A well-written email can be the difference between high open rates and engagement or getting lost in a crowded inbox.
In this article, we share and analyze 23 business email templates that you can leverage to improve your email marketing campaigns and sales outreach. For each professional email template type, we’ll break down the elements of what makes a great business email, from email format to email copy.
A verification email is the first email a new subscriber receives after applying to sign up to your email list. Due to the nature of this professional email template, it will be opened and quickly scanned through in order to find the “Confirm your subscription” button.
As such, the goal is to briefly greet the new sign-up and lead them to the call-to-action (CTA) button as soon as possible.
Thank you for signing up to my weekly newsletter. Before we get started, you‘ll have to confirm your email address.
Click on the button below to verify your email address and you‘re officially one of us!
A welcome email is an opportunity to nurture newly formed relationships with your first- time subscribers. It will serve as an introduction to your brand and let your readers know what you are all about. It will also introduce the reader to your tone of voice and set the standards for future business communication.
As such, you might need to make consistent adjustments to this email to ensure it fits your evolving brand and target audience. Ensure it effectively communicates what you are trying to project so that your business makes a great first impression. You can use the following welcome email template as a foundation and build it in a more personalized way.
Welcome to [brand name]. We are happy to have you join our community.
[Brand name] goal is to create [add goal and/or mission of your brand].
We promise to only send you emails [add how many times per week you will be sending an email].
All our emails will offer valuable information to help you along your journey and we may occasionally recommend a product that we believe in.
We hope you enjoy your time with us and, in the meantime, feel free to check our [educational resources of your brand]
A sales email’s goal is to capture the attention of the person you are trying to form a relationship with, land a sales meeting, jump on a phone call or agree on a next step. Take the time to fully research and understand your prospects’ pain points and needs before drafting and sending sales emails. Your email messages are more likely to get a response when the recipient feels you can add value to their day-to-day activities or solve one of their problems.
Since you will be sending these emails to busy prospects and potential customers, we have added a follow-up email template as well.
I hope this email finds you well. Let me start by saying that I am a big fan of your work and it has inspired me to push myself beyond what I thought were my limits!
I am reaching out because [reason].
After taking a good look at [target company] I realize that you could improve in [improvement area]. I have helped many others improve in the same area and I‘d be more than happy to talk with you about it!
Would you be available for a quick call to discuss how our [product/service] could help you?
For additional sales outreach email samples that can help you improve lead generation and close more deals, read our guides to Cold email templates and Email subject lines.
On many occasions, the first sales email you send out will get ignored, unnoticed or forgotten.
In this case, a follow-up email is the best thing you can do to open the door to a conversation and form a relationship with a prospect or lead.
You are probably very busy, I totally understand that!
I‘m writing to follow up on my latest email. I still haven‘t heard back from you and was wondering if you have had the time to consider my proposal.
It would be great to hear back from you. So, please let me know when you find some time.
For more suggestions for your follow-up emails, go to our article with 15 sales follow-up templates.
A confirmation email acts as an assurance to your customer that their order is being processed. It is sent right after you receive a customer‘s order to let them know that everything worked like a charm.
To give the reader a little extra incentive to complete another action (like make another purchase or RSVP to another event), you could also add an additional offer. In this business email example, the motivator is free shipping on your next order.
Thanks for shopping with us. We‘ve received your order and we are already getting started on it.
Once everything is ready to ship and confirmed, we will let you know. You will receive tracking information and other details within the next email.
To show our appreciation you will receive Free Shipping on your next order. All you have to do is enter Promo Code [enter promo code] at your next checkout!
See you soon!
A shipping confirmation email follows right after the confirmation email is sent. Once your customer is assured that their order is good to go, they will also want to know when exactly their goods will arrive so they can double-check arrival details and note additional information (like tracking instructions).
Your [product name] is on its way!
You can expect it to arrive at your shipping address within [timeframe].
The order number is [order number].
