5 Professional Examples of Business Emails: To Copy and Paste!

Coming up with captivating emails that grab the receiver’s attention, is becoming more and more challenging. With over 293 billion emails being sent every day, email marketers are facing higher and higher levels of competition. To improve your open, click-through, and conversion rate, have a look at the following five examples of business emails.

In order to out-compete other businesses, it is important to utilize best practices for email marketing. This includes using great email copy, making sure emails are optimized for mobile devices, and they have clear calls to action. Additionally, a business can take advantage of email marketing automation. Automating emails will allow for businesses to send out timely messages, which can help with customer satisfaction.

Before we jump into the first example of a business email, we need to make sure we understand: What is email marketing? Why is email marketing important? As well as, How email marketing works.

Table of Contents

What is email marketing?

Email marketing is used to send commercial-based messages to email subscribers. It is a marketing strategy that a company can use to increase potential leads and sales. Typically, a marketing email will include an advertisement, a business request, or try to solicit a sale.

Email marketing is only one component of internet marketing. Internet marketing includes marketing channels such as search engine optimization, content marketing, social media, and paid advertising. 

That being said, email marketing also uses different types of messages and strategies to foster engagement and drive conversions. Messages can be commercially based as mentioned, as well as informational and transactional. Moreover, typically email marketers build and create an email list of subscribers by capturing their emails through various strategies to send out targeted messages.

To learn more about email marketing, check out our blog What is email marketing?

Why is email marketing important?

Email marketing is a cost-effective, and easy marketing strategy that allows a company to develop its brand awareness, increase trust and credibility, and drive sales. With a return on investment of USD $36 for every $1 spent, email marketing is one of the most effective ways to generate sales.

In addition to a great ROI, email marketing also provides superior customer outreach and allows businesses to build better relationships and trust with their audience. When compared to other marketing channels, like social media, marketing with email is a direct marketing tactic that is guaranteed to get in front of its targeted audience. Whereas social media marketing may never be seen by the person it is supposed to be targeting.

If you are looking for a deeper dive into why you should engage in email marketing, make sure to check out our blog: Why is email marketing important: Benefits of marketing with email!

How does email marketing work?

Email marketing utilizes different types of emails such as transactional, commercial, and informational that intend to accomplish different calls to action. Moreover, digital marketing experts will use different strategies to increase the overall engagement of their subscribers.

The email strategies that are used during email marketing campaigns include, ensuring the emails are personalized, mobile friendly, and responsive, email lists are properly segmented, are automated when possible, and the design, copy and call to action are thoroughly tested.

If you are looking for more guidance on how to conduct email marketing, then make sure to have a look at our Marketing by email: Guide to how does email marketing work.

As mentioned, email copy and content are extremely important. It needs to be professional, concise, and add value to the reader. Therefore, in the next section, I offer 5 examples of business emails that you can copy and paste straight into your marketing emails!

5 examples of business emails:

Coming up with professional emails is important for your email marketing campaigns. No matter if you are sending them to subscribers, or reaching out to other businesses for collaboration, the email should be concise, well thought out, and straight to the point. 

Remember, each email you send is an interruption. You are asking the receiver to stop what they are doing and take time out of their day to read your message. Harvard Business Review, says being concise and to the point as fast as possible is key when writing business emails.

The email examples below can be copied and pasted into your emails and used freely. The business email examples all have a purpose and are used for each email type for maximum success. They are proven to work and have helped us at Clear Door SEO drive thousands of dollars in sales.

You can also tweak the email examples slightly to fit your style. Remember, each business has its own brand and communication style, make sure your emails match that tone.

1. Lead magnet promotion email:

Lead magnet promotion emails can be a useful messaging strategy to interact with an existing subscriber base and get them to sign up for a new lead magnet like an e-book, or other digital assets that will be of value to them.

A lead magnet promotional email, if done correctly can help increase click-through rates as it is offering something of interest for free to the subscriber. People love free things. If the offer turns out to be of help to the subscriber, they will be more likely to trust the company and buy either a product or service from the business. 

Let’s now have a look at the example email, after the business email example, I will break down some of the important components!

Subject Line: New ([Lead magnet type]) (Lead magnet name)

Email Body:

Hi (Name), 

(Describe in 1 to 2 sentences the current scenario and why the product is important for them.) I’m emailing you today to let you know about our new (lead magnet type) called (lead magnet name).

In this (lead magnet type), you’ll learn everything there is to know about (describe what your lead magnet covers in 2 to 3 sentences).

(CTA with link using lead magnet’s name)

If you know anybody else who’ll find this useful, please forward the email to them.

Let us know if you face any problems accessing the [lead magnet type] by replying to this email. We’ll get back to you ASAP and ensure you gain access to it immediately.

(Your signature)

Best practices for lead magnet promotion:

  • Make sure to use persuasive subject lines to generate interest: The email announces the new e-book as well as what it does and what it will help with
  • The body of the email starts with a personalized message: The email says hi and the name of the recipient
  • Start with why the product is important: The email should be quick to inform the reader what problem it’s going to solve.
  • Use brackets in the subject line: See how the lead magnet portion of the subject line is in brackets? That’s on purpose, as research shows that using brackets increases open rates!
  • Conduct split testing: To see which headlines work best for your community, you should conduct your own split testing and check the open rate data (as well as other metrics) to find the best combination.

2. Product launch email:

Sending the right product launch email can be the difference between multiple sales, and the product launch being a flop.

A product launch email is used when you want to promote the release of a new product or service to your subscribers. Although the launch email will only be one actual email, it is important to build up to the release date, with teaser emails to help generate interest and excitement.

