Email is a powerful marketing tool that deserves more attention than it gets. It’s a communication medium that has the potential to be warm and intimate, which is a refreshing change from the impersonal feeling of other platforms. Sending business emails is a great way to nurture potential customers and to continue building the relationship you have with existing customers. In this article, we’ll explore business email examples that will help you communicate clearly with your list in a variety of situations.

The key to writing the perfect business email is to be professional, yet warm and approachable. Getting into someone’s inbox is a privilege that you shouldn’t take for granted. Don’t ruin the opportunity by being too dull, vague, or aggressive. Remember, with every email you send, you are communicating one on one with a busy human being. A well-written email contains a clearly communicated message using straightforward language that enhances the relationship between the sender and the recipient. Whether your email is a few lines or several paragraphs in length, it’s important to be strategic with every campaign.

3 Types of Business Emails to Send

The emails you’ll send on behalf of your business will fall into 3 categories: transactional, relational, and promotional. Let’s explore what each type of template is and when you’ll need to use them in your business.

Transactional Emails

Transactional emails correspond to specific transactions between your business and your customer. For example, if you’re running an ecommerce business, you’ll send transactional emails to your customer at various stages of their pre and post purchase journey. This may include campaigns such as an abandoned cart email, an order confirmation email, a copy of their receipt, a shipment notification email, and more.

Relational Emails

Relational emails are perfect for providing value to your customers with educational and entertaining content. These emails are a great way to engage with your customers and invite valuable feedback. Common types of relational emails include newsletters, surveys, webinar invitations, and special announcements.

Promotional Emails

Promotional emails are great for announcing special offers and marketing events that encourage customers to buy from you. Common promotional emails include offers of coupons or discounts and product or service launch announcements. 

Why You Should Use Business Email Templates

why you need business email templates

Email templates are useful because they enable anyone in your business to communicate on behalf of your company in a way that is consistent with your brand voice and personality. Professional writing won’t come easily to everyone in your business, so having a set of easy to use templates will save your team time and frustration. 

Templates are also useful for team members who have to handle sticky, yet unfamiliar situations with customers who need a quick and friendly reply before escalating the message to someone who is more qualified to respond. Good business templates help to keep the lines of communication flowing smoothly, which is pleasing to all parties.

Now that you know why business templates are so amazing, let’s take a look at some of the best templates to have in your toolbox.

The 25 Best Email Template Examples

The anatomy of a business email remains the same no matter which type of email template you’re using.

All business emails share a few common elements:
1. An attention grabbing subject line.

2. A friendly greeting or opener.

3. Body copy that contains the main message.

4. A closing thought that ties together any loose ends.

5. A signature that identifies the sender and any additional contact information.

The main message of the emails you send depends on the occasion. Here are some typical emails that your business may send out.

1. Double Opt-In

Use this email as an automatic form of verification to avoid sending emails out to a bad email address.

Subject line: Please confirm you’d like to receive [newsletter name]

Hi [Name],

Thanks for signing up to receive our emails. Before I can send you [lead magnet], you need to click below to confirm your subscription.

[Confirmation link or button goes here]

If you have any questions, you can reach me at [NAME@BUSINESSDOMAIN.COM].


[Sign off]

2. Lead Magnet Delivery

Deliver your lead magnet in style with an email template designed to introduce a bit of your personality.

Subject line: Your [lead magnet name] is inside

Thanks for confirming your subscription to [newsletter name]. Here are the free resources we promised to send your way.

Click below to access them.

[Link to download resources goes here].


[Sign off]

3. Welcome New Subscribers

Introduce your new subscribers to your business using some personality. Give them a sneak peek into what they can expect from your newsletters. Bonus: make an irresistible one-time offer or provide a surprise gift.

Subject line: Welcome aboard, [name]

Thanks for giving us the chance to share [your newsletter topic] tips with you, [Name]. We’re honored to share [results you get for clients, work you do] with you.

You can expect to receive these newsletters every [frequency]. We understand your time is valuable. That’s why we only send you the most actionable insights.

You’ll hear from us again next week. In the meantime, if you’d like to learn more about [newsletter topic], check out our [link to articles, podcast episodes, case studies, etc.].

And in case you haven’t had a chance to check out [lead magnet], here’s the link to view it again: [link to lead magnet goes here].

