Business Email Examples You Can Copy And Paste In 2023

As the world gets more hectic the time that is being used is minimized, idealistically there is a need for quick results. In addition, the business world is constantly changing and accelerating, and it is only ideal to adapt to the same process. This being said, finding the time to write emails and create composed content is challenging. That is why Mailsoftly is here to help! 

Business emails are a tremendous tool for communication with employees and anything external. This includes customers, subscribers, leads, etc.; email is the way of the world. There are many ways that emailing can help share information and updates. There are a couple of ways emails are practical, such as short, polite, and written with a clear and concise purpose. In addition, there are a few ways to be fun and not include boring facts within an email. If written correctly, the email can be informative and engaging and start a movement within the workplace. 

What are the components of writing a Business Email?

Email Format

There are a few basics regarding a business email and the format that is acquired. The typical components have five core parts, including:

  1. Subject Line
  2. Formal Greeting
  3. Body Copy
  4. Closing Phrase
  5. Signature

Being in the business world means that there needs to be an inclusive way to structure emails quickly and from scratch in minutes. Having the format sketched out will only increase productivity. 

Email Greetings

There are core parts of professional email greetings and endings. However, some brief points need to be made, so let's get into it! 

The core of the message depends on the point of the statement, such as who you are sending it to, what the end of the message is, why, and the basics that need to be taken into consideration. 

When emailing somebody you have never met, it is always perfect to start the conversation with "Dear [person's name]." The basics that go behind starting an email are standard. In the case of this email, it is excellent to use the full name and avoid titles such as Mr. and Mrs. because that is outdated and offensive. Also, if you are nervous and attempting to reach out to somebody, it is always safer to be formal rather than informal. Such as using "Hi" as a greeting instead of "Greetings." 

Unless, over time, a relationship between the two of you is grown and strengthened, an informal greeting can come off as offensive and unprofessional. 

How to Start a Business Email (copy and paste example)

To start the email rolling, you should first explain who you are, where you are from, and why you are reaching out in the first place. This can be a little awkward and challenging, but we are happy to offer an example! 

Dear [Person's Name],

I hope this email finds you well. My name is John Smith, and I am reaching out regarding [insert why you are reaching out]. I was told to contact you in hopes that you can provide insight [insert your reason for reaching out]. 

The decision upon how to start your email varies depending on the message you are trying to portray. There is a classic approach such as above, but go ahead and alter it as you see being beneficial for your results. 

How to end a Business Email (copy and paste example)

It is apparent in business emails that they are not sent out to communicate with others. Instead, they are sent out to accomplish something, so it is professional and courteous to be clear when asking what you need from the reader. Let's check out this example to know what is appropriate to send out.

Dear [Person's Name],

I hope this email finds you well. My name is John Smith, and I am reaching out regarding [insert why you are reaching out]. I was told to contact you in hopes that you can provide insight [insert your reason for reaching out].

I'd appreciate any feedback you can offer and would love to find an available time to call and meet to discuss further thoughts. Please reach out when you can chat, including some times and dates that are convenient for you. 

Thank you for your time in advance

I hope all is well,

John Smith


Suppose an existing relationship between the two of you already presents the opportunity to be less formal. Such as: 

Hi John, 

I am reaching out because something came across my desk that you might be able to offer insight on. 

I would love to get the opportunity to speak to you about it when you get the chance. So give me a call or send over some times that work for you so we can catch up. 

I look forward to hearing from you,



Comparing the two examples shows a clear difference in the language used to present a specific tone. Therefore, it is essential to maintain professionalism within both email formats.  

How to finish a Business Email

The two Different ways in which you can end a business email are either formal or informal. There are specific pieces that are considered within both types of closing statements, such as:

  • Yours sincerely - this can be considered formal as you address somebody you know personally and include their first name only within the email.

