11 Reusable Business Email Examples and Templates to Speed up Your Day

It’s easy to get stuck and second-guess yourself when writing business emails. You want to make sure you come across as intended and that what you’re asking or communicating is clear.

That’s why we’ve created a list of business email examples and templates you can use for common business situations. From outreach emails to project updates and follow-up reminders, in this article, we have examples for any business scenario.

How do you write a business email?

Before we jump into the examples. The real is to write business emails over and over again without referring to templates by keeping in mind these core principles:

• Your emails should be mistake-free — We recommend using tools like Grammarly (free) to spell-check your emails before sending them.
• Clearly formatted — The best business emails are easily scannable. Forget walls of text break your emails up where paragraphs are no more than 3 lines long — use bullets for key points — and make your ask clear.
• Stick to the rule of one — Your email should have one clear purpose. If you’ve got multiple requests, split your email up where possible. Most people see their email as a to-do list, and if you’re asking multiple things, you’ll be pushed down the list.
• Consider the tone of your email — How you speak with your close colleagues will likely be different to a new contact you have just been connected with, so how you start your email and sign-off will be different.
• Think about your subject line— Often the biggest obstacle to getting the most out of your email is getting your email opened. Instead of crafting a bland subject line like ‘Update,’ consider building curiosity to open what’s inside your email. like ‘I think you’ll like this…’

10 swipe-worthy business email examples and templates

1. Job application

If you’re applying for a job, you need an email to go with it to catch the hiring manager’s attention. Now depending on the industry you work in depends on the tone you use here. If you’re applying for a role at a startup, you can keep it more casual. But if you’re applying for a corporate role, you’ll want to keep things more professional.

Here’s an email example you can adapt to your specific scenario.

2. Introducing business contacts

If you want to introduce someone in the business setting, that might be a colleague, client, or people who should connect for mutual benefit. Here’s an introduction email that can be adapted to your needs.

3. Outreaching to target clients

If you’ve got a company in your sights you’d like to work with, this business email example is perfect for raising attention and starting a conversation with a key contact you’ve identified.

4. Updates on business operations

From time to time, you might need to tell business contacts about important changes to opening hours, out-of-office notices, or new systems/policies in place. When communicating updates, the key thing to remember is to clearly state the update and invite contacts to respond with any questions.

5. Confirmation emails of purchase/services

As part of the day-to-day running of a business, you need to confirm purchases and agreements over email as written proof between both parties. If you’ve spoken about something on the phone, it’s good to follow up with a confirmation email. Here’s a business confirmation email example you can adapt to your needs.

6. Referral request

As a business that wants to expand its client roster, one of the best ways to acquire new clients is through word-of-mouth referrals. Here’s a business email example you can use to ask for referrals.

7. An email asking a question

You might want to send a business email to a client, colleague, or partner if you have a question about an order, appointment, or other work-related matter. When you write this type of business email, you should clearly state the question and provide context for your inquiry.

8. Reminder email

If you’ve got an upcoming event, be it a deadline, meeting, or task, it’s important to follow up with reminders so everyone is on the same page and things don’t end up forgotten. Here’s a simple reminder email example you can adapt to your specific use case.

9. Follow up email

Follow-ups are arguably the most important type of business email. More often than not your original email or task makes its way down people’s to-do list, so you need to follow up. We’ve written an article walking you through when’s best to follow up — how many follow-ups you should send — and how to cue follow-ups in advance if no response (available here), but this email example should get you started.

10. Reply to all staff email

Sometimes in a team setting, you need to send an email to everyone on your team about an upcoming event or project, perhaps to check everyone’s availability. This email template is ideal for when you want to ‘reply-all’ to your contact list to let everyone know about the next steps.

Key takeaways (and next steps)

Writing business emails can take up a large part of your day, and a good chunk of that is spent figuring out what you should say and how you should say it.

Our hope here is that these business email examples can give you a strong starting point for a variety of scenarios. But remember, the most important thing to remember when writing a business email is to keep things clear, to the point, and well-formatted.

If you’re spending a good portion of your time sending business emails in Gmail, Mailmeteor allows you to create reusable email templates, track opens, send auto-follow-ups, and send personalized mass emails.

Frequently asked questions about business emails