business email writing assignment

• Get started with computers
• Learn Microsoft Office
• Apply for a job
• Improve my work skills
• Design nice-looking docs
• Getting Started
• Smartphones & Tablets
• Typing Tutorial
• Online Learning
• Basic Internet Skills
• Online Safety
• Social Media
• Zoom Basics
• Google Docs
• Google Sheets
• Career Planning
• Resume Writing
• Cover Letters
• Job Search and Networking
• Business Communication
• Entrepreneurship 101
• Careers without College
• Job Hunt for Today
• 3D Printing
• Freelancing 101
• Personal Finance
• Sharing Economy
• Decision-Making
• Graphic Design
• Photography
• Image Editing
• Learning WordPress
• Language Learning
• Critical Thinking
• For Educators
• Translations
• Staff Picks
• English expand_more expand_less

Business Communication  - How to Write an Effective Business Email

Business communication  -, how to write an effective business email, business communication how to write an effective business email.

Business Communication: How to Write an Effective Business Email

Lesson 9: how to write an effective business email.

/en/business-communication/how-to-write-a-powerful-business-report/content/

How to write an effective business email

Since the professional world embraced the Internet, email has been a cornerstone of business communication. Over the years, business emails have developed a style and structure that you can use to create more effective messages.

Watch the video below to learn the basics of writing a business email.

The basics of a business email

All business emails should be direct, clear, and easy to read. The tone of a business email, however, can vary from informal to formal. The formality can depend on your company, the intended audience, subject matter, and several other factors. If you’re unsure how formal your email should be, review our lesson on how formal an email should be .

Regardless of the formality, remember to stay professional because you lose control of the email once you click Send. Emails can be copied and forwarded to others indefinitely, and if you’re inappropriate or unprofessional, your poor choice of words could follow you.

Writing a business email

As with any email, a business email should include a brief but descriptive subject line , one or more recipients , and an attachment if needed. If you are including multiple recipients, consider using the CC (carbon copy) field to keep the extra recipients in the loop without requiring them to respond. To learn more about the basic parts of an email, take a look at our lesson on common email features .

When you start writing the main content of the email, there's a simple and effective structure you can follow:

• Greeting: Make it brief and friendly , and address the recipient by name if you know it. For instance, “Hi Jonathan” or “Greetings Ms. Childress” are both reliable introductions. The first name is preferable if you're more familiar with the recipient, while you should use their last name if you want to be more formal.
• Body: Start with your main point so no one has to hunt for it, and keep your writing concise and focused on the concerns of your audience. If you need a response from the recipient, make sure to include a call to action so they know how and why to respond. Also, if you've attached a file , be sure to mention it here.
• Ending : Offer a quick farewell , such as “Thanks” or “Sincerely”, then give your name and contact information in case they have questions.

Although email is meant to be quick, always take time to revise your writing before you click Send. Review your spelling and grammar, and confirm the accuracy of any facts you present. If you read the email aloud, you may find additional errors or realize that your words are missing a professional tone.

Make sure any attachments you mention are actually attached, and confirm that any included web links are correct. Broken links, missing attachments, and incorrect information only slow things down and force you to send correction emails.

Examples of business emails

To demonstrate the principles of this lesson, let's look at two examples of business emails. First, let's start with a poor example.

The example above is looking rough. The subject line is vague, the body is full of spelling errors and rambling thoughts, and the main point is difficult to find. Plus, the overall tone is unprofessional.

Now let’s take a look at a more polished example.

This example looks good! The subject line grabs your attention, the body is concise and error-free, and there’s a clear call to action. Emails like these help businesses run smoother and more efficiently.

Writing concise emails is a key skill in the professional world, which you can develop through consistent practice. Keep writing and learning, and you'll become a more effective communicator with each email you create.

/en/business-communication/how-to-write-a-clear-business-memo/content/

Our products

• Email signature generator

Create a stunning email signature for yourself within a few clicks

• Email signature manager

Manage your teams email signatures and gain control over your brand

• Gmail signature
• Google Workspace
• Outlook signature
• Outlook 365 signatures
• Exchange signatures
• See all platforms
• Education facilities
• Real Estate agencies
• SaaS companies
• Health care
• Finance & insurance
• See all industries
• CEOs & executive
• Realtors & brokers
• Legal & lawyers
• Marketing & sales
• All signature examples
• Email signature examples
• Email signature templates
• Email signature design
• Email sign offs
• Email signature banners
• Handwritten signatures
• Disclaimer templates
• Cool signature templates
• Minimalist templates
• Animated templates
• Banner templates
• Signature generator
• Banner maker
• Email disclaimer generator
• How to add signature in Outlook
• Add a signature in Outlook 365
• Add signatures in Exchange
• How to add signature in Gmail
• Add multiple Gmail signatures
• Google Workspace signatures
• See all guides
• Email marketing updates
• Digital marketing hub
• Branding & PR
• Business updates
• Tech & IT
• Product updates
• Our features
• Help center
• 24/6 support
• Contact sales
• User reviews
• Terms of service
• Privacy policy
• Security and compliance
• Trust center

Users stories

See how companies save time & money automating their email signatures

Home / Formal email writing examples & tips

25 formal email writing format examples & best practices

Get professional email writing formats proven to work in real life. See top formal email examples and learn professional email best practices.

Professional email writing is a skill that comes in handy throughout your day-to-day – whether it’s communicating in the professional context, or managing your personal life. Using the right formal email writing format and best practices can get you understood, heard, and better respected.

The good news is that once you have the right examples for the right contexts, you can easily adjust the text to get your message across. Luckily, we’ve rounded up our favorite tips for creating and structuring effective formal emails, with helpful examples and templates.

Let’s dive in!

What’s in this article

Formal vs. informal email writing

• Basic formal email structure

Thank you email

Formal letter of appreciation, letter of complaint, cover letter, reminder email, letter of apology for a client, apology letter from boss.

• Apology mail for the manager
• Introduction email to client (outreach)
• Sample email for proposal submission

Proposal submission email

• Quotation email

Email asking for feedback

Email of inquiry requesting information, email asking for a status update, sick leave mail format, letter asking for a discount from the supplier, ask for a raise, email your boss about a problem (asking for help), email to schedule a meeting.

• Email to the client sharing the status of project
• Email to the boss about work progress

Acceptance email

“this is to inform you that” letter, job rejection email, aesthetics of a formal email.

• How to improve your email writing skills

Formal email writing is utilized in a B2B or B2C scenario, where you’re exchanging professional emails with colleagues, businesses, or partners. Informal email writing is the style you’d likely use when corresponding with a friend or family member, or even a quick email to a colleague.

When you’re emailing a friend, there’s less on the line if you get your words or meaning wrong. But when writing a business email there is much more at stake. A crucial mistake could hurt your reputation or wreck an incredible business opportunity.

That’s why we’ve decided to cover the best practices of formal email writing, so that you can get it right every time.

We’ll review the ins and outs of email structure, different email formats you can use, as well as short email templates that you can use in various scenarios. Keep reading to learn how to write the perfect email.

Basic formal & professional email structure

Before we get into different email templates, it’s important to know how to build an email yourself. For the most part, every email, regardless of its contents, will follow the same structure with the same basic elements. You should get to know these elements in order to ensure proper and effective email writing as a whole.

The basic elements of professional email writing:

• Your email address
• Subject line
• Email opening
• Email ending
• Email sign-off
• Email signature, or “footer”

Now let’s break these down, one by one:

1. Start with a professional email address

Your email address is often out of your control. If you work for a company, or operate under the umbrella of a brand, your email address will likely include the company or brand name domain.

For example, the emails in WiseStamp are all in the following format: [employee_name]@wisestamp.com. This ensures that we all have a professional business email address. Since only the owner of wisestamp.com can issue email addresses under that domain name, this ensures our emails appear legitimate.

Imagine if each employee had a random Gmail address like [name][email protected]. Anyone can create that email, which would make it suspicious. Email open rates are first and foremost dependent on trust, so make sure you have a trustworthy email address—otherwise suffer very low open rates.

If you are a freelancer professional, working separately from an established brand, consider buying a domain name for your personal brand. You can look up available domains on Google domain registrar .

2. Email subject lines

Your subject line will be the single most important element in your formal email writing. It is the first thing your recipient will see, so your goal here is to convince them that your email is a safe, relevant, and high priority (in that order). If you don’t succeed in doing that, your email may never be opened, and any effort you put into the rest of the email elements will go to waste.

Your subject line will depend on the purpose or content of your email, but overall, you want it to be something engaging enough for a recipient to click on.

Email writing subject line guidelines:

• Be clear and specific : Avoid using generic or clickbait subject lines that say little or make unrealistic promises, like “Find out how to double your business in a week!”
• Be original : Avoid the overused subject line templates you find on the internet. Instead, make original subject lines that are relevant, personal, and concise.
• Add relevance : Address something that the recipient will recognize, like an acquaintance’s name or an article, show or book they appeared on.

Studies have shown that personalized subject lines are 26% more likely to be opened. You also want to tailor your email subject line to your email goal, whether it’s a sales email, a personal email, a newsletter, or something else. Think of 3-4 refined options then narrow them down to which will likely be most appropriate.

3. Email opening

The next most important way to hook a recipient into your email is by writing a strong email opening line . Like your subject line, the email opening is mostly used as another filtering stage for most people. If it fails to meet the promise made in the subject line, your readers will bail.

Therefore, it’s extremely important to state your main point in 1 to 2 paragraphs, tops. When you clearly convey your request or question, and your reader feels it’s relevant and interesting, they’ll continue reading your email. If you manage to get them to stay beyond this point, then in most cases, they’ll reply to your email. Good for you!

Email writing opening guidelines:

• Address your recipient by their preferred name : Look up an article they’ve written or their LinkedIn page for reference. Some people will use their full name or their nickname accordingly. For example David might go by Dave, or Anastasia goes by Ana.
• Establish a connection : In your email, reference a personal experience that involves the recipient, like an article or a news piece you’ve read about them, or a conversation you had with an acquaintance.
• Match the opening with the subject line : Your opening message has to mirror the promise made in the subject line because this is how the reader determines whether your email is relevant or not. If you don’t connect the subject line to the opening, readers may get confused or even assume that you’re using clickbait.
• Get to the point fast : Tell your reader why you reached out and what’s in it for them.

4. Email body

The body of your email is where you get into your main message. Whether you’re composing an email to establish a new business connection or just following up on a meeting, the body of your email should be detailed enough that the reader isn’t confused, but also brief and to the point. No one wants to sit and read a long-winded email when they have dozens of other unattended messages in their inbox.

Email body writing guidelines:

• Be concise and detail only what’s needed to get your point across.
• Use words that convey (authentic) positive personal emotions , like “glad,” “excited,” “intrigued,” and “confident.”
• Use the word “because ” when asking for something. It’s been scientifically shown that people are more easily convinced to do something if told why, and even more so if the reason is important to them.
• Show, don’t tell . If you can’t explain something in a few words, see if you can add a screenshot, a video, or a link that explains it better.
• Use headings to split long content into sub-topics . If you can’t avoid writing a long email, make sure to break it up into subsections with headings. This will help your time-scarce readers to scan and find their points of interest.
• Add your concrete request or question in bold text . To best ensure your readers do not miss the most important piece of content (i.e. your request or question), add it to a separate line, in bold. You can also use a different color, if that works for your brand. Just be sure to avoid light shades for a high contrast between the text and the white background. Oh, and once you pick a color—stick to it throughout your email!

5. Email ending

After you’ve addressed all your main points in the body of your email, you’ll want to add a respectful and brief conclusion. You can either invite your recipient to reach out for more questions, wish them success, or ask a question. It all depends on the motive for your email. If it was a long email it could also be a good idea to gently reiterate your main request, question, or motivation.

6. Email sign-off

When closing your email, choose a suitable email sign-off . There are different sign-offs you can use for each occasion, such as “best regards,” “sincerely,” or “with love.” Use your best judgement on which to use that best suits your email content and recipient. For example, you obviously wouldn’t want to send the last one to your manager!

A cool tip you can apply is to add a handwritten signature sign off. A handwritten signature give your recipient the feeling that you gave the email special attention and a personal touch. You can create one here .

7. Email signature / footer

Your email signature (or footer) is your wave goodbye, and the way you do it seals the impression you’ve made up to this point. Make this moment memorable, organized, and aesthetic, and you can get some extra credit and a positive attitude from your reader. A messy, disorganized signature is at best an opportunity lost, and at worst, a discredit to your image.

Consider creating a professional email signature to nail a positive lasting impression. Use the simple text email signature we all used back when email started at your discretion. Whichever you choose, be sure to include all your professional and contact information. You should also add links to your website, social media sites you are most active in, or a landing page.

Professional formal email examples: specific formats for specific goals & uses

To better understand how all the elements of an email work together in different types of emails, let’s look at some templates. These letters are suitable for a number of email scenarios, so tweak the content to make it more relevant to your needs.

See our examples of the most common email writing formats:

Apology letters samples:, sample business emails (b2b and b2c):, information inquiry letter samples:, request email samples – professional email asking for something:, work update email samples:, confirmation vs rejection email samples:.

A thank you email is usually one that you’ll send after previous communication with someone. You might want to thank them for their help on a project, for fulfilling your personal request that you previously sent, for a job interview, or even for something as simple as taking a phone call or a meeting.

When composing a thank you email, you don’t want it to be too long, so get straight to the point. Also, this type of email isn’t always necessary, and might even clutter up the inbox of someone who is very busy, so consider whether or not it will be useful for you before you click “Send” on a thank you message.

