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Home > Emails > How To Write Better Business Emails (5 Examples Included)

How To Write Better Business Emails (5 Examples Included)

Lawrie Jones
Written by
Lawrie JonesProfessional Tech Writer
Updated on:Jun 18, 2024

Business emails are boring, right? In the past, that was absolutely true. Today, the business world has changed, and it means we can be more creative, engaging and (yes) even inspiring in our professional emails.

The great thing about business emails is that they use a standard format. Once you've cracked that, you'll find it much easier to create business emails quickly and correctly.

We're not talking about emails to request vacation or share documents, but about helping to promote your s, build relationships, and establish partnerships. Some business email examples include:

  • Business partnership email sample
  • Business sales email
  • Business proposal email
  • Business meeting request
  • Business new product email

Once we've provided business email examples, we'll build a template response together.

Finally, we finish with some (not so) secret tips from HIX.AI pros to create better business emails.

Streamline Your Email Writing with AI

Before we explore our hands-on advice, discover how our free AI email generator can effortlessly create polished and professional business emails, saving you time and enhancing your communication.

What are business emails?

You know what business emails are. They're emails sent internally at work or externally to clients, customers, stakeholders, or suppliers. You're already writing business emails if you work for a business (or operate a business yourself).

If you're already writing business emails and doing OK, why bother reading this guide?

In this guide, we're talking about business emails that are used to promote your business. We're talking about sales emails, partnership messages, and meeting requests.

The truth is that everyone can write business emails, but we're going to try and show you how to write better business emails. How? By understanding the correct business email format and using it to convey your message.

The result of writing better business emails is stronger relationships and sustainable business success. Sounds good, right?

5 business email examples

Before we describe to you how to write better business emails, we'll show you 5 compelling business email examples. They are engineered to perform and written by the pros. Read them, learn from them, and transform these insights into actions to help you write better messages.

Business partnership email sample

Business partnerships are connections that can help you crack new markets, promote new products, and power your profit! This business partnership request email focuses on the potential of a partnership to grab attention and encourage action.

Dear [Recipient's Name],

I hope this email finds you well. I am reaching out to explore the possibility of a business partnership between our organizations.

Our company specializes in [describe your expertise or core business]. We admire your work in [recipient's field or industry] and believe that a collaboration between our companies could be mutually beneficial.

We have identified several potential areas where our partnership could add value, including [specific areas of collaboration or opportunities]. We believe that leveraging our respective strengths and resources can lead to substantial growth and increased market share for both of our organizations.

Please let me know if you would be open to discussing this opportunity further. I am available for a call or meeting at your convenience.

Thank you for considering this business partnership request. I look forward to your favorable response.

Best regards,
[Your Name]

Business sales email

When you boil it down, business success is all about sales! This sales email is structured to showcase your service and explain why it's relevant to the receiver. You need to get them excited about your email.

Dear [Recipient's Name],

I hope this email finds you well. I am reaching out to introduce our exceptional services that could greatly benefit your business. Our team at [Your Company Name] specializes in [Describe your services or products].

With over [Number of years] of experience in the industry, we have successfully helped numerous businesses [Achieve a specific goal or overcome a challenge]. Our tailored solutions are designed to optimize your operations and drive exceptional results.

I would love the opportunity to discuss how we can assist you in achieving your business goals. Could we schedule a brief call or meeting at your convenience to explore further?

Thank you for your attention, and I look forward to the possibility of collaborating with you.

Best regards,
[Your Name]

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Business proposal email

Have you got a proposal you want to share with an existing customer or client? This business email is the perfect way to package up your proposal and create a connection. Be bold and brave!

Dear [Recipient's Name],

I hope this email finds you well. I am pleased to present to you a business proposal that I believe will be of great interest to you.

The proposal outlines a comprehensive solution to address the challenges and opportunities your business is currently facing. It includes a detailed analysis, recommended strategies, and a timeline for implementation.

I believe this proposal has the potential to not only meet your immediate needs but also drive long-term success and growth for your organization.

Please take some time to review the attached proposal and let me know if you have any questions or if there are any adjustments you would like to discuss.

Thank you for your attention, and I look forward to further discussing this opportunity with you.