[Sign off]

4. Lead Magnet Follow Up

That lead magnet you designed with actionable tips may have ended up in the recipient’s “read later” folder. It happens. Send this template to remind your reader of all the great information contained in your lead magnet, so that they’ll actually take the time to read through it.

Subject line: Did you miss it?

Hi [Name],

We’re popping in to ask if you’ve had a chance to check out [lead magnet name]. We know you’re busy, but we just wanted to make sure you didn’t miss out on this incredible [information/checklist/resource type].

Here’s the link to download it again: [link to lead magnet goes here].

Check out tip #4 for [quick win]!

[Sign off]

5. Segmentation Email

Get to know the people on your list with a segmentation email, so that you can send them the right messages at the right time.

Subject line: Can we ask you a question?

Getting useless information in your inbox is the worst, isn’t it [Name]?

You sign up to receive [topic of your newsletter], but then you get nothing but [undesirable content].

Well, at [company name], we believe in sending only the best, actionable content that you’ll actually want to read.

In order to ensure that we’re sending you emails that you can’t wait to open, will you click on one of the sentences below that best describes you?

[Hyperlink option A]

[Hyperlink option B]


[Sign off]

6. Reengagement Message

Been awhile since you’ve emailed? Or has it been ages since your subscriber has opened one of your messages? Send this email to warm up the connection.

Subject line: Do you still want to hear from us?

Hi [Name],

We noticed that it’s been awhile since you’ve opened one of our emails.

If you still want to receive content from [newsletter] each week, please take a moment to confirm your subscription using the button below so that we know it’s okay to continue emailing you.

Otherwise, we’ll say farewell to you.

[Button to confirm subscription goes here]

[Sign off]

7. Outreach Introduction

When you’re ready to drum up new business, a cold email is your best friend. Use this template to make a great first impression.

Subject line: [outcome your prospect desires]

Hi [Name],

I noticed that you [personalized sentence about something you’ve learned about the prospect].

I have some ideas that I can share with you about how to [desirable outcome]. It would take only 5 minutes of your time.

I recently shared the same advice with a client of mine, and they were able to [positive outcome].

Can we schedule time for a quick call so I can share more details, [Name]?

[Sign off]

8. Consultation Call Invitation

Ready to take things to the next level? Send this email when you’re ready to connect over the phone or video chat with a prospect.

Subject line:[Name], I know I can help you.

Hi [Name],

I’m [Your name] and I work for [company] as the [role]. 

We specialize in helping business owners like you [achieve outcome].

Are you willing to discuss how we can work together on this? If you’re interested, you can schedule a call with me here [insert link].

[Sign off]

3 types of business emails to send

9. Call Follow Up 

When you need to reach out to someone after a call to gauge their interest, use this template to invite them to continue the conversation.

Subject line: Did you get my email?

Hi [Name],

I’m [Your name] from [your company]. Last week, I sent you some information about how we’ve successfully helped businesses like yours achieve [desirable outcome].

Are you interested in learning more about how you can [desirable outcome] more effectively? At [your company], we specialize in helping businesses [overcome pain point] using our signature system.

I’d love to share more about how it works. Are you available to have a short phone call next week? Here’s a link to my calendar. Choose a time that works best for you.

I look forward to connecting with you.

[Sign off]

10. Onboarding Email

Now that you’ve closed the deal, it’s time to onboard your new customer. Start the process with this email.

Subject line: Welcome to the family, [Name]

Hi [Name],

I’m [your name] a member of the customer success team at [company]. I’m reaching out to officially welcome you to our community. We’re thrilled that you decided to [work with us/subscribe to service]! 

In order to ensure that you get the most out of [your subscription/experience], I’ll be sending a series of helpful guides so that you can start off on the right foot.

In the meantime, is there anything specific that you’d like to know about [service/product/business]? Let me know how I can help you dive in.

[Sign off]

11. Testimonial Request

You knocked it out of the park for your customer and they’re over the moon. Tap into the feelings of goodwill and ask for a testimonial using this template.

Subject line: Thanks for your help with this

Hi [Name],

We appreciate your recent purchase of [specific product or service]. I’m writing to ask if you’d be willing to share about your experience with [specific product or service] because your honest feedback helps customers like you feel more confident in using the [product or service].