Track your order‘s status here [Insert tracking info].
Thank you for shopping with us!
An invoice email is sent to make the payment process as convenient as possible. The purpose of your email is to share detailed information about the items or services you are billing for, including total price, your contact information and payment details.You can also include a direct payment link that they can click on to easily complete the payment.
Beyond the attached invoice, given money is exchanging hands, the email copy itself often follows a professional email etiquette.
Here is the invoice for the [industry] services we provided for the period of [date] until [date].
You can easily make the payment by clicking here [payment link].
You can use the following link to download a copy of your invoice in CSV or PDF: [insert link]
If you have any questions feel free to reach out.
Thank you for your trust,
If there is one email you should pay a lot of attention to if you’re an ecommerce business, it is the abandoned cart email.
Email marketers usually create an automated reminder email that is sent to all users that have not completed their purchase, hoping to get them to complete the last stage of the conversion.
Good news! The [product] is still in your cart, patiently waiting to become yours!
Make sure you order before [date] to enjoy a [% discount]
Click on the button below to visit the checkout page.
[CTA to cart]
Eliciting people to publicly share their positive experiences with your business plays an essential role in your brand‘s reputation. A review email’s goal is to help you get more reviews for your brand and the products and services you sell (both new products and fan favorites).
With this email, timing must be carefully considered. If you wait too long before sending it, your readers may no longer remember their experience vividly or may not feel motivated to take time and energy to write a review. Send it out too quickly and your customers won’t have enough information or experience to have formed a solid opinion.
You recently purchased [product] from [your company].
We hope that you are enjoying it as much as we do! In fact, we‘d like your honest opinion!
Your insights could help many other customers decide whether our products are worth buying.
Therefore, if you have 5 minutes to spare, please leave your review on [product/service].
[Link to reviews]
A survey is a great way to learn what your customers think. To be effective, email surveys should includes a set of questions carefully designed to collect many responses and get lots of valuable quantitative data. Collecting qualitative data is important, too, which we’ll get to in the customer satisfaction email template below.
You can use the following survey email template for formal occasions and adjust it to your needs.
We hope that you enjoy our [product/service]!
We are always looking to improve our services. As such, we would appreciate it if you could give us [amount of time] of your time to fill out the following survey.
[Link or CTA to survey]
Your answer will be used to help us improve our products and services.
On the other hand, your (personal) brand may have established a more informal tone of voice.
In such cases, an informal email template that sounds more like a personal email rather than an official business message will be more fitting. You can use a variation of the following template for such occasions:
As you know, we love to get feedback. After all, a strong relationship is based on good communication.
For that reason, we would be super happy if you could fill in our survey!
It will only take 5 minutes… Promise!
[Link or CTA to survey]
A customer satisfaction email is different from a survey email due to the nature of the information you receive. Here, you will not send a survey aimed at capturing quantitative responses (e.g. choosing one answer from a multiple choice list). Instead, you’ll ask an open-ended question to elicit data that is harder to measure, like how satisfied (or not) your customers are with your business and why.
As such, you will likely receive fewer results as the questions are more involved and time-consuming to answer.
Thanks for choosing us! We are always looking to improve our [products/services].
For this reason, we‘d like to ask you a question:
What do you think we could do to improve our services?
Hit that reply button and let us know!
Once you receive a complaint, it is best to act fast. It’s a good idea to have a canned response when such situations arise and send it out as soon as possible to avoid friction.
When creating responses to dissatisfied customers, lead with empathy and don’t take it personally. In this business email example, you may want to use an email sign-off like “best regards” or “best” as a sign of respect. Also, make sure you include your contact information or a professional email signature that includes your full name, email address and phone number so the customer has multiple ways to get in touch and resolve the issue at hand.
You can use the following customer service email template and adjust it to the specific complaint.
We are sorry to hear that you experienced [customer complaint].