Thank you email for work done or service rendered

Thank you so much for [action they did] It was such a pleasure to work with you, and I’m look forward to the next opportunity to work together again.

Please don’t hesitate to contact me if I can provide any additional information.

Best regards, [name and job title]

Thank you email for a job interview

Dear [name of hiring manager],

I enjoyed speaking with you the other day during our interview for the [position title] at [company name]. The job appears to be an ideal match for my skills, ambitions, and interests.

The innovative approach to the corporate culture within the [job field] world confirmed my wish to work at your firm.

I will bring my engineering skills, assertiveness, and ability to engage others to work in a cooperative way within the [name of department] department.

Thank you, again, for your time, and I look forward to hearing your thoughts.

Best Regards,

Dear Mr./Mrs. [name],

I would like to formally recognize all the hard work and dedication you’ve put into completing [project/task]. Due to your consistent efforts, the project is what it is today and that led to the positive results we were hoping for. 

On behalf of [company name, board members, etc.], we would like to formally thank you for your hard work and we would like to let you know that we highly value your contribution and your continued dedication to your job.

We are very grateful to have you as a member of our team and we wish to continue to see you thrive within our organization.

Best regards,

[Name and job title]

Dear [name],

On January 30th, 2020, I made a reservation at your restaurant located at 1234 Mulberry Lane for a birthday dinner for four people. This letter is intended to bring certain issues to your attention.

Unfortunately, we did not enjoy our dinner due to the fact that the food was very slow to arrive and we received the wrong dishes. It’s understandable that it was a busy time at your restaurant, but the quality of the service was not as expected.

To resolve this problem, I would appreciate it if you could provide compensation in the form of a gift voucher or discount on a future meal. 

I’m looking forward to your reply.

With regards,

[Your name]

It used to be common to send your cover letter and CV as an attachment to your email. However, it’s becoming a lot more accepted to use the email itself as your cover letter and simply attach your CV.

When sending a cover letter email, make sure you’re using formal language, addressing the right person such as HR or the hiring manager, you use a relevant subject and opening line, and the body of your email demonstrates why you’d be a perfect fit for the job and company. Hiring managers likely receive dozens of email cover letters, be sure to make sure yours stands out and doesn’t drag on too long.

Cover letter example

Dear hiring manager [name],

I’m very interested while reading the job posting for the position of [job title]. I believe that the experience I have strongly match the responsibilities of this position. I am enthusiastic about submitting my application for the position.

My most recent position was at [company name], where I was a [job title name ]. Additionally, I recently participated in a [mention an accomplishment in your last job that is relevant]

I have attached my resume to this email. Thanks to it, I believe you will learn more about my experience, education, and achievements.

Looking forward to hearing from you,

The format of this type of email message will be different depending on whether it’s your first time reaching out to someone, or the second or third time. The main difference is that the first contact email has to include details that provide context.

When writing a reminder email or follow-up email you don’t need to provide a broad context. Instead, briefly remind your recipients of what you’ve both already agreed on, as it might have simply may been forgotten or placed low in their backlog.

This little push can go a long way in shortening your timetables and making sure you’re items are prioritized. Most people appreciate the reminder and respect you for being steadfast.

Reminder email sample

I’m sure your schedule is very busy, so this email is simply to remind you of your upcoming interview with [name] who is a candidate for [name of position].

The interview will be at [time] on [date] in [location].

Please let me know if there’s anything I can help you with to prepare to interview this candidate.

Apology letters samples

From time to time we all make mistakes, and we all get something wrong. Sometimes our mistakes hurt others, cause them discomfort, or make them frustrated. In these situations, it’s usually the right call to simply apologize.

Apologizing is something that must be sincere or you risk offending the person further. It’s always the best approach to express genuine regret.

But regardless of whatever you truly feel, be very careful to only use words that express empathy for whomever it is you’re apologizing to. Do not lay any responsibility on them, and do not give excuses.

Dear [client’s name],

Please accept my deepest apologies on behalf of [company or business name] for the poor experience you had at our restaurant.

I want to thank you for bringing these issues to my attention and please know that we are making every effort to correct our mistakes so events like these don’t happen in the future.

As a token of our apology, please accept a gift card in the amount of $50.00 that can be used at our restaurant in the future.

I hope to greet you again soon at [company or business name].

Yours sincerely,

[Your name and job title]

Dear Mr./Mrs. [boss’s family name],

I’m writing to you to express my regret for my behavior on [date] in regard to [event]. I would like to apologize for my words and actions and reassure you that such an event will not happen again.

On the date in question, I got into a verbal altercation with the head waiter about the scheduling, and this led to my inexcusable behavior. I have already apologized to [name of colleague], and I wanted to assure you that I will work to improve my reactions and behavior in the future.

I’d be happy to meet with you to speak about the incident further if you have any outstanding concerns.

I am sorry again.

Apology mail for manager

Dear [manager’s name],

I owe you an apology for providing you with the wrong information on [date] regarding [event]. It was not my intention to provide inaccurate or misleading information, and I apologize for any inconvenience that this careless mistake may have caused you.

I will be sure to be more thoughtful in the future and learn from this incident.

Please do not hesitate to share any thoughts or concerns with me. I’d be glad to discuss this further and make it right. 

Business email writing samples

Introduction email to a client (sample email to approach a new client).

Dear [Sir/Madame/Name],

I would like to take a moment to introduce myself and my company. My name is [name] and I am a [job title] at [company name]. Our company provides customers with cutting-edge technology for all their email signature needs.

At [company name], there are a number of services we can offer, such as [short list of services]. Our employees are also highly dedicated and are willing to help you with your every need. 

I’d love the opportunity to speak or meet with you to discuss your needs further and to tell you more about how [company name] can help you succeed. You can contact me at [phone number] with any questions you may have.

Dear [Name],

Please find enclosed to this email the proposal you requested regarding your website audit.

We hope that you will find this proposal helpful and insightful and that it meets your expectations. Of course, if you would like to make any adjustments or go in a different direction, feel free to let us know and we’d be happy to discuss with you.

Thank you for entrusting [your company name] with your website audit, and we hope to hear back from you soon.

Sending quotation email

Dear [customer name],

We’d like to thank you for sending in your inquiry on [date] regarding a quotation for auditing your website.

Based on an initial estimation, we are happy to offer you a quotation based on your requests. Please find the official pricing quote attached to this email. Note that this quotation includes [list of services], but should you want additional services, we’d be happy to discuss it further with you and provide another quotation.

Please do not hesitate to get back to us with any questions about the quotation or our services.

Hi [customer name],

We really appreciate you using our services on [date] and we’d like to get your feedback on your experience.

Please follow the link [insert link] to complete a short survey regarding your experience. This survey shouldn’t take any longer than 2 minutes and it will help us improve our products and services in the future.

We want to thank you in advance for your time and hope that you enjoyed your experience with [company name].

[Name and/or company name]

Inquiry letter samples

This email is to inquire about the website audit services you posted on your website. 

As I understand, you offer services to audit businesses’ websites and provide personalized insight into what improvements can be made. I’d like to request further information with regard to your pricing as well as the scope of the work that will be performed, including specific services that can be expected.

I look forward to receiving your response.

I wanted to check in and check on the status of the website audit project that is due on [date]. 

Please let me know where you’re at with the project and don’t hesitate to let me know if you require any assistance from my end.

Request email samples: professional email asking for something

A personal request email is usually straight to the point and involves a sender asking a recipient for something. It could be anything from connecting on a professional network, asking to set up a meeting, or even requesting a professional introduction. Following a personal request email, a recipient may decide to either accept or reject what the sender is asking for. In this type of email, it’s important to be very clear with what you’re asking for.

Hi [Name of manager/supervisor],

I am writing to request sick leave from [date range]. I will be undergoing surgery and at the recommendation of my doctor, I need to be off of work for 2 weeks in order to recover. I hope to be back at work on [date]. 

Please let me know if you have any questions.

Dear [name of the supplier],

Thank you for sending over your product catalog. We are very much interested in purchasing [name of the product(s)] from you and would like to get a quote for these items.

Additionally, we are hoping that this will lead to a prolonged partnership between the two of us. Therefore, we are kindly requesting that you provide us with your best possible price since we would like to use your goods on a permanent basis.

Thank you for your understanding.

Dear [Name of Manager/supervisor],

I have greatly enjoyed working for [company name] over the last 3 years. During these years, I feel that I have become a valuable member of your team and I have contributed to projects in a significant way. 

Since working here, I have accomplished: [list accomplishments].

As an employee, I think I have outperformed the goals set for me. As a result, I would like to have the opportunity to discuss increasing my salary so that it matches my current performance. Please let me know when is a good time for you to meet so that we can discuss this further.

Once again, I am grateful to be part of an organization that provides me with unique challenges and opportunities to continuously learn and grow.

Dear Mr./Mrs. [name of boss],

I would like to bring to your attention the incident that occurred at [location] on [date] at [time].

I was deeply upset by the actions of [coworker/event]. I tried to speak with them, but this did not lead to any sort of resolution and now I feel as if our professional relationship at work is strained as a result.

I am turning to you for assistance with the matter and I hope that you are able to come up with a solution that neither of us has thought of yet. 

Thank you for taking the matter seriously and please let me know if you have any questions or concerns.

Thanks for getting in touch with us about our product. I’d be glad to set up a meeting in order to give you more information, answer your questions, and show you how it can work for your business. Does [date] at [time] work for you?

I look forward to meeting with you soon!

Work update email

Email to the client sharing the status of the project.

Dear [name of client],

We’d like to keep you updated regarding the progress we’ve made on our project. Please have a look at the tasks we’ve accomplished below and do not hesitate to get back to me with any questions or concerns you may have.

Key highlights and updates:

• [list them]

Tasks accomplished this week:

Tasks to do next week :

Email the boss about work progress

Hi [name of boss],

I am happy to let you know that the project [name of project] that was assigned to me on [date] is now nearing completion. Due to the hard work of our team, the project is expected to be completed on time. Based on the pace of our work, I expect to have the entire project completed by [date].

The remaining elements of this project to be completed are as follows:

• [List them 1]
• [List them 2]
• [List them n]

Thank you for your continued support and guidance and please do not hesitate to get in touch with any questions.

Confirmation vs rejection email samples

You might get an email confirmation after you purchase something online, or you can also reply to a formal email confirming receipt of an email attachment, a meeting time, or a company update. A rejection email is similar in that it might reject the item that was proposed in an email, in which case you’d let the sender know.

It is my great pleasure to inform you that I will be accepting your offer for employment as [job title] with [company name]. The goals for this role that you described are in line with my personal career aspirations, and I hope to be able to learn and grow in this role.

As discussed in our previous meeting, my salary will be [salary] and I will be starting on [date].

I appreciate all the time you took to make the interviews as seamless as they were, and I look forward to working with you soon.

This is to inform you that your business proposal [title of the proposal] has unfortunately been rejected by our committee. While we did like your idea, unfortunately, the costs involved reach well beyond our budget for this quarter. 

We wish you the best of luck in your future endeavors and encourage you to submit additional proposals if you have others that are aligned with our goals.

Best of luck,

This is to inform you that I will not be proceeding in the interview process for [job title] with [company name]. I would like to formally withdraw my candidacy.

At this time, I have accepted a position with another company, so I am no longer in search of employment. However, I would like to sincerely thank you for taking the time to meet with me and for being attentive to my questions about the role. 

It was a pleasure meeting with you and I wish you luck in finding the right candidate for the job.

Before you even get started on the content of your email, you want to make sure the aesthetic is appealing and not too out of the ordinary. Of course, you want to capture the attention of your recipient, but you also want to appear professional, so keep the Comic Sans font out of the equation. What sort of aesthetics should you pay attention to in a formal email? Let’s take a look.

Choice of Font

Don’t start reinventing the wheel here. It’s better to go with a safe bet instead of a creative option when selecting a font. Choose a font that’s easy to read and skim, since if you’re sending a longer email it’s possible your recipient will just skim its contents. Therefore, you want to font to be clear and the letters to be far enough apart. We suggest going with fonts like Georgia, Verdana, Arial, or Times New Roman.

You don’t want your recipient to have to squint to read your email, but your text also shouldn’t appear as if it’s yelling either. Depending on the font you go with you might need to tweak the sizing a little, but in general, font size 12 is what you should be using. You can use size 10 or 11 as well, just make sure it doesn’t look too small before sending your email.

How do I improve my email writing skills?

There are a number of ways you can make your emails shine, and you don’t need to be a professional writer to do it. In fact, there are a few small areas you can focus on to make your emails clearer and more well-received. Here are a few things you should keep in mind when composing an email:

1. Optimize your email subject lines

Your subject line is the first thing a recipient sees when they receive your email. Therefore, it’s important that it’s optimized as much as possible. Keep these tips in mind when coming up with your subject line:

• Keep it short to no more than 40 characters
• Make it personal, use the recipient’s name if you have it
• Use a call to action, like “let’s set up a meeting today”
• Create a sense of urgency, such as “offer to expire soon”

2. Practice summarizing your main point for your email openings

Once you get your recipient to open your email, you don’t want to bore them right away. You have to keep things interesting, relevant, and straight to the point. That’s why it’s crucial to put your main point somewhere in the first sentence, or at least the first paragraph. 

While your opening line can be something general like “thank you for taking the time to meet with me,” the very next line should be something more powerful. Whether you ask for the results of a meeting, make a proposal, or initiate a follow-up meeting, this first sentence sets the tone of the rest of the email so the reader knows exactly what the subject is and what to expect from the rest of your message.

