Top Email Writing Samples for Business: Professional Examples and Templates

If you’re like most professionals, you understand the importance of writing effective emails. Whether you’re trying to close a deal, communicate important information, or simply pass along a friendly message, how you compose your emails can have a huge impact on the outcomes you achieve. That’s why it’s crucial to have a reliable email writing sample for business that you can turn to time and time again. Fortunately, with the help of some proven templates and a few handy tips, crafting emails that resonate with your audience has never been easier. In this article, you’ll discover some of the best email writing samples for business, all of which can be edited as needed to meet your unique needs. So, whether you’re a seasoned professional or someone just starting out, get ready to take your email writing to the next level with these powerful examples.

The Best Structure for Email Writing Sample for Business

When it comes to writing emails for business purposes, it’s important to understand that your message needs to be clear, concise, and attention-grabbing. This is where the structure of your email plays a vital role in making sure your message gets across effectively. In this article, we will explore the best structure for email writing samples for business, using Tim Ferriss’s writing style as a guide.

1. Start with a Strong Subject Line.

The subject line is the first thing that your recipient sees, and it can make or break whether they open your email. Make sure to create a subject line that grabs their attention and summarizes the content of your email. Avoid vague or generic subject lines that can come across as spammy, and instead, be specific and to the point.

2. Address Your Recipient Directly.

Avoid using generic greetings such as “To Whom It May Concern” or “Dear Sir/Madam”. Address your recipient directly by using their name or a personalized greeting. This adds a personal touch and makes your email feel more authentic.

3. Use a Clear and Concise Opening.

Your opening should be clear, concise, and attention-grabbing. Start by introducing yourself and why you are writing the email. Avoid lengthy introductions that can bore your recipient and lose their attention. Instead, get straight to the point and make your message clear.

4. Provide Context and Background Information.

Give context and provide background information, so your recipient can understand the purpose of your email better. This information should be brief and to the point, and it should lead smoothly into the main body of the email.

5. Get to the Point in the Main Body.

The main body of your email should go into detail about the main purpose and point of your email. Keep your message concise and easy to read, breaking up long paragraphs with bullet points or short sentences.

6. Include a Call to Action.

Include a clear call to action at the end of your email. This can be a request for a meeting, a follow-up email, or any other desired next steps. Make sure to be specific about what you want your recipient to do, and make it easy for them to take action.

7. Close Your Email Politely.

End your email with a polite closing, followed by your name and contact information. This adds a personal touch and makes it easy for your recipient to reach out to you. Avoid using generic closings like “Best Regards” or “Sincerely” and instead, use a more personalized closing that reflects your writing style and tone.

In conclusion, when it comes to email writing in a business setting, following a clear and concise structure is key. Your email should have a strong subject line, personalized greeting, and a clear opening that leads into a concise and informative main body, followed by a clear call to action and polite closing. By following this structure, you can ensure that your message is communicated effectively and professionally, ultimately increasing your chances of success.

Email Writing Sample for Business – 7 Different Scenarios

Request for Meeting

Dear Mr./Ms. [Last Name],

I hope this email finds you well. I wanted to reach out to schedule a meeting with you to discuss [topic]. We are very interested in exploring opportunities with your organization and would love to chat with you about how we can work together. Would you be available to meet with me next week? I am available on [days and times].

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

Best regards,

[Your Name]

Follow-up Email after Meeting

Dear Mr./Ms. [Last Name],

It was a pleasure meeting with you last week to discuss [topic]. I appreciated the opportunity to hear more about your organization and learn about the challenges you are facing.

After our conversation, I wanted to follow up with a few additional ideas that I believe could help you address those challenges. Specifically, I recommend [recommendations]. I believe that implementing these changes could have a significant impact on your organization’s success.

Please let me know if you would like to discuss these ideas further or if you have any questions. I look forward to hearing from you.

Best regards,

[Your Name]

Request for Information

Dear [First Name],

I hope this email finds you well. I am writing to request some additional information about [topic]. Our organization is very interested in learning more about your products/services and how they could benefit us.

Specifically, we would like to know more about [specific questions/topics]. Would you be able to provide us with this information or direct us to the appropriate resources?

Thank you for your time and consideration. We look forward to hearing back from you soon.

Best regards,

[Your Name]

Recommendation Letter

Dear [Recipient Name],

I am writing to recommend [Name] for [position/opportunity]. I have had the pleasure of working with [Name] for [length of time] and can attest to their [qualities/skills].

[Name] is a dedicated and hardworking individual who consistently delivers high-quality work. They have excellent [skills/qualities] that make them an invaluable asset to any team. Additionally, they have [specific accomplishments/achievements].

I highly recommend [Name] for [position/opportunity], and I am confident that they will excel in any role they take on. Please do not hesitate to contact me if you require any further information.