Providing a testimonial is easy. Use this link to record your thoughts on video. It’ll take about 5 minutes to complete.

Thanks again for your business! We’ve enjoyed having you as a customer.

[Sign off]

12. Discount

Delight your customers with a special subscriber only discount. Use this template to give them the good news.

Subject line: X% off good for 48 hours only

Guess what, [Name]?

We’re having a subscriber-only sale for the next 48 hours. That means X% off [sale items]. 

Use the discount code [discount code] and stock up on [sale items]!

[link to shop goes here]


[Sign off]

13. Abandoned Cart

Busy customers sometimes rush away to answer yet another notification, only to leave their intended purchases sitting in their virtual carts. Invite them to finish what they started with this reminder template.

Subject line: You forgot something

Hi [Name],

We noticed that you were admiring [abandoned item]. You were almost to the finish line, then BOOM! You disappeared. Perhaps you got distracted?

No worries. You can pick up where you left off by clicking here [link to return to cart].

Happy shopping!

[Sign off]

14. Invoice Email

Let your customers know it’s time to make a payment using this template.

Subject line: Your [company name] order #xxxxx

Dear [Name],

I’ve attached the invoice for [product or service]. Payment is due by [date].

If you have any questions, please feel free to get in touch.

[Sign off]

15. Thank You for Your Purchase

Include a message of gratitude when you send out the copy of your customer’s receipt. 

Subject line: Payment confirmation

Hello [Name],

We have received your payment for [product or service]. Thank you!

Your receipt is attached to this email. 

Thank you for being a valued customer.

[Sign off]

16. Shipping Confirmation

Don’t leave your customers hanging after the purchase. Let them know when you send it and provide them with tracking information.

Subject line: Your order is on the way!

Good news, [Name]!

Your order #xxxxx of [product] was shipped on [date] via [shipping company]. You can track the status of your package using the tracking number below:

[provide hyperlinked tracking number]

If you’re experiencing any issues with your order, please contact us immediately.


[Sign off]

17. Delivery Confirmation

Let your customers know when the delivery has been completed successfully so that they can bring their goods into their home or office.

Subject line: Your items have arrived from order #xxxxxx

[Name], your order has been delivered.

[list items from shipment]

Your items arrived on [date].

If you have any questions or concerns, please contact us.

Thank you for shopping with [company name].

18. Product Launch

Let your customers know about the shiny new offer you’ve created just for them. This template will help you create buzz around your product.

Subject line: It’s here! New [product name] just for you, [Name].

Hey [Name],

[Solution you provide] is something we pride ourselves on at [company name]. We aim to be #1 in [industry] and your go-to providers of [solution]. 

That’s why we’re excited to announce that [product line] is now available. We appreciate the chance to serve you, so we’ve been working hard to develop new products to support you at every stage. Here’s what you can expect to see in our shop:

[product A – feature/benefit]

[product B – feature/benefit]

[product C – feature/benefit]

Our shelves are stocked with our brand new goodies in addition to the [product type] you already know and love.

Head over to our website, or come by in person to check it out!

[Sign off]

19. New On The Blog

Draw attention to the latest content on your blog using this template.

Subject line: [Teaser line from the post]

Ever wish you could [achieve outcome] [benefit], or [benefit]?

[Outcome] used to be difficult for me, until I discovered this simple method for [overcoming pain point].

Check out [hyperlinked blog post title] where I take you behind the scenes to reveal how I get [outcome] done. 

Tip #X really turned things around for me. I’m confident it’ll make a big difference for you, too. 

I’d love to hear what you think about the post. Leave a comment on the blog, or reply to this email with your thoughts.

[Sign off]

20. Guest Post Outreach

Searching for new talent to share their wisdom on your blog? This template will help you connect with the right talent.

Subject line: Are you interested in writing for [your blog name]?

Hi [Name],

My name is [your name] and I’m the [role] at [company name]. I came across one of your articles/interviews in [publication or podcast name], and I was completely fascinated by what you shared about [topic]. This is an issue that is important to me on a personal level, and to the [name of your business] community.

I’d like to extend an invitation to you to publish a guest post on our blog. Your insights could go a long way in helping our customers [achieve outcome].