3. Research the correct email etiquette to use for your most common scenarios

When sending emails, especially formal or professional emails for work, it’s important to maintain email etiquette . Since many of us answer our emails on our phones while on the go, it’s tempting to reply to emails as we would a text message, but that’s not good practice.

4. Proofread for typos and grammar mistakes

Finally, always review your email before you click “Send.” Make sure your email is free of typos, punctuation errors (and that you’re not, for example, using too many exclamation points), and that your syntax is correct.

Also: don’t always rely on spell-checkers. While they’ve come a long way thanks to AI, they don’t always pickup errors where words are spelt correctly, yet used in the wrong context.

The best way to do this is to read your email out loud before sending, especially if it’s an important message to a superior or a client, as emails with grammar mistakes can potentially have a negative impact.

There are countless reasons for needing a formal email writing template. If we didn’t cover every single scenario here, we hope that you know at least have a better idea of what constitutes a good formal email. Using our tips and examples, you’ll be able to compose better emails that get you the results you want. 

More on this topic

• How to write a resignation letter: A comprehensive guide
• An Interview with Chatgpt: Can AI think outside of the box for email marketing?
• Email closings: The definitive guide
• Email blast marketing: Learn how to effectively promote your brand
• Email management: : Proven Tips for Boosting Productivity
• Various best regards alternatives for email closing
• Ultimate guide on how to end an email
• How to get a professional email address
• How does BCC work: complete guide
• How to craft an introduction email to a new team

We use cookies on our website to make sure you get the best experience from your visit. Please confirm that you accept the use of cookies & our privacy policy .

Flow through your inbox

Flowrite turns your instructions into ready-to-send emails and messages across your browser.

For companies

Jan 18, 2022

How to write a business email with 10 business email examples

Looking for business email examples? Our business email templates and samples will help you to learn how to write a business email in the right format.

Lawrie Jones

Table of contents

Wondering how to write a business email? Well, you've come to the right place. By the end of this blog, you'll know how to send a business email in any situation and have improved your overall business communication skills.

Our business email examples will show you how to start and end a business email, deliver your message in the business email format, and getting what you ultimately want: a response to your email.

The various business email writing samples that we cover will teach you business email sentences and other business communication tips will help you handle any situation according to email etiquette.

The various business email samples that we break down will illustrate how to introduce your business in an email, how to say sorry, how do you say thank you, and how to say no politely in a business email, as well as how to write a business email with attachments.

Ready to start?

Last but not the least, we will introduce you to Flowrite 's business email templates that will help you to supercharge your business emails and messages, like this:

What is a business email?

Business email is an essential communication tool with employees and external organizations, including customers, subscribers, and stakeholders.

As well as sharing information and updates, business emails can be used to market products, manage complaints, support customers, and engage suppliers. Put simply, a business email is the lifeblood of any modern company.

Business emails are typically short, polite, and written with a clear purpose. However, business emails don't need to be boring. If written correctly, an effective business email can inform, engage, and inspire any reader.

How to write a business email

Wiring a great business email involves a little process and a little psychology. First, you'll need to understand how to format a business email, including a great subject line, appropriate greeting, body copy, and ending. But more than that, you need to go beyond providing information and delivering a little inspiration, too.

Every email is an interruption, say  researchers . You're asking someone to read your email, so it must have value. Your email must have a purpose and state it clearly and quickly. Don't waste time or words getting to your point, be clear with why you're messaging and what you want, says Jeff Su in the  Harvard Business Review .

We all receive hundreds of emails a day, so you must work hard to avoid what  academics describe as  "standardized, vague, and impersonal realizations of interpersonal moves". Our translation: personalize your emails and keep them interesting, or risk losing readers' attention. 

Business email format

The basics of how to write a business email format should be familiar to anyone online. The typical formal business email format has five core parts, including:

• Subject Line
• Formal greeting
• Closing phrase

Understanding the business email writing format enables you to sketch out, structure quickly, and write a business email from scratch in minutes. 

We've covered the core parts of professional email greetings and endings in other posts, so we'll be brief here. Instead, we're going to delve into more detail in the content, including providing 10 examples of business emails that command attention and demand action. 

Business email greetings

There's no magic in how to start a business email; you use a formal email greeting and an appropriate email opening sentence . The core of your message depends on who you're contacting, what you want, and why, but the basics of how to start a good business email are pretty standard.

Many people want to know how to start a business email conversation with someone they have never met. If you know the person's name, it's polite to start with:

• Dear (person's name)

Use their full name, and avoid a title (such as Mr or Mrs), as these are outdated and could cause offense.

Suppose you're finding it difficult to decide how to address someone in a business email. In that case, we suggest being formal rather than being informal. So while you're OK to use any opening you choose in a personal email, if you're wondering if you can use 'Hi' in business letters or emails, we would advise against it. 

Unless you know the person, overly informal greetings such as 'Hey could come across as informal and unprofessional, which could kick off your relationship on the wrong note.

How to start a business email

The opening sentence should explain who you are, where you're from, and what you want. Of course, it can be a challenge to fit all this in, but here's an example of how to start a business email.

The decision on how you start a business email depends entirely on what you're trying to say. Still, the approach above is a tried and tested classic.

For more examples on how to start an email , check out our business email examples in this article.

How to end a business email

As we've explained, every business email should have a point and a purpose, so be clear about what you want from the reader. So let's use the example above to illustrate how this can work in a formal context.

If there's already an existing relationship between the two participants, then it's okay to be a less formal. So here's how this can work.

As you can see this example maintains professionalism without being too stiff. For example choosing the right email closing line can make a significant difference in the tone of the email .

How to finish a business email

The formal way to end a business email is by using one of two options. Here's what they are and when you'd use them.

• Yours sincerely – this is a formal sign-off if you are addressing the email to a person and you know their name
• Yours faithfully – a formal business email sign-off if you don't know the name of the person you're emailing

There are other, less formal but increasingly popular, business email closings include:

• Kind regards
• Best regards
• I look forward to hearing from

When deciding how to sign off a business email, think about how well you know the reader and how formal you want to be. If you've emailed someone before and have a relationship, feel free to be a little less formal. On the other hand, stick to the tried and tested email sign-offs if this is the first message you're sending.

Business email writing samples

Here are some common phrases that can help you write better business emails and some advice on using them.

Learn how to:

• Introduce yourself in an email
• Say thank you
• Politely say no
• Say you're busy
• Describe the attachments you're including

How to introduce your business in an email

When introducing yourself in an email , include your name, job title, and company. Don't' try to be smart or funny; stick with the basic information that any reader might want to know. 

• My name is Lawrence Jones, and I'm the marketing director at (insert company name)

How to say sorry in a business email

Saying sorry in a business email can be challenging, but it's best done quickly and cleanly, like tearing off a band-aid. So don't beat around the bush or muddle the message; just say sorry.

• I would like to apologize for your recent experiences with our company.

How do you say thank you in a business email

When saying thank you in an email, keep things short but be specific. Don't just say thanks; explain what you're thanking the person for and the impact that they have had. If you're saying thanks for something they've done, 

• I'd like to thank you for your amazing work on the recent project. Your work has helped us to save significant amounts of time and money.

How to say no politely in a business email

Learning how to say no politely is a core business communication skill that can be a challenge. We're conditioned not to want to disappoint people, but remember this isn't about you personally, but about business. A polite but firm no can improve the way you are perceived. It's tempting to apologize or qualify your response but don't. Stick to the facts and don't lose focus.

• I'm sorry to say that we won't be able to accommodate your request at this time.

How to say I am busy in email

Work can be stressful enough without having to explain why you're busy. Don't apologize, but be clear that you don't have time. Instead, manage expectations and finish positively by explaining when you can help.

• I'm not currently able to support you with this project as I'm engaged in other work. However, I'll have some capacity to work with you next week.

How to write a business email with attachments

Let your reader know that there's an attachment, what it contains, and why it's essential. For example, if the file is large or in a specific format that may require them to access an application, let them know.

• Please find attached a copy of the report you have requested. The PDF file is 10MB, so be aware of this before sharing. You may require viewing software to make comments on it.

10 business email writing examples

The best way to explain the concepts we're describing is to put them into practice. Here are 10 examples of effective business emails. We've tackled most of the main reasons you'll need to message someone in these business correspondence email templates. Use these templates for information, but make sure to edit and adapt them to your specific circumstances.          

1. How to write an email to a company

If you're finding it challenging to write a business email to a company you've never worked with before, don't worry – it's one of the most demanding emails to write. It's tempting to include too much, but you're at the top of the funnel, so focus on the basics and keep things brief.  In our first business sample, we describe how to write a mail to a company totally cold.                                 

2. Business email reply sample

In this example, we look at how to respond to a business proposal email that a company has sent you. Before writing, consider what you want to do with the information they have supplied. Be clear if you're interested or not interested. This will save time (and avoid unwanted future emails).

3. Sample email to client for new business

Sending a cold email to a potential customer completely cold can create new connections and generate new business. There are no set rules on how to write a business email to a potential client, but you must show that you have researched what they do and understand who they are. Before using this sample email to customers for business, do some research and edit it.

4. Business cooperation email sample

A business collaboration is a partnership that benefits you both, so approach any email positively and with purpose. In this example of how to write a business partnership request email, we focus on the benefits of collaboration. This business collaboration email sample is also suitable for those wondering how to write an email to a potential business partner.

5. How to send a business proposal email

A business proposal is more than a request for a partnership but a formal document detailing the terms and conditions of your relationship. When deciding how to start a business proposal email, understand that multiple people will see this email, so be formal. 

6. How to write a business introduction email

Having the skills to introduce your business to another can help you win clients, form partnerships, and secure profitable projects. Leave the selling for later, and start with a meeting. This example of how to write a business meeting request email can be amended, covering how to write a business invitation email.

7. How to write a business inquiry email

A business inquiry is a formal, unsolicited message requesting information. Again, strip it back, be clear and focus on what you want. The recipient should know exactly what you're asking for, why, and when they need to respond. See our example of how to write a business inquiry email here.

8. How to write a business email asking for something

It depends on what you want, but a business inquiry email asking for something should include what you want when you want it and why. Here's an example of how to write a business email asking for something.    

9. How to write a cold email for business

If you're wondering, when is it OK to email strangers about your business? The answer is anytime––as long as what you're contacting them about is relevant. In any cold email , focus on the value you can offer, not what you want. You can see how that works in this example of how to write a cold email for business.

10. How to write a business follow up email

A prompt and polite email after a business meeting is a professional courtesy that you can't forget to complete. In this example of how to write a follow-up email to a client after a business meeting, we keep the details to a minimum and focus on arranging a follow-up .

Business email templates by Flowrite

Flowrite is an AI writing tool that turns your instructions into ready-to-send emails and messages in seconds, like this:

It takes care of the email structure, capitalization, grammar, spelling, punctuation – you name it. Essentially you can focus on your thoughts and ideas, and Flowrite will give them wings. We dare to say that it's the fastest way to start writing better emails.

Our AI template collection features dozens of business email templates that will help you with all the aspects covered in this blog post.

How to improve your business email writing skills

We hope that this guide has helped you to understand how to write business emails.

If you found it helpful, we suggest that you bookmark it so that you can revisit our business email examples and pick up the best business email formats, sentences and templates and find how to start and end a business email the correct way.

If you want further improve your business email writing skills giving Flowrite a try can be one of the most efficient ways to do it. In addition to being more productive by turning instructions into ready-to-send emails with the help of our business email templates you can actually learn from our AI writing assistant.

Like one of our early users Camille put it: "I'm now even drawing inspiration from the emails generated, for my own communication style. Seems that I'm learning as much from Flowrite style than the tool is learning from me."

Supercharge your communication with Flowrite

Write emails and messages faster across Google Chrome.

Explore Flowrite

Start using Flowrite today

Try it yourself

General template

Reply to: "

Received message

introduce flowrite short instruction to ready to send emails we finish email

Generate a reply

Generate an outreach

Share this article

Related articles

Best AI email assistants to increase your productivity

Learn about the AI email assistants that can help you cope with email overload that hurts your productivity.

How to write a professional email – 5 easy steps & 5 best practices

Learning how to write a professional email is an investment in your career and these simple steps, best practices, and examples will help you get started.

Write any email quickly with these 3 easy steps

Want to learn how to write emails faster? This blog post will teach you an easy process and give you actionable tips on how to write emails quickly starting today. 

We use cookies to analyze site performance and deliver a better experience for visitors.

Product updates

Read the latest →

About Flowrite

Get to know us →

Productivity

© 2023 Flowrite

Email/Letter Writing Exercises & Examples Menu

Below you will find listed all the different online exercises and examples of emails in English that we have. These exercises and exmples will help you learn or improve how your ability to write many different types of emails and letters in English.

For each exercise there is a description of what it is about and what level of English you need to do it (from 'lower-intermediate' to 'advanced').

To do or look at an exercise/example, simply click on the title of the exercise/example.