[Your Name]

Sales Email

Dear [First Name],

Our organization provides [products/services] that can help your organization [benefits]. We are reaching out to see if you may be interested in learning more about our offerings and how they could benefit you.

We would love the opportunity to set up a call with you to discuss your needs and explore how we can help. If you are interested, please let us know and we can arrange a time that works for you.

We look forward to hearing from you soon.


[Your Name]

Apology Email

Dear [Recipient Name],

I am writing to apologize for [what happened]. We understand that this has caused inconvenience for you and we take full responsibility for our actions.

To make things right, we would like to offer [solution/compensation]. We believe that this will help to address the situation and restore your trust in our organization.

We are committed to ensuring that this does not happen again in the future, and we would like to thank you for bringing this to our attention.


[Your Name]

Follow-up Email after Sales Call

Dear [First Name],

Thank you for taking the time to speak with me today about [product/service]. I appreciated the opportunity to share with you our solutions and how they could benefit your organization.

In case you missed it, I wanted to remind you of the key benefits of our offering, including [benefits]. Additionally, I have attached a copy of our presentation for your reference.

Please let me know if you have any questions or if you are interested in moving forward with any of our solutions. I look forward to hearing back from you soon.

Best regards,

[Your Name]

Email Writing Tips for Business

As one of the most ubiquitous forms of communication in the business world, email is incredibly important. A poorly written email can be a missed opportunity, while a well-written one can secure a new business relationship. If you want to make a positive impression with your email writing, consider the following tips:

  • KISS Principle: Keep it Simple and Straightforward. Avoid using complex words and lengthy sentences. Keep your email concise and to the point.
  • Subject Line: A subject line should reflect the purpose of your email and catch the attention of the recipient. Avoid using generic subject lines, such as “Hi” or “Following up.”
  • Tone: Determine the tone of your email based on your recipient. It can be formal or informal, but make sure it aligns with your brand and the person you are sending it to.
  • Personalize: Use the recipient’s name and reference relevant information to show them that you put effort into your email. A personal touch can go a long way in building relationships.
  • Proofread: Always proofread your email to avoid mistakes. A typo can make your email appear unprofessional and damage your credibility.

Emails are an essential part of your business communication toolkit. They are a reflection of you and your brand. By following these tips, you can ensure that your emails are effective and make a positive impression on your recipient.

Email Writing Sample for Business FAQs

What is the purpose of a business email?

The purpose of a business email is to communicate with colleagues, clients, and partners in a professional and efficient manner. It can be used to convey information, ask for clarification, provide updates, or request a response.

How do I begin a business email?

Start your business email with a professional greeting that addresses the recipient by name. Use a polite and formal tone throughout your email and be sure to introduce yourself if the recipient does not know you personally.

What should I include in the body of a business email?

The body of your business email should be concise and focused. Include relevant information that is clear and easy to understand. Use bullet points or numbered lists to break up large blocks of text and make your email easier to read.

How can I make my business email more effective?

To make your business email more effective, be sure to proofread it carefully before sending. Use a clear subject line that summarizes the content of your email. Keep your tone polite and professional, and avoid using jargon or slang that may be confusing to the recipient.

What is the best way to end a business email?

The best way to end a business email is by thanking the recipient for their time, consideration or assistance. Sign off with a professional closing such as “Best regards”, “Kind regards” or “Sincerely”.

What are common mistakes to avoid when writing a business email?

Common mistakes to avoid when writing a business email include using casual language, incorrect grammar and spelling, forgetting to proofread, using inappropriate humor or sarcasm, and failing to communicate clearly and effectively.

When is it appropriate to use emoticons or emojis in a business email?

Emoticons or emojis should generally be avoided in a business email, as they can be seen as unprofessional or distracting. There may be some situations, however, where the use of a smiley face or other emoticon is acceptable, such as when communicating with a colleague who you have a strong relationship with.

Is it necessary to use a formal language in a business email?

Yes, it is important to use a formal language in a business email to convey professionalism and respect. Avoid using casual language, slang, or abbreviations, and stick to standard grammar and punctuation. Be sure to proofread your email carefully to avoid errors that could undermine your credibility.

Can I use templates for my business emails?

Using templates for business emails can be a good way to save time and ensure consistency in your communication. However, be sure to personalize your email as much as possible and avoid sounding too generic or impersonal.


That’s it for our email writing sample for business, folks. We hope you found it helpful and got some good insights that will take you a long way in your professional communication. At the very least, we hope you were entertained! If you have any questions or suggestions, feel free to drop us a line. And don’t forget to swing by again, we’ve got lots more juicy articles and tips to keep you on top of your game. Thanks for reading, and see you around!