1

Subject: [Your Business Name] – Request for Referral

Hello [Client’s Name],

I wanted to ask a favor of you as a valued client. We’re always looking to grow our business and connect with new clients who could benefit from our services. Do you know anyone who could benefit from [your services]? Will you consider referring them to us?

We take pride in our work and are committed to providing the same high level of service to anyone you refer to us. If there’s anything I can provide that would be helpful for you in making this introduction, please let me know. [Alternatively, you may attach a sales one-pager or provide a link to a targeted landing page on your website.]

Thank you for your help! 

Best regards,

[Your Name]

OPTION 2

Hello [Client’s Name],

I’m so glad that you were so pleased with our work on [project details]!

Do you know anyone else who might be interested in similar services? We’re always looking for new referrals and ways to grow our business. [Alternatively, we have an opening for a new client starting on (date)].

If so, will you make an introduction? I’m so appreciative of your support.

Best regards,

[Your Name]

OPTION 1

Subject: [Customer Name], thank you…

Hello [Customer’s Name],

Thank you for working with us on [project]. Will you consider leaving us a [platform, e.g. Google] review? It would mean the world to us. Your review will help us understand what we are doing right and where we can improve, as well as help potential clients make an informed decision when considering our services.

[Provide a link to your preferred review platform, such as Google, Yelp, or your website’s review page.]

We look forward to continuing to work with you!

Best regards,

[Your Name}

OPTION 2

Subject: Tell us what you thought about [product/service]

Hello [Client’s Name],

We have a favor to ask. Would you mind heading to [platform] and writing a quick review?

Reviews help us keep up with your needs and they also help others like you to make confident decisions when considering our services.

[Provide a link to your preferred review platform, such as Google My Business, Yelp, or your website’s review page.]

We look forward to continuing to work with you!

Best regards,

[Your Name]

Subject: [Your Business Name] – Payment Reminder for Invoice #[Invoice Number]

Hello [Customer’s Name],

This email serves as a gentle reminder that payment for Invoice #[Invoice Number] is now [number of days] days past due. We kindly request that you settle the outstanding amount as soon as possible.

Please let us know if there is any issue with the payment or if you require an extension on the payment date.

Thank you for your cooperation, and we look forward to continuing to do business with you.

Best regards,

[Your Name]

Are there any other specific emails that would help you?

We hope these examples help! Remember that these templates should be customized to fit your business’s specific needs and requirements.

If you didn’t find what you’re looking for get in touch and let us know! 

Inspired to learn all about email marketing for your small business?

Get our comprehensive guide: The Power of Email Marketing for Small Businesses.
 
STRATEGIES, BENEFITS, AND BEST PRACTICES
 

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