• How to Write a Formal Email of Request Level: Upper-Intermediate Learn both how to write and what vocabulary and phrases to use in a formal email/letter of request where you have had contact with the person before.
• How to Write a Business Email of Request to Someone you Have Not Had Contact with Before Level: Upper-Intermediate Learn both how to write and what vocabulary and phrases to use in a formal email/letter of request where you have had no contact with the person before.
• Can't Attend a Meeting Email Level: Intermediate Introduces vocabulary to politely say you can't attend an event (e.g. Meeting, Presentation etc...).
• How to Write a Business Email of Invitation Level: Intermediate This exercise looks at the English vocabulary and phrases used for writing for both formal and less formal business emails of invitation.
• Formal Email of Response Level: Upper-Intermediate Learn both how to write and what vocabulary and phrases to use in a formal email/letter of response.
• How to Write a Business Update Email Level: Upper-Intermediate Learn how to write (with an example) and what to and what not to write in a good general business update email.
• How to Write an Email of Reassurance to a Customer Level: Upper-Intermediate Shows and explains what you need to do to write good emails of reassurance to a customer or business client.
• Linkers for Writing Business Emails: Part 1 Level: Intermediate The first of two exercises on learning advanced/professional linking vocabulary to improve your business emails in English.
• Linkers for Writing Business Emails: Part 2 Level: Intermediate The second of two exercises on learning advanced/professional linking vocabulary to improve your business emails in English.
• How to Write an Email to a Friend you Haven't Contacted in a Long Time Level: Intermediate Shows and explains what you need to do to write better emails to friends in English quicker and easier.
• Business & Formal English Vocabulary for Writing Level: All Levels Improve quickly and easily the vocabulary you use in all your pieces of writing with this list of formal and professional synonyms of commonly used English words and phrases.
• Business Email Examples Level: All Levels Not an exercise, but examples of 17 different types of business emails in English.
• Essential Email Vocabulary Level: Lower-Intermediate Shows and explains the vocabulary for the titles of people in a email/letter and how to say an email address.
• How to Start an Email Level: Intermediate Learn what to say and what vocabulary and phrases to use in the opening part of an email/letter.
• How to End/Close an Email Level: Intermediate Learn what to say and what vocabulary and phrases to use in the closing part of an email/letter.
• Informal Business Email of Request Level: Intermediate Learn both how to write and what vocabulary and phrases to use in a neutral or less formal email of request.
• Informal Business Email of Response Level: Intermediate Learn both how to write and what vocabulary and phrases to use in a less formal email of response.
• How to Write an Email of Complaint Level: Upper-Intermediate Learn both how to write and what vocabulary and phrases to use in a formal written complaint.
• Email of Apology Level: Upper-Intermediate Learn both how to write and what vocabulary and phrases to use in a formal written apology.
• How to Disagree in an Email Level: Upper-Intermediate Learn how to politely disagree with somebody by email/letter in English and what formal vocabulary/phrases you can use to do it.
• How to Give Bad News in a Business Email Level: Intermediate Learn the best way to give bad news in business emails or letters.
• How to Ask Somebody to Help You in an Email Level: Intermediate This exercise looks at how to ask somebody for help in an email.
• How to Write an Email to Thank Somebody Level: Intermediate This exercise looks at the structure, English vocabulary and phrases used for writing serveral types of business emails of thanks.
• How to Write an Email to Make Somebody Attend a Meeting Level: Upper-Intermediate This exercise explains how to persuade somebody by email to attend a meeting they said they couldn't go to.
• Sales Follow-Up Email Examples & Exercise Level: Upper-Intermediate This exercise looks at the vocabulary/phrases used in good sales follow-up emails to both business and non-business customers.
• Sales Follow-Up Emails: After a Customer Order Level: Upper-Intermediate This exercise explains how to write a good sales follow-up email to a customer after they have bought or ordered something from you.
• How to Write a Business Email of Proposal Level: Upper-Intermediate This exercise looks at both the structure and the vocabulary you should use to write a persuasive business proposal in an email.
• How to Write Business Reports Level: Advanced This exercise explains how to write, structure and what to include in a business report.
• Vocabulary to Use when Writing Business Reports in English Level: Upper-Intermediate This exercise shows you professional and formal English words and phrases to use in business reports.
• Writing an Email of Feedback: Giving Feedback Level: Upper-Intermediate This exercise looks at both the structure and the vocabulary you should use when you give feedback to somebody by email.
• How to Write a Business Email of Rejection Level: Upper-Intermediate This exercise looks at both the structure and the vocabulary you should use when writing a business email or letter of rejection to somebody.
• Writing an Essay: Choosing What to Write About Level: Intermediate This exercise on writing essays explains what to do to select the best reasons to use when writing an essay.
• Writing an Essay: How to Structure an Essay Level: Intermediate This exercise on writing essays explains what you need to do to structure a good essay and why it is important.
• Writing an Essay: Phrases to Use in your Essays Part 1 Level: Intermediate In this first of two exercises on writing essays, you'll learn professional words and phrases/expressions that you can use in your own essays.
• Writing an Essay: Phrases to Use in your Essays Part 2 Level: Intermediate In this second of two exercises on writing essays, you'll learn more professional words and phrases/expressions that you can use in your own essays.

©2024, Blair English

• Meeting Exercises
• CV & Interviews Exercises
• Numbers & Figures Exercises
• Emails Exercises
• Presentations Exercises
• Projects Exercises
• Verbs/Phrasal Verbs Exercises
• Social Exercises
• General Business Exercises
• Negotiations Exercises
• Food & Drink Exercises
• Technology & Web Exercises
• Financial English Exercises
• Articles Selection Page
• English Teachers Menu Page
• Travel & Hotel Exercises

This is me, Chris Clayton, the owner and main writer for Blair English. I'm also a part-time English teacher in sunny Spain. I have a love of history and the web. I hope you find the website useful.

• SUGGESTED TOPICS
• The Magazine
• Newsletters
• Managing Yourself
• Managing Teams
• Work-life Balance
• The Big Idea
• Data & Visuals
• Reading Lists
• Case Selections
• HBR Learning
• Topic Feeds
• Account Settings
• Email Preferences

How to Write Better Emails at Work

Eight tips you can start using today.

• JS Jeff Su is a full-time Product Marketer who makes videos on practical career and productivity tips.

Partner Center

How to Write a Business Email

Table of Contents

Four key questions:, business email tone, business email format, parts of a great business email, our favorite business email hacks.

Business emails are a pillar of modern communication. On any given day, the average office worker receives over 80 emails.

That’s a lot of communication.

While we send a lot of emails, many of them are not effective. Everyone’s inbox holds those difficult to read or process emails, hanging around because the recipient is unclear on how to reply or act. Don’t let that happen to your business emails. Etiquette, style, and format are essential to writing emails that get results.

The first step in writing a business email is to consider who your audience is. Next, determine the purpose of the email. Be clear and concise, and include the following sections: 1. Subject line 2. Greeting 3. Purpose 4. Next steps / Call to action 5. Closing 6. Signature

This article will highlight best practices and walk you through an effective business email, step-by-step. By integrating these methods into your email preparation, you will write better emails and improve overall communication.

Learn more about our Business Email Writing Course for individuals and groups.

There are four questions that you must consider as you begin to draft a business email:

1. Who is my audience?

In all business writing, the audience is the top consideration. Who you are writing for will determine how you write your email. The reader will determine the tone, formality, and content of the communication.

Your email’s reader maybe your colleague, client, or supervisor. Each reader will have a different background, project knowledge, and priorities. You can use project acronyms with a colleague who has the same deep project knowledge as you do. Those same acronyms will be confusing to an executive who needs an update for budget forecasting.

With your audience at the forefront, you will always write a more effective email.

The audience includes all the people included in the sender fields. This includes the To:, CC:. and BCC: fields but main focus should be on those in the To field. Writing for the audience also means using these fields correctly.

The ‘To:’ field is for the direct audience who needs to reply or take action from the email content. The ‘CC:’ field is for readers who need to receive the email conversation for reference or clarity, but do not need to take action nor reply. The ‘BCC:’ field is for the audience who only needs to see the initial email and none of the later chain of replies.

Incorrect usage of the sender fields is a common business email mistake. It occurs when the audience and their roles are not thoughtfully considered.

Use the Bcc field very judiciously. Often it's best to forward an email separately, with a brief statement on why you're sending this information.

2. What is the purpose?

An email must have a purpose. And, it must have only one purpose.

This email practice is called the ‘one thing rule.'

Each email should cover only one specific item, task, or request.

Covering multiple actions in one email can cause confusion and inefficiency. One email should not include both client report revision notes and a scheduling question for the quarterly meeting. This scenario calls for two separate emails.

By limiting emails to one thing, the email is easier for the recipient to understand, process, and act upon. This clarity increases understanding and productivity.

In practice, we sometimes have to ask for several pieces of information related to the same topic. In this case, use a numbered list to clarify for your reader that the request has components. This will help your reader respond easily and ensure you receive all the specifics you need.

I need you to review these three items before we release the sketch to the production team:

• Color choice

3. Is this email necessary?

There is a tendency to over-communicate by email. While email is efficient and provides an electronic paper trail, not all communication should occur over email.

Ask yourself: “Is this email really necessary?” Perhaps a quick phone call or a ping on the company messenger is more appropriate. If you’re expecting a lot of back-and-forth on the topic, a short conversation can eliminate a lengthy  email chain.

Choose the right channel to send information. Email is great, but it's one channel.

4. Is email appropriate?

Email can be used in many scenarios but is not always appropriate.

If you are delivering bad news, do so in person or buffer the email thoughtfully. An email is impersonal and is difficult to convey empathy or compassion. If you must write a business apology email follow these rules .

Sensitive information sent by email runs the risk of being accidentally shared. There are plenty of cases of email mishaps , ranging from funny to serious. Whether the information is personal contact or personal opinion, consider whether it’s appropriate for an email. If you wouldn’t want it accidentally shared, be very thoughtful about how it is sent in the first place.

If you are unsure if an email is appropriate, ask yourself if you'd be comfortable with that email being projected in a meeting. Attending the meeting are your boss, all your future bosses, and your mother. If it passes this test, then send it. If not, there is likely something that is not appropriate.

5. Email style

Business emails have a very specific style. They are professional but brief. They should be written to be skimmed, but with enough information to allow a complete response.

If you like this article you may be interested in  our email writing course,  one of the online business writing courses  we offer for individuals and groups.

Finding the correct tone can be the biggest headache in drafting an email. The tone changes based on your audience. It can range from formal to friendly but is always professional and should always be matched to your audience.

Wordy politeness can often be overlooked in efforts to be brief in emails. However, " please " and " thank you " should be included anytime it is appropriate.

Avoid ALL CAPS because it SOUNDS LIKE YOU’RE YELLING.

Also, writing in all caps could route your email to the spam folder). If you wouldn’t shout the statement in person, don’t shout it in an email. Instead, use italics,  underlining, or bold to emphasize important points.

Example: Vacation requests must be submitted at least two weeks in advance .

Notice the harsh tone if the bold text is swapped for caps: Vacation requests must be submitted AT LEAST TWO WEEKS IN ADVANCE. 

One exception: Do use all caps in email headings when writing to any organization that strips html formatting from email. The military, military academies, and some financial institutions with strict security protocols often strip HTML formatting. 

Headings are very helpful to readers. They allow a reader to skim and find information easily. They're a business writer's best weapon against information overload.

Avoid excessive use of punctuation or emojis. Exclamation points should be used sparingly! Emojis continue to have a larger role in digital communication and several style guides have approved their judicious use in business writing. I follow the rule of only using them after the other party has sent one. They should never be used in formal business emails.

Get instructor feedback on your actual business emails in our Business Email Writing Course.

Emails are meant to be skimmed, so they should have plenty of white space to assist the reader. Use shorter paragraphs, lists, and bullet points to streamline the information. And, use headings to break up concepts and allow a reader to skim.

In addition, awkward formatting copied from other documents or emails can be distracting. To have seamless formatting for your email, strip the text formatting of the new content by using your email client’s Remove or Formatting function.

Here are the most common formatting features and how to use them:

Font: The font is the typeface that you should choose for your email. It is best to choose a sans serif (a typeface without decorative strokes at the end) as they are more modern and simple and easy to read onscreen. They are also easier to read at a small size. Gmail uses Sans Serif as the default. You could also use Arial, Helvetica, Tahoma, Trebuchet MS, or Verdana.

Text size: You should try to keep your email in the normal size. This is between 10–12pt.

Bold: You can use bold for headings and to emphasize important text. Bold text catches the eye of readers as they scan the email.

Italics: Italics are a softer way to draw attention to an area of text. They are used to bring emphasis to an area of a sentence. They do not make words stand out when the user is scanning a page the way bold text does. Italics should also be used for titles of full works .

Underline: Underlined text can easily be confused for a link. When writing an email, it's best not to use underlined text to draw attention to an area of an email. It is better to use bold or italics.

Text color: You should avoid using multiple text colors in an email as it draws the eye in to multiple locations and looks unprofessional. It is likely that your email program makes your hyperlinks blue. 

Alignment: Business writing uses text that is fully aligned left. Academic writing indents the first sentence of a paragraph five spaces. In a business email, you will never need to indent the start of a paragraph. 

Numbers: Using a numbered list can help organize content where the sequence is important. For example, if you were describing steps you would want to use a numbered list.

Bullet points: Bullet points are a great way to create white space on your page and draw attention to related items. Bullet points work best for unordered lists. 

Indent more: In business emails, you should not indent the first sentence of a new paragraph. A line break represents the start of a new paragraph. The indent more button allows you to add an indent to text. This is useful on rare occasions when you want to indicate that some information is a subset of what preceded it. It creates a visual indication that the indented information is less important.

Indent less: This allows you to move your content to the left.

Quote text: If you are referring to quoted text you should use the quote text function. It provides a slight indent to your content and a grey vertical line to the left. This shows readers that you are quoting text.

Remove formatting: If you are pasting text into your email it is vital you use the remove formatting function. Otherwise, you will paste the text styles and it will be obvious to your reader that you copied and pasted that text. To use this function select the text you want to remove formatting. Then click the remove formatting button.

Let's dissect each section of a business email to highlight best practices for you to implement in your writing.

Subject line

The subject line is the mini-summary of your email. It provides the biggest opportunity to ensure your email gets read. The goal of a subject line is to get your reader to open the email without tricking them. It is also the place where mistakes are most commonly made.

Think of it as your email’s headline. It should be a 3- to 8-word overview of the content. It should be direct and natural but relevant and accurate.

Subject lines that are too brief or too lengthy cause confusion. If it makes the email seem difficult or confusing to reply to, the recipient may not open it immediately or at all.

Bad examples: Important! For Your Review Questions About Expansion Performance Target Report Deadline Extension Request For Client Meeting Good examples: Your BookShop Order Delivery Dec 2 Client Report Revisions: Please Review by 4 PM Expansion Report Extension Requested until Friday

Email clients will also review the subject line for signs of spam. This is especially important for sales teams who may be cold-emailing clients. Certain terms are flags for spam algorithms and may be filtered to a Junk folder. Avoid using words such as Sale , Please read, or Profits , or having one-word subjects.

Optimizing your subject line is an important

Also, make sure you are replying to the correct thread. Do not use an old email thread for a new topic .

Your greeting should be professional and concise. It is always preferable to address the recipient using their name, but it may not always be possible.

• Good afternoon,
• Dear Ms. Jones:
• Hi Jeff, (salutation format)
• Hi, Jeff. (sentence format)

Brief pleasantry

If you’re emailing someone for the first time, y our opening line could be a short pleasantry connecting you and the recipient. One sentence should be enough. I ndicate how you connected. This reminder will give the reader context for the following information.

It was great to meet you at last night’s networking event.

If you’ve received something from the recipient, offer your thanks. It could be a thank you for an offer of assistance, for an interesting piece of content they shared, or even for simply reading the email.

Thank you for sharing your article on management strategies. The findings are valuable. I appreciate you taking the time to help me with this project.

If you want to keep it general, warm well-wishes will do.

I hope you’re well!

Omit a pleasant greeting if you’ve recently or frequently communicate with each other.

Be very careful of over-spinning pleasantries at the start of the email. The purpose of your email should be the overt start. Remember the acronym B.L.O.T. — bottom line on top. What do you want your reader to know or do? That's the most important opening.

As previously noted, each email should address just one thing, one purpose. This task, request, or information should be presented clearly and directly after the pleasantry. This is the B.L.O.T. — bottom line on top.

Be concise and direct. Don’t hide your request or it can easily be overlooked or ignored.

Please provide your feedback on the budget. Can you participate in the project kick-off meeting next Thursday? Did you have any revisions to the final report?

Additional information

Some business emails may require additional information for the reader. It could be clarification on the task, a link to resources or examples, or other helpful information. This information should be included thoughtfully. Only directly relevant content should be added.

Call to action (CTA)

Near the end of the email, include a specific call to action. The email is being sent to accomplish one task. The call to action should leave no confusion as to your request. Do not assume the reader understands the desired result from prior information. Emails can easily be misinterpreted if there is any grey area.

This statement should include the specific action and the timeline. If you are sending the email to multiple people, clarify task responsibility by directly naming the intended person.

Clarification of tasks and expectations allows for the recipient to respond more effectively.

Bad examples: Can you take care of this? Let me know what you think. Good examples: Sarah: can you forward the survey to all staff by Friday at noon, please? I’d appreciate your feedback on the draft agenda. If you have any edits, please send them by tomorrow, Tuesday, at 10 AM.

If you would like a confirmation, you can phrase the call to action as a question. If the call to action is a notification that does not necessarily require a reply, you can structure the call to action as a statement.

Closing message 

The closing message simply indicates that the email is complete. While it is not a requirement in modern email writing, a brief, polite phrase will nicely round out your email.

Thank you for your time, I look forward to your response, Kind regards,

Sign-off & signature

The end of the email includes a sign-off of your name. The phrasing should match the formality of the email.

Most formal: Dr. John Smith Dr. Smith John Smith Least formal and most common: John

Your email signature is a type of electronic business card that is appended to your email. It should include the most important context and contact details for your reader. This is the place to help your reader with relevant contact or contextual information, not brag or insert philosophical quotes. Images and logos can be useful, but be aware of the sizing and how they will appear on mobile devices.

Attachments and links

Any referenced attachments or links must be included in the email. Either name the file so that it is clearly identified or include the document title in parenthesis immediately after you mention it in the email.

Don’t make the reader go hunting for the information they need.

If an attachment was sent to the recipient previously, attach it again anyway. This way, they can easily access the information rather than searching through their inbox. Of course, double-check that the file is attached and correct. Forgetting to include an attachment requires an unnecessary (and embarrassing!) reply requesting it, which can delay the work.

Links can be directing the reader either to websites or to intranet directories. These hyperlinks can be lengthy and distracting in the email text. Instead, integrate the hyperlink into the existing sentence.

Bad example: You may find this resource useful in preparing the report: http://www.instructionalsolutions.com/blog/technical-writing-engineers Good example: You may find this technical writing resource useful in preparing the report.

You should also test the link to ensure that it opens the correct site.

Once your email is composed, do not click send. Yet.

Take a moment to review your email. Check for grammatical or spelling errors ( Grammarly has a helpful free tool). Typos suggest carelessness and can even convey incorrect information.

Double-check dates, times, names, links, attachments, and other specific details. 

Triple-check that the correct recipients are in the sender fields.

Have you ever clicked send and then gasped in horror? Perhaps it’s an ‘I didn’t mean to send it to that Brad!’ situation. Or, it may be the less embarrassing but still annoying ‘I meant to include Brad on that email!’ scenario.

Thankfully, some email clients have found a solution to this potential embarrassment with the addition of ‘Undo Send’.

In Gmail, you can enable this function in Settings. You can choose from a 5 to 30 second cancellation period.

In Outlook, you can recall an unread email sent to a recipient with an Exchange account in the same organization. This feature does not work well in practice because if it has been read by anyone, it cannot be recalled. In this case, simply forward the email with an error and state your apology and clarification.

Canned responses in Gmail

Do you send the same email over and over again? Save time by using Canned Responses in Gmail .

This function allows you to save standard emails. When you would like to send the standard reply, simply select your preferred prepared template in the Compose window. You can also set Canned responses to send automatically to inbound email with specific details.

Filters and folders

Is your inbox overwhelming? Thoughtful use of filters and folders can help reduce email stress.

You can label and even color-code emails from specific people or even whole domains. These labels will allow the emails to be easily archived once read.

You can set up filters to automatically mark as read or archive low priority reference emails, like a delivery tracking update.

A short investment in setup time will provide long-term time savings.

How to schedule an email in Gmail?

Click the blue dropdown arrow to the right side of the regular send email.  Then click "schedule send" you will then have the option to choose a suggested time in the next few days or choose your own time and date.

Are you working late, but want your email to arrive in your client’s inbox first thing tomorrow morning?

We used to suggest using Boomerang to schedule emails but now you can do it right within Gmail. If you click the little arrow to the right of the send button you can specify when the email will send.

Scheduled emails will appear in a new folder called "scheduled" right under the "sent" folder. From there you can cancel the send at any time before the email sends.

Caution:  If you are sending information to recipients who report to you, don't send late evening emails because it can create an expectation of 24/7 work across your team. Schedule the emails to send at the start of normal work hours. 

Keyboard shortcuts

Drafting an effective business email takes time. However, you can save time by using keyboard shortcuts. Save clicks while selecting emails, marking unread, adding a hyperlink, and more. Check out the shortcuts for Gmail and Outlook .

The volume of emails we receive and send can sometimes diminish our motivation to write an effective business email. Consider the four key questions when preparing an email. Write it in a way that is concise yet clearly conveys the information and request to the reader.

Your reader (and their inbox) will appreciate it.  

If you want to dive deeper into your business writing, check out our Email Writing Course.

Write your own technical document and get expert instructor feedback.

Our Technical Foundations Course is available for individuals and groups online, virtually, and onsite.

LESSON PLAN FOR ENGLISH TEACHERS

Writing formal business emails.

Level: Intermediate (B1-B2)

Type of English: Business English

Tags: BEC business people emails, letters and texts business skills writing emails 16-18 years old 18+ years old Exam preparation

Publication date: 08/21/2023

BEC Preliminary

This lesson looks at Writing - Part 2 and gives students the opp[ortunity to look at possible answers and identify positive and negative. It also provides typical phrases as well as practice with apologising and giving information and details, two typical requirements of the task. Students are provided with an optional Part 2 questions to answer at the end of the lesson.

by Joe Wilson

Be the first to share your thoughts on this lesson

Leave a Comment

Student worksheet

Teacher lesson plan

Save lesson to

This lesson looks at Writing - Part 2 and gives students the opportunity to look at possible answers and identify positive and negative. It also provides typical phrases as well as practice with apologizing and giving information and details, two typical requirements of the task. Students are provided with an optional Part 2 questions to answer at the end of the lesson.

COURSE PLANS

This comprehensive course plan covers the full range of language needs – listening, role play, vocabulary development.

Worksheets in Business Environment and Concepts (BEC) course plan

Type of English: Business English Level: Intermediate (B1-B2)

Make your lessons unforgettable

Did you know that your students can review the target language from our worksheets with our Expemo flashcard app? To let your student know, just enter their email address below (multiple emails can be separated with a comma).

Business Email Writing

Electronic mail or e-mail has to be one of the greatest inventions in history. Not only does it make communicating from anyone on the planet possible and much more easier; it is also economical and cheap. You may also see professional emails .

• Format of an Email Message
•  Business Email Examples & Samples

Aside from the convenient advantages in using email for communication, it also has environmental advantages. Since messages no longer need to be printed in actual paper, this means that no trees are cut down and no toner cartridges are thrown into the ocean. Additionally, email has certainly made communication easier, as long as you’re connected to the Internet, you’re good to go. Business transactions can be done through email as bills and other transactions can be accomplished through the use of email. You may also see introduction emails .

Questions to Consider in Drafting a Business Email

1. who is my audience.

The receiver of your email should be your main priority as this determines how you should write your email. Identifying the recipient of your email will determine the tone, formality and content of your email.

The recipient will help you decide how to write your message. If the recipient is your colleague who is currently involved in a project, it is acceptable to use acronyms that relate to the project since he/she will be able to understand. The words you use in the message will directly adhere to the level of relationship you have with the recipient and his/her background, knowledge and priorities. You may also see email examples .

Let’s clarify the fields that need to be filled up in the email heading. The “ To: ” field is intended for the direct recipient of the email. This means, the recipient needs to reply or take action from the email content. The “ CC:” field is for recipients who need to receive the email for reference or clarity but do not need to take action nor reply. The “ BCC :” field is for recipients who only need to read the initial message and not the exchange of messages that follow. You may also see feedback emails .

2. What is the purpose?

Your email should only cover one topic at a time. This is because having more then one topic in a single email can cause confusion to the recipient, thus causing inefficiency. It should cover one specific task, item or request. By doing this, the email is easier for the recipient to understand, process and execute. You may also see complaint emails .

3. Is this email necessary?

As much as possible, avoid over-communicating through email. As convenient as it is, there are matters that should not be discussed over email. It is like how people dislike receiving flyers from strangers in the street. You may also see meeting email samples .

Ask yourself if sending an email is really necessary. There are other ways to communicate with the recipient, like a quick phone call or talking to the recipient directly.

4. Is sending an email appropriate?

In some scenarios, sending an email is not an appropriate action. Say for example you’re delivering bad news, sending it through email prevents you from conveying empathy or compassion. You may also see internship emails .

In addition to this, there are multiple cases where sensitive information shared through email are being hacked. All you have to do is be careful and take some necessary actions to keep your sensitive and other confidential information safe. You may also see follow up emails .

How to Write a Business Email

Business emails follow a specific style in order to present content in a formal and professional manner. It has to be direct and brief and should be written with the intention to be skimmed through but still complete enough to elicit a response.

1. Email Style

• Tone –   The tone of your email depends on your audience. But even if your audience are students, the email should still maintain a level of professionalism. Additionally, avoid using ALL CAPS as it can be interpreted as yelling or being angry. Instead, use  italics,  underline  or bold  to emphasize important points. You may also see announcement emails .
• Format –   As mentioned above, emails are meant to be skimmed, therefore, they should have enough white space to help the recipient understand the email. It is advised to use shorter paragraphs, lists, and bullet points to streamline the information. Break up concepts by using headings to assist the recipient skim through the email faster.
• Font – It is the typeface you choose for your email. It is better to use fonts which don’t use decorative strokes since your are not making a school project but a business email.
• Text size – This pertains to the size of your fonts. Use 10 to 12pt font sizes at all times as they are not too small nor too large. You may also see job application emails .
• Bold – Use this for your headings and other sections in the email to emphasize their importance.
•  Italics –  If you want to draw the recipient’s attention in a subtle way, use italics.  Just like the bold feature, it also helps bring emphasis on a certain text.
• Underline –  When writing an email, it better not to use an underline as it can be easily be confused as a link/hyperlink. Use bold or italics instead. You may also see complaint emails .
• Text color –  In a business email, avoid using multi-colored text. It will make the email look unprofessional and tacky.
• Alignment –  In a business email, texts are fully aligned to the left. There is also no need to indent the first sentence of the first paragraph like in academic writing.
• Numbers –  To help you organize the breakdown of your points, use a numbered list so that the readers will be able to understand if there are different concepts being discussed in the email. You may also see invitation emails .
• Bullet points –  This is a great way to create white space through your page. This works best in presenting unorganized lists.
• Quote text –  This provides a slight indention to your quoted content while adding a grey vertical line to the left hand side of the text. You may also see job offer emails .
• Remove formatting –  It is vital to use the the remove formattin g function when you are copying content from another source as most of the time, the copied content retains its original format and style. You may also see condolence emails .

2. Email Overview

• Subject line –  This is the mini-summary of your email. The goal of the subject line is to encourage the recipient to open the email without tricking them regarding the content. It secures the chance of your email being read immediately. Avoid one word subject lines as they can be directly redirected as a spam email. It should be just the right length, not too brief nor too lengthy. A good subject line example would read: ‘Your Equipment Order Delivery Mar 22’.
• Greeting –   Your greeting should be professional and brief. It should be friendly but not too casual. It is preferable to address the recipient with their name and don’t forget to include their titles. You may also see payment emails .
• Brief pleasantry – If you are emailing the person for the first time, the first sentence should be a brief pleasantry. For example, “It was great to meet you at last night’s leadership event.” However, don’t overdo your introduction as what you want your reader to immediately get the gist of your email.
• Purpose –   As previously mentioned, your email should only have one purpose, and it should be written after the pleasantry. This is called bottom line on top (BLOT). Avoid hiding the purpose of your email in a sea of words as it can easily be overlooked. You may also see thank you emails .
• Closing Message – This should signify that the email is complete. A brief polite statement will tie up your email nicely. For example, “Thank you for your time” and “Kind regards.”
• Sign-off and Signature – Your name’s sign-off should be indicated at the bottom of your email. As it is just an attachment of your name, the phrasing should match the formality of the content. The email signature is just like a business card and it should include important contact information about the sender. You may also see goodbye emails to coworkers .
• Attachment and Links –   All references needed to clarify details in the content should be included in the last part of the email. Either name the file or indicate the document title in a parenthesis immediately after you mention it. If the attachment was sent to the same recipient prior to your email, attach it again. It is also better to integrate the hyperlink into the sentence to avoid making your email look messy. You may also see welcome emails .
• Review – Review and proofread your email before hitting send. Make sure you are able to clarify the purpose of the email. Check for grammatical errors, misspellings, etc. These errors when not corrected can be interpreted differently and can convey incorrect information. You may also see remainder emails .

Business Email Example

Size: 231 KB

Useful Email Hacks

1. undo send.

There are just times when you confidently hit the send button without looking at the recipients or without proofreading the email content. You later on realize there was a mistake sending that email. Good news is that some email providers have an “undo send” feature which basically cancels the email that was previously sent. You may also see resignation emails .

In Gmail, you can easily activate this feature where there is an option of a 5 to 30 second cancellation period. Outlook has a similar function called “recall”. However, once the email has been read by the recipient, you can no longer recall the sent email. In this case, just forward the corrected email and include an apology.

2. Canned Responses in Gmail

Canned responses allow you to send a standard email and avoid the hassle of sending the same email over and over again. Canned responses can also be automatically sent to an inbound email with specific details after setting it beforehand. You may also see confirmation emails .

3. Filters and Folders

To help reduce email-stress, label and even color-code emails from specific individuals or domains. Although setting this function takes time, it will be easier for you to categorize and segregate your emails. You may also see job offer emails .

4. Schedule Emails with Boomerang

The Boomerang add-on will let you schedule your emails to be sent at the specific time or date. This will help you avoid sending late night and after-work hour emails.

5. Use Keyboard Shortcuts

Keyboard shortcuts are not only useful for writing and editing compositions, but when composing emails as well. Using keyboard shortcuts cuts your work time in half, enabling you to do other email-related tasks.

We hope you found our article on business email writing to be informative and helpful as you will be writing your own business email. You may also see formal writings .

Email Generator

Text prompt

• Instructive
• Professional

Write an email to parents about an upcoming school event

Compose an email to students reminding them of homework due dates.

• help_outline help

iRubric: Business Email Assignment rubric

• Foreign Languages

You are using an outdated browser. Please upgrade your browser or activate Google Chrome Frame to improve your experience.

Go Digital with These 6 ESL Email Writing Lesson Plan Exercises

The emails we get as adults range from funny and informal to serious and professional, and can inspire a variety of mixed emotions depending on our situations.

No one likes getting those “Yeaaaah, if you could work on Saturday, that would be great” notes, even if they do help you remember your conditionals. An email from a friend, on the other hand, could spark warm, fuzzy feelings or excitement over future plans.

Today, I’m going to show you how to teach email etiquette and composition in English class, so your students learn how to write the best email for every occasion.

1. First, Introduce the Email Structure

2. write example emails for different contexts, 3. teach tone differences between casual and formal emails, 4. teach rapport and friendly tone, 5. have students critique and correct emails, 6. bring the email structure to life with role playing.

Download: This blog post is available as a convenient and portable PDF that you can take anywhere. Click here to get a copy. (Download)

The format of an email, whether casual or formal, will take on the same basic structure. Emphasize this format to your students to help ease them into writing.

First, have them take notes on the steps of composing an email. It will look like this:

• Greeting/How are you
• Paragraph 1:  I’m writing because…
• Paragraph 2:  Could you…? 
• Paragraph 3:  Thanks 
• Paragraph 4:  In closing

Next, you can give your ESL learners concrete examples of the email in a professional vs. personal context . Again, highlight the similarity in the structures, then prompt your students to tell you the similarities and differences they notice between the two emails.

Below are two written examples you can use.

Professional context email example:

Hi, Mr. Reed. How are you?

I hope all is well and that you had a pleasant weekend.

I’m writing because Sandra requested the budget numbers for fall quarter 2017.

Could you send them to me?

Social context:

Hello. How are you?

I was wondering if after all these years you’d like to go over everything.

Can I tell you I’m sorry for everything that I’ve done?

When I call, you never seem to be home.

(Yeah, I just gave a shout out to my girl Adele because her heartfelt love ballad is just an email in disguise.)

You may already have an email list in place for communicating with your class. If so, sending out an email to your students is a great way to introduce the topic.

Because people frequently make requests in an email, they often use the conditional form . Explain how to use the conditional in an email. Take some time to review it in class.

You may even want to take a few minutes during class to look at how emails differ from letters. While letter writing in general is a lost art, in business circles, the letter is still alive and circulating. Business English learners would definitely value this lesson.

Depending on the intent, every email will have slightly different qualities.

Depending on your students’ proficiency in English, you may choose to have them write one of the following types of emails. Choose one (or more) that fits your class best.

Asking for information

Asking for information is a common purpose of emails, and the tourism industry is a great partner in teaching how to write these kinds of messages.

Many cities have a designated person you can email with questions about your destination.  This lesson plan from Teaching English walks you through the steps for composing and sending an email asking for tourism information.

As a bonus, students will often get a response to the email they send! This activity is good for intermediate to advanced students.

Asking for and Giving Advice

This email lesson plan from ESL Writing has students ask for and provide a recommendation based on two similar products. Students can compare two cars, two computers, two restaurants… The possibilities are endless!

For the initial email, have students include each of the following elements: an introduction, an explanation of their circumstances/needs, the two products they’re inquiring about and a request for help.

Once students have written their emails, they can exchange with a classmate and then answer each other’s emails by explaining the similarities and differences between the two products. This lesson is good for intermediate to advanced students.

For example, Student A might write an email asking whether an Android or iOS phone is better for their needs. Student B could write an email asking whether Chili’s or Applebee’s has better food. They swap emails and answer each other’s questions.

Write an invitation

While everyone likes to receive a card in the mail, in today’s society, invitations are often sent out digitally.

Beginner students will enjoy writing an evite for friends or family to an imaginary event. (If they have a real event coming up, they can create it for this, too!) Invitations are often brief and very informal, so just about any student can write one. Plus, they can be written in the simple future tense, making the grammar beginner-friendly.

Write a business email

Make writing emails as practical as possible for business English students by having them write a business email. Lesson Plans Digger provides a useful activity for writing business emails . You may ask students to check in with a client, ask for feedback from a coworker or present an idea to a boss.

Whenever possible, tie the purpose of the email to your students’ actual job responsibilities. That way, the exercise has even greater value to them and they see that their English studies can be directly applied to their jobs.

While the structure between the personal and professional emails is slightly similar, their tones are miles apart.

In a business email , your ESL students will need to keep the language formal and conditional, without being too impersonal .

Helpful phrases to teach for a business email:

• I hope you’re well/Hope your weekend was good
• Could you/Would you
• Thanks/Thanks so much 
• If you could ___, that would be great 
• I’m writing because… /I was wondering if…

Business greetings:

• Hi [insert name here]
• Hi, how are you? 
• [Your name here]
• Dear [insert name here] (for something more formal)

Signing off on a business email

• Best wishes
• Thanks (if you haven’t already said “thanks” directly beforehand, of course)
• [Your name here] 

You can also recommend that your students use some of these greetings and sign-offs common with personal emails.

As you can see from the examples below, personal emails are far more flexible with phrasing.

Some commonly used greetings in personal emails

• Hey, what’s up?
• How’s it going? 
• Long time no see!  (Definitely emphasize that this isn’t correct grammar )
• Hey, how have you been? 
• Hey, what’s going on? 

Let students know these greetings are commonly used between friends.

On to the personal sign-offs

I lived in Argentina for years, and the reverse culture shock around the lack of affectionate sign-offs in English was strong. However, now that I’m back in the United States, I’m recalling some good ones I used to use with friends:

• -[your name here] E.g. -Ariadne)

When teaching language differences with the business email, you should emphasize to your ESL learners that they should go for friendly, but more neutral in professional settings.

To give your learners an opportunity to practice tone differences, have them write two short emails. One will be professional and include an example of a greeting, sign-off and common phrase. The other will be personal and will include an example of a greeting and a sign-off. This should be a quick exercise that can be done in class.

The conditional structures will be your students’ friends when crafting an email.

If you haven’t already taught them conditionals, here are some ideas on how to teach and practice those bad boys.

A couple basic structures to emphasize are:

• If you could ___, that would be great.
• Could you ___ please? (E.g. send me the report)
• Would you like me to [do an action]? (E.g. attach the meeting notes)

Another important thing to note is how you refer to people in emails.

If writing to a friend or acquaintance, you can just use their name—or a silly nickname or last name, if that’s how you roll. But it’s a little more subtle when talking to coworkers or in other professional contexts.

Usually, when in an already-established office setting, these will work:

• [Person’s first name]
• Mr./Ms./Mrs./Dr. [Last name] (More formal)
• [Person’s first and last name] (More formal)  

Job applications and cover letters have their own set of rules. If your students are applying for work, it’s best to use:

• Dear Hiring professionals (If they don’t know the name)
• Dear Hiring Team
• [Person’s first and last name]

Repetition is the best strategy when getting students to practice this structure. Have them write three example sentences of each basic conditional structure, as seen in the first three examples above:  If you could ___, that would be great , etc.

For a more grammar-based emphasis, do a fill-in-the-blank exercise where they have to add “would” or “could” to a sentence.

When I worked as a tutor at my university writing center, I discovered the best way to have people catch their writing mistakes is for them to do it themselves.

Literally just have students read their own writing aloud. I guarantee you that they’ll make comments along the lines of, “Wait, that sounded awkward,” or “Oh, I meant to put would , not will ” and other similar aha moments .

I recommend putting your students into pairs for this activity. That way, if they don’t catch their errors, their classmates probably will.

For this exercise, you’ll assign students emails with mistakes embedded in them. For example, if you teach the conditional, you could include a sentence such as: If you could forward this email to Laura, that will be great.  It must be corrected to would instead of will . Using their own knowledge of English grammar, students can then locate and correct any errors they come across in the email.

Emails have a lot of potential for helping students explore their creativity as well.

Students can invent characters and write emails in their voice . For this activity, it’s best to put students into pairs and have them write emails to each other, while pretending to be someone else. For example, they can choose two characters from the same world, such as the show “Adventure Time,” and then write business or personal emails.

Keep in mind, your ESL learners may feel shy about this and want to do something more traditional. In this case, you can suggest a similar exercise, but between coworkers or bosses and coworkers. If they have time to practice outside of the classroom, you could even arrange a real pen pal  for your students. Doing an exchange with a native English speaker is a great way to learn new realistic vocabulary.

Or, if your students are the dramatic types , you could have them structure their character emails as a narrative and do a staged reading.

I trust you as a superstar creative educator to spin emails into an expanded opportunity for teaching points and play.

Transform your students’ feelings of dread and uncertainty around emails to something that’s no big deal.

Enter your e-mail address to get your free PDF!

We hate SPAM and promise to keep your email address safe

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

Learning Objectives

After you have completed this chapter, you will be able to

• identify six steps for writing effective emails
• identify benefits and disadvantages of using email
• create an effective subject line
• determine the appropriate recipients of a message and greet them professionally
• determine when to use the direct approach and when to use the indirect approach
• compose professional emails that use the direct writing approach and have a clear opening, body, and close
• use e-signatures to compose a professional-looking message
• format your message professionally
• include attachments correctly
• conduct a final review before hitting ‘send’
• identify common pitfalls in communicating clearly in routine correspondence

Emails are the most common and popular form of communication in the workplace today. Writing effective emails is an essential workplace skill.

Electronic Mail

The information in this chapter is adapted from Unit 18: Emailing in Communication at Work by Karen Vance (Kwantlen Polytechnic University [1] , made available by Pressbooks under a CC BY-NC-SA 4.0 license

Electronic mail, commonly known as “e-mail” or “email” is pervasive. By volume, emails are the most popular written communication channel in the history of human civilization. With emails being so cheap and easy to send on desktop and laptop computers, as well as on mobile phones and tablets, a staggering 280  billion  emails are sent globally per  day   (The Radicati Group, 2017) —that’s over a hundred trillion per year.

Most of these messages are for business purposes because email is such a flexible channel ideal for anything from short, routine information shares, requests, and responses, to important formal messages delivering the content that letters and memos used to handle. Its ability to send a message to one person or as many people as you have addresses for, integrate with calendars for scheduling meetings and events, send document attachments, and send automatic replies makes it the most versatile communication channel in the workplace.

Watch this MindTools video [2] to learn six steps that can help you write more effective and professional emails:

Email Pros and Cons

Make sure that email really is the right medium for your message.

Email Subject Lines

The next most important piece of information you see when scanning your inbox is the email’s subject line. The busy professional who receives dozens of emails each day prioritizes their workload and response efforts based largely on the content of the subject lines appearing in their inbox. Because the subject line acts as a title for the email, the subject line should accurately summarize its topic in 3-7 words.

The word count range here is important because your subject line shouldn’t be so vague that its one or two words will be misleading, nor so long and detailed that its eight-plus words will be cut off by your inbox layout. Though it must be specific to the email topic, details about specific times and places, for instance, should really be in the message itself rather than in the subject line. Also, avoid using words in your subject line that might make your email look like spam. A subject line such as Hello  or  That thing we talked about might appear to be a hook to get you to open an email that contains a malware virus. This may prompt the recipient to delete it to be on the safe side, or their email provider may automatically send it to the junk mail box, which people rarely check. It will be as good as gone, in any case.

Subject Line Length

Notice that appropriately sized subject lines typically abbreviate where they can and avoid articles ( the, a, an). Most style guides recommend Title Capitalization (capitalize the first letter of each main word) although in practice people often capitalize only the first word and proper nouns.

Whatever you do, don’t leave your subject line blank. Even if you’re just firing off a quick email to send an attachment to yourself, the subject line text will be essential to your ability to retrieve that file later. Say you find yourself desperately needing that file months or even years later because the laptop it was saved on was stolen or damaged beyond repair, which you couldn’t have predicted at the time you sent it. A search in your email provider for words matching those you used in the subject line will quickly narrow down the email in question. Without words in the subject line or message, however, you’ll have no choice but to guess at when you sent the email and waste time going through page after page of sent-folder messages looking for it. A few seconds spent writing a good subject line can potentially save hours of frustrating searches.

Learning Check

Opening salutation & recipient selection.

When a reader opens your email, its opening salutation indicates not only who the message is for but also its level of formality. Opening with Dear [Full Name]  or Greetings,  [Full Name]:  strikes an appropriately respectful tone when writing to someone for the first time in a professional context. When greeting someone you’ve emailed before,  Hello, [First name]:  maintains a semiformal tone. When you’re more casually addressing a familiar colleague, a simple  Hi [First name],  is just fine.

Opening Salutation Examples

Notice that the punctuation includes a comma after the greeting word and a colon after their name for formal and semiformal occasions. Informal greetings, however, relax these rules by omitting the comma after the greeting word and replacing the colon with a comma. Don’t play it both ways with two commas;  Hi, Jeremy,  appears too crowded with them.

Depending on the nature of the message, you can use alternative greeting possibilities. If you’re thanking someone for information they’ve sent you, you can do so right away in the greeting; e.g.,  Many thanks for the contact list, Maggie . When your email exchange turns into a back-and-forth thread involving several emails, it’s customary to drop the salutation altogether and treat each message as if it were a text message even in formal situations.

Formality also dictates whether you use the recipient’s first name or full name in your salutation. If you’re writing to someone you know well or responding to an email where the sender signed off at the bottom using their first name, they’ve given you the green light to address them by their first name in your response. If you’re addressing someone formally for the first time, however, strike an appropriately respectful tone by using their full name. If you’re addressing a group, a simple  Hello, all: or Hello, team:  will do.

Be careful when selecting recipients. First, spell their name correctly because email addresses often have non-standard combinations of name fragments and numbers; any typos will result in the server bouncing your email back to you as being unsent. Wait before entering their name in the recipient or “To” field in case you accidentally hit the Send button before you’re finished drafting your email. If you prematurely send an email, immediately send a quick follow-up apologizing for the confusion and the completed message. Another preventative measure is to compose a message offline, such as in an MS Word or simple Notepad document devoid of formatting, then copy and paste it into the email field when you’re ready to send.

If you have a primary recipient in mind but want others to see it, you can include them in the CC (carbon/complementary copy) line. (If confidentiality requires that recipients shouldn’t see one another’s addresses, BCC [blind carbon copy] them instead). Be selective with whom you CC. Yes, it’s good to keep your manager in the loop, but you may want to do this only at the beginning and the end of a project’s email “paper” trail. They will appreciate that things are under way and wrapping up but may get annoyed if their inbox is flooded with every little mundane back-and-forth throughout the process. If in doubt, speak with your manager about their preferences for being CC’d.

Never “reply all” so that everyone included in the “To” line and CC’d sees your reply unless your response includes information that everyone absolutely must see.  Bear in mind that, concerning  email security , no matter who you select as the primary or secondary (CC’d) recipients of your email, always assume that it may be forwarded on to other people, including those you might not want to see it. Emails are not private. You have no control over whether the recipients will forward an email on to others , and if your email contains any legally sensitive content, it can even be retrieved from the server storing it with a warrant from law enforcement. A good rule of thumb is to  never send an email that you would be embarrassed by if it were read by your boss, your family, or a jury . No technical barriers prevent it from falling into their hands.

Message Opening

Most emails will be direct-approach messages where you get right to the point in the opening sentence immediately below the opening salutation. The  direct-approach  pattern does the reader a favour by not burying the main point under a pile of contextual background. If you send a busy professional on a treasure hunt for your main point, a request for information for example, don’t blame them if they don’t find it and don’t provide the information you asked for. They might have given up before they got there or missed it when skimming, as busy people tend to do. By stating in the opening exactly what you want the recipient to do, however, you increase your chances of achieving that goal.

Direct- vs. Indirect-approach Email Openings

In the above example the direct opening is MUCH better to convey the good news that the recipient is being offered a job. It is immediately clear to the read that they were the successful applicant and they can start celebrating their new job! The indirect opening takes so long to get to the point, the recipient might misunderstand the purpose of the email – they might not even read all the way to the end!

The indirect-approach is typically used only to convey bad news that might be surprising or upsetting to the recipient. In such cases, the indirect approach means that the opening should use buffer strategies to ease the recipient into the bad news or set the proper context for discussing the sensitive topic. For more information on using the indirect approach, review the Giving Bad News chapter of the Communication at Work text. Indirect-approach emails should be rare and only sent in extenuating circumstances.

However, under normal circumstances when you are delivering a routine message, you should use the direct approach ; for more information, see the Writing Routine Messages chapter.  When you’ve written your email, check to see if it passes the first-screen test: everything the recipient needs to see should be quickly visible at first glance, without the reader needing to read closely or scroll further. Before pressing the Send button, put yourself in your reader’s shoes and consider whether your message passes the first-screen test. If not, and if you have no good reason to take the indirect approach, then reorganize your email message to better follow the direct-approach guidelines.

Message Body

Emails long enough to divide into paragraphs follow the three-part message organization: introduction, body, and conclusion. With brevity being so important in emails, keeping the message concise, with no more information than the recipient needs to do their job, is extremely important to the message’s success. The message body, therefore, shouldn’t have long paragraphs. In fact, one-sentence paragraphs (single spaced with a line of space between each) and bullet-point lists are fine. If your message grows in length beyond the first screen, document design features such as bold headings help direct readers to the information they need. If your message gets any larger, moving it into an attached document is better than writing several screens of large paragraphs.

Also keep email messages brief by sticking to one topic per email. If you have a second topic you must cover with the same recipient(s), sending a separate email about it can potentially save you time if you need to retrieve that topic content later. If the subject line doesn’t describe the topic you’re looking for because it was a second or third topic you added after the one summarized in the subject line, finding that hidden message content will probably involve opening several emails. A subject line must perfectly summarize all of an email’s contents to be useful for archiving and retrieval, so sticking to one topic per email will ensure both brevity and archive retrieval efficiency.

Message Closing

An email closing usually includes  action information  such as direction on what to do with the information in the message above and deadlines for action and response. If your email message requests that its nine recipients each fill out a linked  Doodle.com survey to determine a good meeting time, for instance, you would end by saying, Please fill out the Doodle survey by 4 p.m. Friday, May 18. If the message doesn’t call for action details, some closing thought (e.g., I’m happy to help. Please drop me a line if you have any questions) ends it without giving the impression of being rudely abrupt. Goodwill statements, such as Thanks again for your feedback on our customer service, are necessary especially in emails requesting information or action.

Complimentary Close

A courteous closing to an email involves a combination of a pleasant sign-off word or phrase and your first name. As with the opening salutation, the complimentary close (or “closing salutation”) possibilities depend on the nature of the message and where you want to position it on the formality spectrum, as shown below.

Closing Examples

Your first email to someone in a professional context should end with a more formal closing salutation. Later emails to the same person can use the appropriate semiformal closing salutation for the occasion. If you’re on friendly, familiar terms with the person but still want to include email formalities, an informal closing salutation can bring a smile to their face. Notice that you capitalize only the first word in the closing salutation and add a comma at the end.

Including your first name after the closing salutation ends in a friendly way as if to say, “Let’s be on a first-name basis” if you weren’t already, greenlighting your recipient to address you by your first name in their reply. In your physical absence, your name at the end is also a way of saying, like politicians chiming in at the end of campaign ads, “I’m [name] and I approve this message.” It’s a stamp of authorship. Omitting it gives the impression of being abrupt and too busy or important to stop for even a second of formal niceties.

E-signature Block

Not to be confused with an electronic version of your handwritten signature, the e-signature that automatically appears at the very bottom of your email is like the business card you would hand to someone when networking. Every professional should have one. Like a business card, the e-signature includes all relevant contact information. At the very least, the e-signature should include the details given below.

E-signature Components and Examples

Depending on the individual’s situation, variations on the e-signature include putting your educational credentials after your name (e.g., MBA) on the same line and professional role on the second line, especially if it’s a long one, and the company address on one line or two. Also, those working for a company usually include the company logo to the left of their e-signature. Some instead (or additionally) add their profile picture, especially if they work independently, though this isn’t always advisable because it may open you to biased reactions. Other professionals add links to their social media profiles such as LinkedIn and the company’s Facebook and Twitter pages. For some ideas on what your e-signature could look like, simply image-search “email e-signature” in your internet browser’s search engine.

If you haven’t already, set up your e-signature in your email provider’s settings or options page. Make absolutely sure that all of the details are correct and words spelled correctly. You don’t want someone to point out that you’ve spelled your professional role incorrectly after months of it appearing in hundreds of emails.

Watch this video to learn how to add a signature to your Office 365 Outlook email. [3]

Formatting Do’s and Don’ts:

Attachments.

Email’s ability to help you send and receive documents makes it an indispensable tool for any business. Bear in mind a few best practices when attaching documents:

• Always  announce an attachment  in an email message with a very brief description of its contents. For instance, Please find attached the minutes from today’s departmental meeting might be all you write between the opening and closing salutations.
• Never leave a message blank  when attaching a document in an email to someone else. Your message should at least be like the one given above. Of course, including a message is up to you if you’re sending yourself an attachment as an alternative to using a dedicated cloud storage service like Google Drive or Microsoft OneDrive. Even if it’s just for yourself, however, at least including a subject line identifying the nature of the attachment will make locating the file easier months or even years later.
• Ensure that your  attachment size , if it’s many megabytes (MB), is still less than your email provider’s maximum allowable for sending and receiving. Gmail and Yahoo, for instance, allow attachments up to 25 MB, whereas Outlook/Hotmail allow only 10 MB attachments. However, files that are gigabytes (GB) large can be shared by using email to permit access to them where they’re hosted in cloud storage services such as Google Drive, Microsoft OneDrive, Dropbox, and many others that have varying limits from 5 GB for no-cost to 10 TB for paid storage  (Khanna, 2017) .
• Always  check to ensure that you’ve attached a document  as part of your editing process. It shows that you lack attention to detail if your recipient responds to remind you to attach the document. Some of the more sophisticated email providers will remind you to do this when you hit the Send button if you’ve mentioned an attachment in your message but haven’t yet actually attached it. If you get into the habit of relying on this feature in one of your email providers (e.g., your personal Gmail account) but are on your own in others (e.g., your work or school email provider), the false sense of security can hurt you at some point when using the latter.

Final Review

Before hitting the send button, follow through on the entire writing process, especially the Editing stage with its evaluation, revision, and proofreading sub-stages. Put yourself in your reader’s position and assess whether you’ve achieved the purpose you set out to achieve in the first place. Evaluate also if you’ve struck the appropriate tone and formality. If you’re aware that your tone is too angry, for instance save the message in the drafts folder and take time to cool down by focusing on other business for a while. When you come back to your email draft the next day, you will usually find that you don’t feel as strongly about what you wrote the day before. Review the advice about netiquette in section 6.2, then replace the angry words with more carefully chosen expressions to craft a more mature response before hitting the send button. You’ll feel much better about this in the end.