Best regards,
[Your Name]

Business meeting request

Meeting requests help you to create connections and get you in the room with the people who can power your business. This meeting request email focuses on the future and the potential for your collaboration.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request a business meeting with you to discuss a potential collaboration that could greatly benefit both our companies.

I am impressed with your expertise and the success you have achieved in your field. I believe that by working together, we can create a powerful synergy and achieve remarkable results.

Please let me know if you are available to meet in person or virtually. I am flexible with the time and location, so please suggest a date and time that works best for you.

Thank you for your attention, and I am looking forward to meeting with you to further discuss this exciting opportunity.

Best regards,
[Your Name]

Business new product email

Promoting new products is a key part of being in business. You need your emails to raise awareness, generate interest and (if you do it right) get some orders! In this new product email, we showcase the attributes of your products and promote them to potential new customers.

Dear [Recipient's Name],

I am excited to introduce our latest line of products that are now available for purchase. Our team has put in tremendous effort to develop these innovative and high-quality solutions that are designed to meet your specific needs.

From enhanced features and improved functionality to stylish designs, our new products offer a range of benefits that will enhance your business operations. Whether you are looking for cutting-edge technology or durable equipment, we have the perfect solution for you.

To learn more about our new product line, I invite you to visit our website or contact our sales team. They will be delighted to provide you with detailed information, answer any questions, and assist you in placing your order.

Thank you for considering our new products. We look forward to serving you and helping your business thrive with our innovative solutions.

Best regards,
[Your Name]

Expert guide on how to write better business emails

Before we get into the email writing process, ask yourself a question: What makes a great business email?

For us, the best emails are:

  • Personalized
  • Professional
  • Promote your business positively (but not aggressively)
  • Push benefits, not features
  • Provide evidence
  • Create connections

Think about it another way. You also receive business emails every day and can surely recognize that some are great and others are less than great (i.e. awful).

The sheer variety of business emails (meeting requests, partnership requests, sales messages, etc.) make it hard to establish a format that covers them all – but that doesn't stop us from trying!

Business emails typically work in this way:

  • Provide a warm intro explaining who you are
  • Single sentence to outline the core of your message (meeting request, business proposal, etc.)
  • Build on the original message with details
  • Create a connection with a strong CTA
  • Provide the next-steps
  • Sign off (then send!)

It seems like a lot, but actually, it's simple – especially if we split the business email structure into smaller steps. We're going to separate it into 3 parts:

  1. Business email subject lines
  2. Body copy
  3. Sign 0ff/next steps

By the end, you'll have a template that you can use. More importantly, you'll have the building blocks of better business emails.

Business email subject line

In business, money talks, and BS walks. What does that mean? Get straight to the point, and don't waste words. That starts with the subject line.

Business email subject lines are short, snappy, and straight to the point. The fewer words, the better. Just say what you're messaging about and let the recipient decide if they want to engage further.

Here are some sample business email subject lines to start you off:

  • Business proposal – are you interested?
  • We're searching for new partners – could that be you?
  • New product launch: (product name)
  • Meeting request – (Insert date)
  • Business Partnership Request: (Insert company name)
  • (Company name) – Business Proposal

Business email body copy

Your subject line has grabbed their attention and got them to click open the email. That's a huge success, with open rates for business emails around 1-2%.

When they've opened the email, you can start building your case! It's tempting to hit people straight away with what you want but think about it from their perspective. They may not know who you are or be interested in what you're promoting or selling.

Instead, use your business emails to build a case for change! We can work through the steps here and build a template business email together. In this sample, we're reaching out to a potential new supplier for our products.

Provide a warm intro explaining who you are

"My name is (your name), and I'm contacting you from (company name). We've reviewed your online shop and are really impressed with the quality of products you stock."

You can also learn more about how to introduce yourself in an email in this guide.

Single sentence to outline the core of your message (meeting request, business proposal, etc.)

"We've developed a new product called (what it is) and believe that it would be a perfect fit for your customers!"

Build on the original message with details

"The product is a (what it is and does)."

"I've provided some information about the essential specifications below, including price (add the information)."

Create a connection with a strong CTA

"Would you like to learn more about the product? I'm available anytime to talk to you about the new product. I can also send you some samples to review if you're interested?"

Business email sign-off/next steps

This email provides the basics of a great business email! You've provided a breakdown of what you want, promoted your product, and offered to share a sample with them. