Business email examples to boost your professional communication

Writing a professional business email can feel surprisingly tricky. Should it be short and straight to the point? Or more formal and detailed? Many people spend too much time second-guessing their wording, only to end up with messages that sound generic or unclear.

The good news is that there are simple strategies—and practical templates—that can help you write emails that get read and get results. In this article, you’ll find clear examples of business emails for different situations, plus tips on how to make a stronger impression with a professional email address that matches your own domain.

How to write a business email

Adding a personal touch is critical to tailoring your message to your needs. Writing an email that feels both professional and approachable can help you stand out in a crowded inbox. Think of your email as a short conversation: clear, direct, and adapted to the person you’re writing to.

So, read below some practical steps and examples of how to write a good business email.

1. Start with the subject line

Your subject line is the first impression—and often the deciding factor in whether your email gets opened. To increase the likelihood of engagement, make sure it’s short, specific, and relevant.

A good subject line answers the question: “Can the recipient predict what this email is about?” If the answer is no, rewrite it until it’s clear. This is especially important in professional communication and email marketing, where attention spans are limited.

Examples of effective subject lines:

• “Q2 sales report attached”
• “Meeting agenda for Thursday, Sept 21”
• “Follow-up on your service request”

2. Write an introduction

Your opening sets the tone. Avoid generic greetings like “To whom it may concern,” and instead personalize your email with the recipient’s name. Depending on the level of formality, “Dear,” “Hi,” or “Hello” can all work.

Some studies point out that addressing someone by name creates trust and shows you’ve written the message for them—not just copied and pasted a template. Right after your greeting, briefly explain the purpose of your email so the reader immediately knows why you’re reaching out.

Business email introduction example

Hi Sarah,

I’d like to discuss our next project with you. I have a few ideas I’d love to share and get your thoughts on.

3. Develop your topic (but be brief)

Clarity is key. Keep your communication direct and to the point to avoid overwhelming your recipient. Busy professionals don’t have time for long paragraphs, so focus on a single topic or request per email.

To make your message easy to scan, break up text into short sentences or bullet points when possible. By identifying the core message you want to convey, you can keep your email brief, structured, and actionable.

Example:

Instead of writing a long paragraph, try:

• Current project status
• Next steps needed
• Deadline for approvale.

4. Say goodbye

As with the opening salutation, concluding your email with an appropriate sign-off is essential. Let the recipient know they’re welcome to reach out with any questions or comments, and then close with a proper phrase based on the level of formality.

A range of sign-off options is available, depending on the tone you aim to strike. For more formal emails, options like “Kind regards,” “Yours truly,” “Sincerely,” and “Faithfully” are all common choices.

For more informal messages, you might opt for sign-offs like “Have a great day,” “Take care,” “Good weekend,” or “See you.” The key is to choose an appropriate phrase that fits the tone and content of your message.

5. Include a signature

A professional signature gives your email credibility and makes it easy for recipients to contact you. A webmail platform offers the option to create an email signature that will automatically appear at the end of each message, saving you the time and effort of typing it out each time. When creating your email signature, it’s essential to include the following information:

• Your first and last name
• Your professional title
• The name of your company or organisation
• Your email address
• Your phone number
• A link to your LinkedIn profile (if applicable)

Business email signature example

Best regards,
Mark Johnson
Marketing Manager
Company X
mark.johnson@companyx.com
(123) 456-7890
linkedin.com/mark.johnson18

This information ensures that your emails are professional and informative and that recipients have all the necessary information to follow up with you.

Examples and templates of business emails

Now that you’ve learned the core steps of writing a business email, let’s see how these principles look in practice. Below are several examples of professional emails for different situations, with clear subject lines, personalized greetings, and effective closings.

Business email example 1: Meeting Request

Subject: Meeting Request

Hi Mark,

I hope you’re having a good Monday. I want to schedule a meeting to discuss the results of our last project. Are you available on Wednesday at 2 PM? Let me know if that works for you.

Kind regards,

Sarah Busch
Sales Manager
ABC Company
sara.busch@abccompany.com
(123) 456-7890
linkedin.com/sarah.bush8

Why this works: The subject line is clear, the purpose is stated in the first sentence, and the sender leaves room for flexibility.

Business email example 2: Invoice Payment

Subject: Invoice Payment

Hello Peter,

I hope this email finds you well. I am checking on the status of the invoice I sent last week. Have you processed the payment?

Best regards,

Tom McNish
Content Manager
ABC Company
tom.mcnish@abccompany.com
(123) 456-7890
linkedin.com/tom.mcnish

Why this works: Direct and polite, this email provides context (invoice number) and offers help to resolve the matter quickly.

Business email example 3: Follow-up

Subject: Follow-up

Hi Mark,

I’d like to follow up on the proposal I sent you last week. Do you have any questions or concerns that we can address? Let me know if you have any questions.

Kind regards,
Carla Sanchez
Marketing Manager
ABC Company
carla.sanchez@abccompany.com
(123) 456-7890
linkedin.com/carla.sanchez

Why this works: The sender shows initiative while remaining respectful. Offering a call adds an easy next step.

Business email example 4: Job Application

Subject: Job Application

Dear Mr. Jacobs,

I’m interested in applying for the job of English Copywriter at your company. Attached is my resume for your review. I’d be delighted to schedule a meeting to explain how my expertise will contribute to your company’s marketing efforts.

Best regards,
David Hoffman
Copywriter
david.hoffman@email.com
(123) 456-7890
linkedin.com/david.hoffman

Why this works: Professional, concise, and tailored to the role. The sender clearly states their intent and invites a follow-up.

Business email example 5: Order Confirmation

Subject: Order Confirmation

Hi Claire,

Thank you for your recent purchase. We are confirming that your order has been received and is being processed. You will receive a tracking number once the shipment is sent out. Please let us know if you have any questions.

Best,
Amy Johnson
Customer Support Agent
Online Store X
a.johnson@storex.com
(123) 456-7890

Why this works: The email is polite, reassuring, and sets clear expectations about what happens next.

Business auto-response email example

Sometimes you may not be able to respond right away—whether because of workload, travel, or vacation. An auto-response lets people know you’ve received their message and sets expectations about when they can expect a reply.

Example of an auto-response business email

Subject: Delayed response – Thank you for your email

Hello,

Thank you for your message. I received it and will reply as soon as possible. 

I am [reason for the delayed response]. My response time may vary depending on the volume of emails I receive, but I will do my best to respond to you within [time frame].

Please call our customer service line at [phone number] during business hours if you require immediate assistance.

Thank you for your patience and understanding.

Best regards,

[Your Name and signature]

Why this works: It’s polite, transparent, and provides an alternative contact method in case of urgency.

Best practices for writing effective emails

Writing a business email goes beyond simply putting words together—it’s about creating clear, professional communication that helps your company, colleagues, or customers understand your message instantly. By following a few best practices, you can make sure every email you send builds trust, improves collaboration at work, and even enhances your marketing efforts.

By following a few best practices, you can make sure every email you send builds trust, improves collaboration at work, and even enhances your marketing efforts.

Tips for clear subject lines

A strong subject line is the first step toward an effective professional email. Keep it short, specific, and relevant so the recipient knows exactly what the message is about before opening it. For instance, instead of writing “Meeting,” try “Project X status meeting – Wednesday at 2 PM.” The best subject lines communicate the key information upfront and increase the chances your email will be read.

Maintaining the right tone and formality

Choosing the right tone depends on the context of your business communication. A message to a customer might require a more polite and formal style, while an internal email to an employee could be more casual. Always keep the tone professional and respectful—whether you’re writing a quick reminder or drafting a marketing update.

Personalization techniques

Adding a personal touch can make your emails more effective and engaging. Use the recipient’s name, reference recent interactions, or adapt your message using an email template tailored to the situation. Personalization shows attention to detail, helps establish trust, and makes the recipient feel valued—whether you’re writing a professional email to a colleague or sending a follow-up to a customer.

Conclusion and next steps

Writing an effective business email is all about clarity, professionalism, and personalization. By using clear subject lines, maintaining the right tone and formality, and adding a personal touch, you can ensure your communication is always effective and well-received.

To make your life easier and save time, consider using email templates for common scenarios. Templates help you maintain consistency, provide all necessary information, and allow you to send professional emails quickly without sacrificing quality. Start applying these best practices today and see how much more impactful your emails can become.

Having a professional email address with your own domain not only boosts your credibility but also strengthens your company’s brand. Using a reliable platform like one.com’s webmail ensures you always write polished emails, with features like a spell checker, an AI writing assistant, and other productivity tools that make crafting professional emails easier and more efficient.

This way, you can focus on delivering clear, effective communication while maintaining a professional image.