Less formal options are often used because they are popular. They are considered professional with a hint of casualness to them. And those go as follows : 

  • Kind regards
  • Best regards
  • Best
  • Thanks
  • I look forward to hearing from you
  • Thank you for your time

Deciding how to sign off on a business email depends on how well you know the reader and how well you maintain that relationship. This often specifies the formality with which you write the email. For example, if you email somebody you have a previous relationship with, you can be much more informal and creative about how you want to message them. But if you are in a situation where you are initially reaching out to them, be conscious of how you do so.

What are the different ways to use Business Emails?

Let's observe different ways in which you can use a business email. Often business emails are considered to be between coworkers and coworkers alone. But in any way that you are reaching out to a client, a subscriber, or a lead, that is genuinely considered a business email. There are many ways in which business emails are sent out, as it depends on the tone of your business email. Often if it is a campaign, the manner in the voice is much different than if it were just to a colleague. Let's explore some ways that you can use business emails:

  • Marketing products - Mailsoft Works largely in marketing products and the email campaign behind them. Marketing products truly desire the AIDS movement as it's running ads, generating leads, and hopefully converting people into the funnel. This being said, the tone and the appreciation Behind these emails it's much different than if they were to go to a coworker. Running a marketing product campaign has one sole purpose: generating leads and sales, so the tone will be very drastically different because it is pushing for something that takes a lot of convincing.
  • Manage complaints - managing complaints within an email and keeping a very professional tone is essential. Governing complaints from either employees or customers can be very difficult. Often in the work setting, people don't see eye to eye, and situations can be handled in extreme ways. This is when the tone of an email needs to be kind, and professional. There's no question about how to stray, as this topic can get very sensitive. 
  • Support customers - Supporting a customer is sometimes challenging to do. But in customer service, it's often said that the customer is always right. If that is the case and you are reaching out as an employee to the customer then the most important thing to keep in mind is keeping it professional. This may be hard to do as some people are upset to work with but at the end of the day, ensure the Brand's voice is cheerful and leave a good taste in the customer's mouth. 

Copy and Paste

Here are a few examples you can follow if you need help writing your business email. Some common difficulties are run into and need more guidance on navigating best. 

How to…

Introduce your business in an email

There is a straightforward approach When introducing yourself in an email. Don't try to make something unique, funny, or intelligent in cases like this; stick to the basics. Nobody wants to spend time decoding what could have been a humorous email. An example that you could go ahead and reference is:

My name is John Smith, and I am the Business Coordinator of [insert company here].

Say sorry

Saying sorry in a business email can't present its difficulties. But it is most rewarding when it is done quickly and cleanly, there's no point in beating around the bush when you can get it off your chest. An example that you can reference is:

I apologize for our prior interaction; I will do my best to take care of [insert whatever happened]. 

Say Thank you 

Thank yous are easy to write out in an email; there's some common courtesy that often goes unnoticed. Be specific in what you are saying thank you for, and include the impact the assistance has had on your life. Go ahead and reference this example:

Thank you, and I want to let you know that your hard work does not go unnoticed. 

Say No

This can be a difficult challenge when it comes to politely saying no within a business setting. You are often conditioned to subdue what is being asked of you constantly, but at some point, it will get too much. In a firm but polite manner, you have to say no sometimes, which is okay. It is often an instinct to want to justify your reasoning of no, but sometimes a solid no can do the job. An example you can reference is:

Unfortunately, we cannot accommodate your request now; please refer to our following email if you have any additional questions. 

Say I am unavailable.

Work can be stressful, and it's your job sometimes to give in and help. You do not have to apologize for having a stressful situation. Managing expectations and positively finishing your current projects is the best way in which you can help. Here is an example you may reference

I am, at this time, unable to offer support in [ insert task.] However, I can assist early next week if the help is still needed. 

Say See Attachments

Letting a coworker know there is an attachment at the bottom of the email is quite a simple task, but there is a polite way to do it.

 At the bottom of this email, I have attached your requested report. If you have any other questions please reach out to me and let me know. 

Thank you for taking the time to read what mailsoftly has to say about business emails. If you see yourself looking for a platform where you can send emails for a long time with a touch of personalization, Mailsoflty is the place for you. Business emails can be challenging to read and right, and we hope we made that journey easier for you.