Our team is already sorting out [customer issue]. In the meantime, feel free to let us know your suggestions for improvement.
We will update you within the next [time frame].
We appreciate the heads up.
You can send out a meeting invitation email to share pertinent details with potential attendees. Include a location, date, time and meeting notes to make sure that everybody knows where to be and when and what they need to do to prepare (if anything).
You can also add a meeting agenda to increase your chances of having a more productive meeting.
In order to discuss [meeting‘s purpose] and to [other meeting objectives], a meeting has been scheduled.
I am looking forward to seeing you at [location], at [time] on [date].
Below you will find the agenda for our meeting:
If you cannot confirm your attendance or you have any uncertainties, please let me know.
Have a nice day!
You can send a thank you email for almost any occasion. This email’s goal is to show the recipient your appreciation of their efforts and help you build a stronger relationship.
I just wanted to thank you once again for [action]. This helped me a lot with [problem].
I will keep you posted and, of course, let me know if there is anything you need help with.
An introduction email is a good way to explain your purpose of emailing and give a short overview of who you are and why you’re reaching out. A good email will be personalized, concise, get straight to the point and include a CTA or potential next step.
You can use this sample introduction email template and adjust it to better represent you.
You can use this introduction email template and adjust it better represent you.
[Common friend’s name] recently handed me your business card as we were discussing [topic].
So here I am, writing this email to introduce myself and explain why I am reaching out.
[A short intro on yourself]
[Your value proposition]
Let me know if you’d like to connect.
A promotion announcement email will let your employees and partners know about somebody’s promotion or transfer. This business email template helps you maintain an open line of communication with your employees and maintain transparency about what’s happening in your business.
Greetings team [company name],
I am pleased to announce that [employee] is transferring to [department] to work in our team as our new [position].
During the [timeframe] that [employee] has worked with us, [he/she/they] has achieved [list achievements]. Some of [her/his/their] greatest achievements with us are [achievements].
[Employee] has taken great measures to ensure that our [employee’s department] works flawlessly and I am sure that most of you value [employee]’s efforts just as much as we do.
We look forward to starting this new adventure. If you have any questions regarding this change, feel free to reply to this email.
There are a multitude of reasons why you‘d like to announce an upcoming promotion via email. It could be that you have a special discount for Valentine‘s day. Or you have a very special Black Friday offer.
Whatever the case may be, you can use this promotional email template as a foundation for your announcement.
Hey [first name],
As you know, [special day] is coming up.
We at [company name] decided to take things one step further!
More specifically, [offer proposition].
And remember. This offer won’t last forever. You can make your purchase from [date] to [date] and use [discount code] at checkout for an additional [offer/discount].
Wish you the best day,
Your friends at [company]
Although it’s always best to get a face-to-face meeting in the diary if you want to address an employee’s performance issues, there are times when sending an email is the right course of action.
Ideally, the employee should be your direct report, or you should only be emailing them with the consent of their line manager.
Here are three reasons sending an email might be the best course of action:
You have useful resources or insights to share that you want them to be able to access easily (they could get lost in a Slack thread)
When they have been severely underperforming for an extended period of time
You want to a record of the email for another reason
As the first is the most likely if you’re looking to drive more success, here’s our template.
Ahead of our one-to-one catchup, I wanted to share some insights into performance over the last [period of time].
As you can see, there has been a dip in [performance metric]:
I can see some potential causes in the data, but I would love to get your input to better understand the cause so we can address it together.
I also found some useful resources recently that could help the team improve [performance metric]:
Looking forward to our one-to-one on [day].
A formal business introduction is a great way to introduce your business to a prospect once you have gained permission from them to do so.
These sample introduction emails are best used when a person inquires about your services, whether via direct outreach like a LinkedIn message or by filling out a form to get in touch.
Thank you for showing interest in [company and service]
My name is [name] and I’m the [role at company].
Before we get started, let me give you a brief introduction to our work.