I’ve attached the Guest Post guidelines to this email. If you’re interested in or if you have any questions about this opportunity, please contact me.

[Sign off]

21. Affiliate Partner Outreach

Initiate a partnership with influencers who can help get more eyes on your offers using this template.

Subject line: Want to get even more out of your [service name] membership?

Hi [Name],

We’re so honored to have you as one of our customers. It’s a delight to provide you with the best [service type].

We’re opening the doors to [membership] again in 6 weeks, and we’d like to extend an invitation to you to join our affiliate program. We pay [percentage or monetary amount] on every sale, and we provide all the assets you need to promote the program.

If you’re interested in participating, please reply to this email.

We look forward to partnering with you.

[Sign off]

22. Podcast Invitation

Invite guest speakers onto your podcast using this outreach template.

Subject line: Can I feature you on [podcast name?}

Hi [Name],

My name is [your name] and I’m the [role] on [podcast name]. I had the chance to hear you speak about [topic] recently, and I was so impressed with your extensive knowledge about [topic]. I really loved your fresh take on [topic], and it’s really opened my eyes to [outcome].

Our team here at [podcast name] agreed that it would be incredible to have you on our show to discuss [topic]. 

If you’re interested, please fill out the short questionnaire I’ve attached to this email. Our producer will be in touch within 3 business days after you’ve successfully submitted it.

In the meantime, if you have any questions, please feel free to contact me.

[Sign off]

23. Event Invitation

What good is an event without attendees? Use this template to announce your cool conference, webinar, or any other educational event you’d like to promote.

Subject line: Tickets are on sale now! Claim yours while you can.

Hello [Name],

Once again, we’re holding [event name], our annual conference all about [topic].

This year’s lineup is bigger and better than ever. We’re excited to announce appearances from:

[Speaker name]

[Speaker name]

[Speaker name]

…and several other guests!

[Name], you don’t want to miss out on this. Get your hands on your tickets right now:

[hyperlink to sales page]

Can’t wait to see you there!

[Sign off]

24. Survey

Your business will continue to thrive the more you seek honest feedback from your customers. Invite your customers to share their opinions with this email.

Subject line: Your opinion matters to us [2 minute survey inside!]

Hi [Name],

[Program name] officially wrapped up last week. It was amazing having you as one of our participants. 

If it’s alright with you, we’d love to hear more about your experience. Your feedback is essential because it helps us to keep improving the program.

Here’s the link to our 2 minute survey. We appreciate the insights you’ll share with us!

As a token of our gratitude, you’ll receive [reward] upon completion.

Thanks so much,

[Sign off]

25. Dissatisfied Customer

Every once in a while, you’ll miss the mark with your customers. Get the relationship back on track with this empathetic template.

Subject line:

Dear [Name],

I’m sorry to hear that you [state the problem they reported]. This should not have happened, and we completely understand your frustration.

At [company name], we care about the treatment our customers receive. We did not live up to your expectations, and for that we apologize. 

We value your business, [Name]. I am going to pass on your feedback to [appropriate department] and request that [department head] follow up with you. 

In the meantime, we would like to offer you [compensation]. Thank you for bringing this matter to our attention. If you have any further questions or concerns, please let me know.

[Sign off]

Tips for Using Email Templates Effectively

how to use email templates effectively

Using email templates in your business will make communicating much more efficient, but you cannot simply copy and paste a canned message and hit send. Templates are only a starting point. Everyone on your team needs to know how to adapt each template as necessary so that it reads like it came from a human rather than a bot.

Here are some other tips for using business email templates:

  • Adjust the language so that it sounds like your company’s brand voice and brand personality.
  • Choose the right sender name for the situation. Using the name of the CEO for mass campaigns or the team member who is responding to an inquiry for a customer service email makes your brand more human.
  • Start off strong with an attention grabbing subject line. Boring subject lines lead to unopened emails.
  • Add personalization to your message. Use your customer’s first name and include any relevant information that signals that you wrote the message with their specific needs in mind.
  • Structure your email so that it’s easy to scan. Use headlines, keep paragraphs short, and use bullet points or numbers.
  • Always end your emails with a clear call to action for your customers so that they know what to do next.

With these tips, templates, and examples, you’ll be able to send business emails that make your messages a welcome presence in anyone’s inbox.