The final email in the campaign should be simple, concise, and have one message: buy our product! This should be done by giving the specs of the product, the price, and why it’s amazing.

An example of the product launch business email can be seen below:

Subject Line: Shhhh… We’re giving you early access. And a discount!

Email Body:

Hi (Name), 

Our new (product) is out now! What makes it stand apart from other similar products is 

(1 to 2 selling points). 

Feel free to order (product) from our store or from (platform).

Make sure to check it out soon, and take advantage of our early bird special and get (discount).

(CTA with link using product’s name)

(Your signature)

3. Discount offer email:

Discount emails are a great way to get stagnant subscribers engaged in buying something. This type of business email is also a great email type to send out during holidays, or at the end of seasons. Moreover, discount offers are a great way to increase customer satisfaction and loyalty. Research shows that 93% of subscribers will use a coupon code they receive in an email. So make sure to take advantage of the uptick in sales, a discount code can bring.

An example of the discount offer business email can be seen below:

Subject Line: Don’t miss out on your X% off!

Email Body:

Hi (name),

We’re so happy to have you on board! As a thank you, we’ve got a special X% discount just for you. Use (code).

The offer is valid until (date). Hope you’ll enjoy it!

(Your signature)

Best practices for discount offer email:

  • Make sure that your discounts are enticing and will attract customers
  • Segment your discount codes. For example, if the discount is for basketball shoes, make sure to only send the code to basketball players.
  • The email should utilize images and visuals to attract customers. Show the products that they can purchase with the discount code.

4. Re-engagement email:

Re-engagement emails are used to win back inactive subscribers. Moreover, this type of business email can allow subscribers to continue receiving emails or unsubscribe. Therefore, re-engagement emails are great at doing two things: one, get inactive subscribers to start engaging again, and two, allow a subscriber to stop receiving emails and thus help a marketing team cut down on inactive subscribers. Trimming down inactive subscribers, or getting them to engage again can help a marketer’s sender reputation and avoid being sent to the spam box.

There is no hard and fast rule to writing business emails for re-engagement messages. The mail should be unique, creative, and much of the business’s brand. This means using the communication method that best matches your company.

An example of a great re-engagement business email can be seen below:

Subject Line: We have a secret for you!

Email Body:

We miss you!

(Name) we’ve been talking to your inbox lately, and do you know what it said? 

It told us you need some (one of your products or services) in your life. To make sure we keep your inbox happy, here is X% off your next purchase at (company name)!

Use (code) at checkout before (date)!

(Your signature)

Best practices for re-engagement business emails:

  • Experts believe that re-engagement business emails should be sent in a sequence consisting of three to four emails, and not as a single email
  • A great way to get subscribers to re-engage is by including an incentive, such as a small discount code
  • If a discount code can’t be included, then you can highlight some other benefits and values the company can offer to the subscriber. Free e-books and courses are great examples.
  • Ensure that it is easy for people to unsubscribe if they no longer wish to receive business emails from the company

5. Guest post outreach business email:

Part of building your online business is creating high-authority backlinks to your website. One of the most common backlink-building strategies is to do guest posts on other websites’ blogs. Outreach for this can be time-consuming and energy draining. So make sure that you are using an example of a proven example of the guest post outreach email. 

Before you send the email, make sure to read the guest posting guidelines on the website and tweak the information in the email to match the requirements. The fastest way to get rejected for a guest post is not reading the guidelines, and saying something in the email they specifically said not to say or do.

An example of a guest post outreach email can be seen below:

Subject Line: I would love to write for your blog!

Email Body:

Hi (name),

I am a big fan of your blog. I especially liked your post [add post title], it really made me think about (2 to 3 points that you liked about the blog post.)

It would be amazing to be able to contribute a unique post to your blog! I have read your guest post guidelines, [Confirm points of the guideline you will follow like it will be a long-form post that is 1,500+ words long, or I will have five unique photos as part of the blog post.]

Here are a few samples of my work:

[Add links to published posts in the same field]

If you’re interested, I would love to run a few topics by you to see what would work best for your website and audience. Please let me know what you think, and if you have any other requirements before we get started!

Thank you in advance,

[Your signature]

Best practices for guest post outreach business emails:

  • Make sure the email is personalized. Always include the name of the person you are emailing
  • Double check that the blog post you choose to reference in your email is actually written by the company you are reaching out to, and not by another guest blogger
  • Read the blog post you are referencing in the email and give constructive feedback and thoughts about it. Otherwise, the person will know you didn’t read the post

Key Takeaways – Examples of business emails: Communicate professionally

Email marketing and email outreach can be daunting tasks at times. Developing different creative copy for your emails, while maintaining a sense of professionalism can be like walking a tightrope. 

However, if you can master the technique, email marketing can provide major financial dividends for your business. From generating leads, to making sales on a new product release, there is significant money to be made by sending out emails to your subscribers.

With the examples of business emails above, it is more important to pay attention to the best practices, than just copy and paste the email. Even though you will still benefit from the email templates, you will find more success in tweaking them a little bit to have them match your brand identity and communication style. So make sure to be creative and keep the business email best practices in mind while writing your own email copy.

If email marketing is proving to be difficult for your company, reach out to Clear Door SEO for help. We are an Oregon SEO company in Portland that has a proven track record in digital marketing as well as email marketing.

Moreover, if you need help with any SEO-related issues, then make sure to check out our wide variety of SEO services. Finally, if you want to evaluate how your overall digital marketing efforts are performing, then make sure to take advantage of our free website audit analysis.