[Add your offer]
We also have many satisfied customers that are willing to vouch for our work. You can read their testimonials here: [Add link]
If you are interested, feel free to schedule a phone call with me to discuss your challenges further: [Meetings link].
I look forward to meeting you,
A job inquiry email is usually sent to land a job position that is not yet listed. It will help you to get on the radar of the company that you wish to work for.
Job inquiry business emails templates are usually longer than the average short and to-the-point email.
You don‘t know me but I know your company very well. In fact, your company has been my career goal ever since I was in high school.
I know you like to work with the best of the best when it comes to [specific position requirements]. I am also pretty sure that, when you find such a person, you will want to, at least, have a chat about future possibilities.
My name is [your name], and I am the most obsessed [job position, e.g. software developer] in [country]. My [specific skill requirement, e.g. problem-solving] abilities [add a humorous remark, e.g. may not have gotten me much popularity in high school, but it has helped me achieve A, B, C].
I am reaching out to see if you have any current openings in [department of interest]. I am sure that by working together, I can help your company to achieve [Add specific goals you intend to help the company fulfill].
I have experience in [your expertise], having graduated with a degree in [degree]. In the past [timeframe], I worked as a [job position] in [past employment company] as [job position]. I am experienced in [job responsibilities].
Let me know when you are available for a call.
Here is our full guide on writing a cover letter for a sales position.
In short, after coming across your desired job position, it is a good idea to apply by sending a cover letter as it will increase your chances of landing an interview.
Most employers view your cover letter as an introduction to your personality and your capabilities. Do your best to personalize the salutation rather than sending a generic, “To whom it may concern.”. This way, you’re adding a touch of personalization and grabbing the reader’s attention, which could be the reason they keep reading your application.
You can use the following cover letter professional email template and adjust it to your needs.
When I saw that you were looking for [position], I became excited. For a long time, I have been following your company’s success with [their expertise].
I am reaching out to express my interest to work with your team. I am confident that my experience in [relevant experience] makes me a good fit for this position.
In my previous position as [job title] for [company], I [explain your previous job responsibilities]. Some of my strongest sides are [list your qualities] and I am eager to apply this to help you with [business need].
Please find my resume attached with further details on my qualifications. Thank you for taking the time to read my application.
I look forward to hearing from you soon.
A reference letter is used to endorse a person‘s skills. It’s usually needed to get a much-desired job or apply for an academic course. They’‘re mostly written by previous employers or academic tutors depending on your situation.
An honest overview of skills, abilities and knowledge is presented in this letter. You can use the following professional reference email template and adjust it to your needs.
I am writing to recommend [recommended person]. [he/she] was working/studying with us here at [organization name] as a [position] for [period of time].
I am [your position] of [organization name] and [recommended person] worked with me on [projects].
During [his/hers] time here, [he/she] proved to have [skills/knowledge/ability]. I have always valued [qualities] amongst my [team/students] and [recommended person] never failed to deliver that.
I am sure that you would also find [recommended person] easy to work with.
If you have any questions please don‘t hesitate to contact me.
Send a post-interview thank you email to express your appreciation for their time. This might improve your chances of landing the job.
Thank you for taking the time to meet me today. I found our conversation really interesting.
I enjoyed learning about this opportunity and I am confident that my skills and experience will allow me to succeed in [job position] at your company.
I am looking forward to hearing back from you about the next steps. Please let me know if you have any questions.
Thank you again and I hope to hear back from you soon.
Writing emails can be a daunting task, but we hope our professional email templates make it a little easier. Whether you are looking to write an employee referral letter, a survey request email or invite your email subscribers to a webinar, use the business email examples above to boost the chances of getting your email opened and receiving a response.
Ready to start writing your emails? With Pipedrive you can send bulk emails and link them to specific leads wherever they are in your sales funnel. It’s one of the reasons we‘re one of the highest-rated CRM tools in the industry. Try us for free for 14 days today.
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