9 Best Professional Email Templates & Examples
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As the default mode of communication at work, it pays to know how to write business emails that get a good response
Luckily, you don’t have to start from nothing. Using a professional email template streamlines the process so you can create emails that hit the mark every single time.
Keep reading for the best professional email writing examples for almost any business setting, as well as best practice tips that are super simple yet so effective.
A professional email is a form of direct electronic communication within a business setting.
Unlike personal emails you might send to friends, professional emails usually use more formal language and have a standard structure. They might include industry jargon (words and phrases only people in your industry understand) and should be written in a professional, polite manner.
These emails are mostly sent from an employee of a business to customers, managers, or colleagues. You’d also write a professional email if you’re applying for a new job and need to nail that first impression.
The aim is to get your message across clearly and succinctly. If business-style emails feel overwhelming or intimidating, you could always use a professional email template to help.
Whatever your goals, well-written emails can boost your success rate. People in business respond well to emails that are professional, clear and easy to read.
Consider bringing an email builder into the process. Email builders offer a way to create highly engaging emails using professional templates. This is a great starting point, since these templates already have an easy-to-read structure that follows all best practices.
Email builders have a user-friendly drag-and-drop editor, so anyone can bring beautiful, engaging emails to life. With the help of these tools, you’ll have more free time to focus on crafting the most effective message.
Give a warm welcome to newsletter subscribers to start every relationship on the right foot.
This is an opportunity to share a little about your brand and its values, to remind your subscriber they made the right choice. It’s also helpful to confirm the success of the subscription; we don’t want to leave people wondering ‘What now?”!
Use your company branding and tone of voice to establish who you are and become recognizable in the inbox.
Hi [Name],
Welcome to the [Company Name] community!
We’re glad to have you onboard as we continue to [brand goal/mission].
You’ll get a newsletter from us every [day or frequency] that will be packed with valuable hints, tips and news about [industry].
You’re in for a treat!
We hope you enjoy our newsletter. In the meantime, feel free to check out our [blog or resource link].
Thanks,
[Company Name]
A cold sales email goes out to people you’re trying to form a relationship with, with the end goal of turning them into a client.
In your initial message, avoid the hard sell. This is a chance to make an introduction and start a relationship to encourage them to take the next step. Usually, that means encouraging a reply or even booking a phone call.
Don’t make this email all about how great your company is (even if it is!). Instead, focus on how you can add value and solve the recipients’ problems.
Hi [Name],
I’m a big fan of your work. I was particularly impressed by [project/campaign/award].
I’m reaching out because I spotted an opportunity for you with [area in their business that could be improved].
I’ve been helping businesses like yours for [x] years and I’d love to chat with you about how we could do the same for you!
Could you spare 10 minutes for a call sometime next week?
Thanks,
[Name]
Surveys give you invaluable insights into what your customers think. Are they enjoying the product? Do they think it could be improved? Do they have any great suggestions you could implement?
Try to collect both qualitative and quantitative data. This will give you detailed insights as well as numerical figures to help you spot trends.
Follow customer survey best practices to boost response rate and shape your services to create the happiest, most loyal customer base possible. A good email builder makes this easy. You can embed your survey and collect feedback directly from the email, then see the results with a handy dashboard. That means you get to access those important insights while following best practices.
Feedback request emails are a way to reach out to the rest of your team or a manager for their thoughts and opinions.
You could be looking for some honest feedback on anything from your contribution to a recent group project to how well you dealt with a customer. Managers might also ask employees for feedback on their managerial style, to be sure you’re guiding the team in the most effective ways.
Streamline the payment process for customers with an invoice email.
Be sure to outline details of the services provided with a clear method to make the payment. Since money is exchanging hands, this type of email should be polite and succinct.
Use a professional email template to make the creation quick and easy - and don’t forget to attach the invoice!
Just use a template from an email builder. The drag-and-drop editor lets you make instant updates to the format and content. So, you’ll be able to send invoices to more companies, without losing that personal touch.
Hi [Name],
Thanks for trusting us to work on [project] with you.
We’ve attached the invoice for the services we provided between [date] and [date].
You can easily make the payment by clicking here [payment link].
Just reach out if you have any questions.
Thanks again,
[Your Name]
A job application email, or cover letter, is a way to give recruiters or managers an overview of your skillset and personality. They use this to see if you could be a good fit for the position.
Writing cover letters is tricky and best practices recommend tailoring each cover letter to the role you’re applying for.
That said, email template examples can get you started. Just tweak the content to suit the role. Trust us: It’s much less daunting than starting with a blank email!
Dear [Name],
I was so excited to see you’re hiring for [position].
I’ve been following your company’s success for a long time and would love to be considered for the role.
I’m confident that my experience in [experience] would make me a great addition to the team. Throughout my career, I’ve been committed to helping businesses [what you achieve for businesses, relevant to the role].
In my current position as [role] at [Company], I [list some responsibilities]. This role developed my skills in [list skills and qualities], which would help me hit the ground running in your business.
Please find my resume attached.
Thanks for taking the time to read my application. I look forward to hearing from you soon.
Best regards,
[Name]
Made it to the interview stage? First, congratulations. Second, you may want to send a follow-up email to the interviewer.
It’s best to send this email within 24 hours of the interview to reiterate your interest while the conversation is fresh in the interviewer’s mind.
Dear [Name],
Thank you for taking the time to meet today. I found our conversation super interesting and enjoyed learning more about [Company Name].
The interview deepened my interest in working with you and I’m confident I have the skills to succeed in the role.
I look forward to hearing from you about the next steps.
If you have any questions, just reach out.
Thanks again,
[Name]
Send a brief email to invite other professionals to a meeting.
Use this space to share a summary of the meeting (what will you cover?) and include the location, date and time. Let invitees know if they should prepare anything beforehand to encourage a more productive meeting.
Hi [Name],
We have scheduled a meeting to discuss [topic] on [date] at [time].
This will be a Zoom meeting with all [outline attendees] to help us [goal of meeting]. Please come prepared with:
- [List items]
- [List items]
- [List items]
If you have any questions or cannot make the scheduled time, please let us know as soon as possible.
We look forward to catching up.
Thanks,
[Name]
Keep everyone in the loop about the process of a project. From managers to clients to team members, a weekly update email covers things like achievements and any issues you’ve run into.
People involved with the project appreciate this check-in, as it lets them know if you’re on track to hit deadlines and stay within budget. Email builders can help you take things to the next level. Add more detail in your update email by dragging and dropping a whole host of media from your email builder library, including images, videos and documents like Word, Excel and PDF.
Knowing some best practices when writing professional emails can take your communications from good to great.
Here are some simple, but effective tips to keep in mind.
When it comes to professional emails, clear and informative subject lines reign supreme.
Use this space so recipients know what to expect by opening the email.
It also helps to keep subject lines succinct for readability, as some email browsers don’t display all characters in longer subject lines. Aim for 30-50 characters.
Depending on your audience, you could open emails with ‘Dear’, ‘Hello’ or even ‘Hi’ if more casual language is suitable.
Generally, ‘Hi’ is acceptable when you’re emailing new subscribers or colleagues, while you’d use a more formal greeting when speaking to clients or prospective employers. You should be able to gauge what’s best for you or your company.
People are busy, so outline the main purpose of your email in the opening paragraph.
Provide all the information your recipient needs while keeping this as brief as possible. Something as simple as “I’m writing to update you on the progress of our project” usually works.
Most of the business emails we send are repetitive. In other words, we send emails with shared purposes a lot of the time.
An email builder could save you hours. Instead of writing every email from scratch, you can save and reuse templates in your email builder’s library. Whenever you need to grab a professional email template, just head to your library, select the ideal template, and customize it with the relevant information.
With hundreds of templates to choose from, there’s something for every type of business email. From announcing new hires in the business to promoting an event or sending an end-of-year wrap-up, you can send stunning emails without having to hire coders or designers.
Email builders work with over 50 email service providers, including Gmail and Outlook. So, you can easily export your designs to your preferred ESP, where you’ll be able to send them to your chosen recipient(s).
Plus, you can monitor and improve the success of every email thanks to detailed performance analytics that come as standard. Track metrics like open rate and click rate, and visually see which content audiences interact with. This data lets you analyze what works so you can continually improve your business comms.
Formal language is generally the most accepted style in professional emails.
While it doesn’t hurt to add a little personality to your emails (depending on your audience!), it’s best to lean on the more formal side. For example, include complete paragraphs (not text speak), avoid contractions (like “I’m” and “you’re), and punctuate every sentence for clarity.
A great new feature of email builders is an AI writing tool. Known as refinement AI, you can simply highlight text and press “formalize”. The tool will update your copy to make it more formal and better suited to a business email.
Writing emails to other professionals can be daunting. They need to be clear, formal and engaging—which are a lot of boxes to tick!
With the help of a professional email template in an email builder, the job becomes a lot easier (and faster). From survey requests to subscription confirmations, you can count on templates to set the right tone, establish an easy-to-follow format, and boost your chances of getting a great response.
