The Business Email Template
1. Email Structure including Key Paragraphs and Example Sentences
In today’s business world, email is the most common form of communication, and as such, it is important to remember that it is considered a formal business document. Therefore, it is essential to write clearly and succinctly using proper greetings, closings, complete sentences, punctuation and capitalization. Below is a general format of a business mail template, including applicable sentences for each part of the email.
Introductions
- Dear Ms. or Mr. Johns,
- Hi/Hello,
- Michael,
- Dear Sir/Madam,
- To Whom It May Concern,
Opening Paragraph
- We hope you are enjoying the season.
- It was a pleasure to speak with you on the phone yesterday.
- It is a pleasure to be in touch with you again.
- Following your email from July 11th…
- I read with interest your email of (July 11).
- In reply to your email of (July 11)…
- Thank you for your last email…
- Please find attached…
Body of the Email (the purpose of the email)
- Our company can offer knowledge of the newest products and services…
- Our company specializes in… and some of our satisfied clients are…
- I will be arriving on flight 554 to New York, expected to land at 5:00 A.M.
- It is our policy to…, therefore…
- The products/goods/samples you requested/ordered should be ready by / within / no later than / in two weeks.
- Which port do you need the shipment to be sent to?
- Attached please find our confirmation of order no.________.
- Unfortunately, we are unable to reduce our price.
- Unfortunately, we are unable to give you a price reduction.
- Sorry for the delay in replying to your request/question.
Ending Paragraph (the desirable result/outcome)
- I would appreciate the opportunity to meet with you and discuss…
- Your attention and cooperation in this matter will be greatly appreciated.
- In light of the facts mentioned above, I hope/believe…
- Please let me know if I can be of further assistance.
- If I can provide further details/information, I will be glad to do so.
- If you have any further questions, do not hesitate to contact me.
- Please call me at your earliest convenience so we could discuss these and other issues.
- I would appreciate a prompt/quick/speedy reply.
- I am attaching all the necessary documentation to verify the above mentioned.
Closing Sentences
- I look forward to… (your reply, hearing from you, meeting you).
- I await your reply.
- I am waiting for your order.
- Thank you for understanding.
- Thank you in advance.
- Please let me know at your earliest convenience.
- Please let me know by…
- Please contact me at any time.
- Please let me know if you have any questions and/or comments.
- Please feel free to contact me with any questions and/or concerns you may have.
Closing
- Sincerely,
- Regards,
- Thank you,
- Thanks,
[Your Full Name]
[Job Title]
[Company]
[Contact Information]
2. Structure and Clarity for an Effective Business English Email
In the professional world, emails are a primary form of communication, and writing them well can make a significant difference in how effectively your message is received. A well-structured email should have a clear opening, a purpose-driven body, and a respectful closing. Below is an example of a business email format, followed by an explanation of the key elements.
Key Components of the Email
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Opening Paragraph: Setting the Tone
- The email opens with a polite greeting and reference to the last point of contact (e.g., a meeting or discussion). This approach ensures a personal connection is maintained. In this case: “I hope this message finds you well. It was a pleasure meeting with you last week…” This line demonstrates professionalism and establishes context, reminding the recipient of the earlier interaction.
-
Body: Explaining the Purpose
- The second paragraph introduces the reason for writing: following up on a previous discussion. Here, it’s important to briefly recap the purpose of the earlier conversation to maintain clarity. In this email, the reference is made to a product discussion, and the desired outcome is to schedule a follow-up meeting: “I wanted to take this opportunity to follow up on our conversation and explore how we can move forward with the solutions we discussed.”
- The body also addresses any relevant information that supports the purpose of the email. For example, it mentions specific products and offers to provide a more detailed proposal based on the recipient’s needs.
-
Ending: Desired Outcome and Next Steps
- The final paragraph should clearly outline what the sender wants to happen next. Here, the sender is asking to schedule a follow-up call and politely requests the recipient’s availability: “Could we schedule a follow-up call next week to discuss the next steps?”
- Closing with gratitude is important for maintaining a positive tone and keeping the conversation open. In this case: “Thank you for your time, and I look forward to continuing our conversation.” This conveys appreciation and eagerness to engage further.
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Closing Signature: Professional and Complete
- The closing should include your full name, job title, company, and contact details, so the recipient has all necessary information readily available to respond.
3. Example Email
Subject Line: Follow-up on Product Presentation and Next Steps
Dear Ms. Johnson,
It was a pleasure meeting with you last week to discuss your company’s needs and introduce our latest product line. I wanted to take this opportunity to follow up on our conversation and explore how we can move forward with the solutions we discussed.
During our meeting, we reviewed several potential products that could enhance your team’s productivity, particularly the [specific product]. I would be happy to provide a personalized proposal based on your feedback, as well as answer any questions you might have regarding features, pricing, or customization options.
Could we schedule a follow-up call next week to discuss the next steps? Please let me know a convenient time for you, and I will arrange the details.
Thank you for your time, and I look forward to continuing our conversation.
Best regards,
[Full Name]
[Job Title]
[Company]
[Contact Information]
4. Conclusion
Writing an effective business email requires clarity, purpose, and professionalism. Each section of the email serves a distinct purpose: the opening sets the tone, the body conveys the key message, and the closing outlines the desired next steps. By following this structure, professionals can ensure their communication is clear and that the recipient understands the purpose and outcome of the email. This level of clarity and professionalism ultimately leads to more productive and effective business interactions.
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