After revising generally,  always proofread  an email. In any professional situation, but especially in important ones related to gaining and keeping employment, any typo or error related to spelling, grammar, or punctuation can cost you dearly. A poorly written email is insulting because it effectively says to the recipient: “You weren’t important enough for me to take the time to ensure that this email was properly written.” Worse, poor writing can cause miscommunication if it places the burden of interpretation on the reader to figure out what the writer meant to say if that’s not clear. If the recipient acts on misinterpretations, and others base their actions on that action, you can soon find that even small errors can have damaging ripple effects that infuriate everyone involved.

Sample 1: A Poorly Written Email

Analysis:  The poorly written draft has the look of a hastily and angrily written text to a “frenemy.” An email to a superior, however, calls for a much more formal, tactful, courteous, and apologetic approach. The undifferentiated wall of text that omits or botches standard email parts such as opening and closing salutations is the first sign of trouble. The lack of capitalization, poor spelling (e.g.,  councilor  instead of  counsellor ), run-on sentences and lack of other punctuation such as apostrophes for contractions, as well as the inappropriate personal detail all suggest that the writer doesn’t take their studies seriously enough to deserve any favours. Besides tacking on a question at the end, one that could be easily answered by reading the syllabus, the writer is ultimately unclear about what they want; if it’s an explanation for why they failed, then they must be upfront about that. The rudeness of the closing is more likely to enrage the recipient than get them to deliver the requested information.

Sample 2: A Revised Email

Analysis:   The improved version stands a much better chance of a sympathetic response. It corrects the problems of the first draft starting with properly framing the message with expected formal email parts. It benefits from a more courteous tone in a message that frontloads a clear and polite request for information in the opening. The supporting detail in the message body and apologetic closing suggest that the student, despite their faults, is well aware of how to communicate like a professional to achieve a particular goal.

After running such a quality-assurance check on your email, your final step before sending it should involve protecting yourself against losing it to a technical glitch. Get in the habit of copying your email message text (ctrl. + A, ctrl. + C) just before hitting the Send button, then checking your Sent folder immediately to confirm that the email sent properly. If your message vanished due to some random malfunction, as can happen occasionally, immediately open a blank MS Word or Notepad document and paste the text there (ctrl. + V) to save it. That way, you don’t have to waste five minutes rewriting the entire message after you solve the connectivity issues or whatever else caused the glitch.

Common Pitfalls to Communicating Clearly in Emails

Watch this video by Vanessa Hill [4] to learn about issues that occur when people write emails. These pitfalls can also apply to all business correspondence.

Additional Resources

As cited by Vance:

Doyle, A. (2019).  How to write and send professional email messages.   Thebalancecareers . Retrieved from  https://www.thebalancecareers.com/how-to-write-and-send-professional-email-messages-2061892

Guffey, M., Loewy, D., & Almonte, R. (2016).  Essentials of Business Communication  (8th Can. ed.). Toronto, Nelson.

Guffey, M., Loewry, D., & Griffin, E. (2019).  Business communication: Process and product  (6th ed.). Toronto, ON: Nelson Education. Retrieved from  http://www.cengage.com/cgi-wadsworth/course_products_wp.pl?fid=M20b&product_isbn_issn=9780176531393&template=NELSON

Khanna, K. (2017, March 25). Attachment size limits for Outlook, Gmail, Yahoo, Hotmail, Facebook and WhatsApp.  The Windows Club . Retrieved from  http://www.thewindowsclub.com/attachment-size-limits-outlook-gmail-yahoo

Klockars-Clauser, S. (2010, March 26). Flaming computer – “don’t panic” (4549185468).  Wikimedia Commons . Retrieved from  https://commons.wikimedia.org/wiki/File:Flaming_computer_-_%22don%27t_panic%22_(4549185468).jpg

MindToolsVideos. (2018).  6 steps for writing effective emails  [Video file]. Retrieved from  https://www.youtube.com/watch?v=y50xhHQ8Qf0&feature=emb_logo

Neel, A. (2017, March 7). Follow your passion.  Unsplash . Retrieved from  https://unsplash.com/photos/QLqNalPe0RA

Office of the Privacy Commissioner of Canada. (2010, July 21). Collection and use of employee’s email deemed acceptable for purposes of investigating breach of agreement. Retrieved from  https://www.priv.gc.ca/en/opc-actions-and-decisions/investigations/investigations-into-businesses/2009/pipeda-2009-019/

The Radicati Group. (2017, January). Email statistics report, 2017-2021. Palo Alto, CA: The Radicati Group, Inc. Retrieved from  https://www.radicati.com/wp/wp-content/uploads/2017/01/Email-Statistics-Report-2017-2021-Executive-Summary.pdf

Rawpixel. (2018, March 28). Person using MacBook Pro on brown wooden desk 1061588. Retrieved from  https://www.pexels.com/photo/person-using-macbook-pro-on-brown-wooden-desk-1061588/

Tumisu. (2017, December 14). Contact us contact email phone mail inbox. Retrieved from  https://pixabay.com/en/contact-us-contact-email-phone-2993000/

Vanderkam, L. (2016, March 29). What is an appropriate response time to email?  Fast Company . Retrieved from  https://www.fastcompany.com/3058066/what-is-an-appropriate-response-time-to-email

• Vance, K. (n.d.). Communication at work (adapted for KPU from Jordan Smith's (n.d.) Communication @ work ). https://kpu.pressbooks.pub/communicationsatwork / CC By 4.0 license ↵
• MindToolsVideos. (2018, May 18). 6 Steps for writing effective emails [Video] . YouTube. https://youtu.be/y50xhHQ8Qf0 ↵
• TheRenderQ. (2020, May 18). How to add email signature to Outlook 365 – Outlook 365 signature setup and signature location [Video]. YouTube. https://youtu.be/LzKQVNcIOAE E ↵
• BrainCraft. (2021, September 28). Why people send terrible emails (research explains...) [Video]. YouTube . https://www.youtube.com/watch?v=7Hodm2VvJ-U . ↵

Intercultural Business Communication Copyright © 2021 by Confederation College is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

Share This Book

• school Campus Bookshelves
• menu_book Bookshelves
• perm_media Learning Objects
• login Login
• how_to_reg Request Instructor Account
• hub Instructor Commons
• Download Page (PDF)
• Download Full Book (PDF)
• Periodic Table
• Physics Constants
• Scientific Calculator
• Reference & Cite
• Tools expand_more
• Readability

selected template will load here

This action is not available.

1.3: Assignment: Writing a Formal Email

• Last updated
• Save as PDF
• Page ID 49354

• Sara Ferguson
• Grossmont Community College

Self-Introduction and Email Assignment

For this assignment, you will send an email to your professor. Use the tips in 1.1 Writing a Formal Email and 1.2 Paragraph Structure and Email Etiquette . The purpose of this email is to introduce yourself by email.

Email Guidelines

The email should follow the email guidelines in 1.1 Writing a Formal Email and 1.2 Paragraph Structure and Email Etiquette .

• Send your email to your professor at _____________________.
• The subject line should state what the email will be about. It should be short and specific.
• Address the reader by his or her title, unless the reader asks you not to.
• Identify yourself. Write your full name and state which class you are in.
• Give a pleasantry, or short greeting. This makes the tone friendly and polite.
• State the reason for writing. Give some background information if necessary.
• Thank the reader and include a short sign-off.

Self-Introduction Guidelines

• The self-introduction should be attached.
• Write 1 or 2 paragraphs
• Complete the self- introduction on a Word doc or compatible.
• Languages you speak, purpose for attending college, English language goals, hobbies or interests, and any other information that you think your professor should know

Other Notes about Emails

• If you include an attachment, tell the reader that a file is attached
• If you have many questions, make a list. This will help the reader see all of the questions so that he or she will respond to them all.
• Use white space in between sections of your email. This makes it easier to read.
• Keep emails short and specific.

How to Attach a Document

• Write your self-introduction on Word or compatible.
• Save the document with your self-introduction.
• When you open a new email, click the "Attachment" button. Sometimes, it looks like a paperclip.
• Find the saved document. Click "Open." This will attach it to your email.

Grading Rubric: How Will Your Assignment Be Graded?

E-mail is familiar to most students and workers. It may be used like text, or synchronous chat, and it can be delivered to a cell phone. In business, email has largely replaced print hard copy letters for external (outside the company) correspondence, and in many cases, it has taken the place of memos for internal (within the company) communication. [1] E-mail can be very useful for messages that have slightly more content than a text message, but it is still best used for fairly brief messages. Many businesses use automated e-mails to acknowledge communications from the public, or to remind associates that periodic reports or payments are due. You may also be assigned to “populate” a form e-mail in which standard paragraphs are used, but you choose from a menu of sentences to make the wording suitable for a particular transaction.

E-mails may be informal in personal contexts, but business communication requires attention to detail, awareness that your e-mail reflects you and your company, and a professional tone so that it may be forwarded to any third party if needed. E-mail often serves to exchange information within organizations. Although e-mail may have an informal feel, remember that when used for business, it needs to convey professionalism and respect. Never write or send anything that you wouldn’t want read in public or in front of your company president.

Tips for effective business e-mails

As with all writing, professional communications require attention to the specific writing context, and it may surprise you that even elements of form can indicate a writer’s strong understanding of audience and purpose. The principles explained here apply to the educational context as well; use them when communicating with your instructors and classroom peers.

• Open with a proper salutation . Proper salutations demonstrate respect and avoid mix-ups in case a message is accidentally sent to the wrong recipient. For example, use a salutation like “Dear Ms. X” (external) or “Hi Barry” (internal). Never use the title Mrs. as you cannot assume a woman is married. If the gender of a person is not evident, use their entire name, like this: “Dear Sam Jones”
• Include a clear, brief, and specific subject line . This helps the recipient understand the essence of the message. For example, “Proposal attached” or “Your question of 10/25.”
• Close with a signature . Identify yourself by creating a signature block that automatically contains your name and business contact information.
• Avoid abbreviations . An e-mail is not a text message, and the audience may not find your wit cause to ROTFLOL (roll on the floor laughing out loud).
• Be brief . Omit unnecessary words.
• Use a good format . Divide your message into brief paragraphs for ease of reading. A good e-mail should get to the point and conclude in three small paragraphs or less.
• Reread, revise, and review . Catch and correct spelling and grammar mistakes before you press “send.” It will take more time and effort to undo the problems caused by a hasty, poorly written e-mail than to get it right the first time.
• Reply promptly . Watch out for an emotional response—never reply in anger—but make a habit of replying to all e-mails within twenty-four hours, even if only to say that you will provide the requested information in forty-eight or seventy-two hours.
• Use “Reply All” sparingly . Do not send your reply to everyone who received the initial e-mail unless your message absolutely needs to be read by the entire group.
• Avoid using all caps . Capital letters are used on the Internet to communicate emphatic emotion or yelling and are considered rude.
• Test links . If you include a link, test it to make sure it is working.
• E-mail ahead of time if you are going to attach large files (audio and visual files are often quite large) to prevent exceeding the recipient’s mailbox limit or triggering the spam filter.
• Give feedback or follow up . If you don’t get a response in twenty-four hours, e-mail or call. Spam filters may have intercepted your message, so your recipient may never have received it.

Figure 1 shows a sample email that demonstrates the principles listed above.

Figure 1. Sample email

Chapter Attribution Information

This chapter was derived by Annemarie Hamlin, Chris Rubio, and Michele DeSilva, Central Oregon Community College, from the following sources:

• Online Technical Writing by David McMurrey – CC: BY 4.0
• Professional Writing by Saylor Academy – CC: BY 3.0
• Guffey, M. (2008). Essentials of business communication (7th ed.). Mason, OH: Thomson/Wadsworth. ↵

Technical Writing Copyright © 2017 by Allison Gross, Annemarie Hamlin, Billy Merck, Chris Rubio, Jodi Naas, Megan Savage, and Michele DeSilva is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

Share This Book

• school Campus Bookshelves
• menu_book Bookshelves
• perm_media Learning Objects
• login Login
• how_to_reg Request Instructor Account
• hub Instructor Commons
• Download Page (PDF)
• Download Full Book (PDF)
• Periodic Table
• Physics Constants
• Scientific Calculator
• Reference & Cite
• Tools expand_more
• Readability

selected template will load here

This action is not available.

4.15: Assignment- Communicating in Business

• Last updated
• Save as PDF
• Page ID 59064

Your task is to read the statements below and rate your perception of your communication skills.

• Download a PDF of this form here.
• Download a .docx file of this form here.

After rating your skills, write a short response to the following questions (max 500 words)

• What are your strongest and weakest skills?
• How do you think this class will help you improve or  build upon your current communication skill set?

Your task is to write an email to your instructor to introduce yourself. Put your first and last name and the assignment title in the subject line. For example: Maria Ruiz Assignment 1

Your message should address the following:

• Reasons for taking this class
• Your career goals (short term/long term)
• Familiarity with computer technology
• A brief discussion of how you view your current communication skill levels. Were there any parts of the quiz that surprised you? What are your strongest and weakest skills?
• Is there anything in the class/syllabus that worries you? Any topic you are excited about or have extensive experience with?

Grading Rubric

Contributors and attributions.

• Assignment: Communicating in Business. Provided by : Lumen Learning. License : CC BY: Attribution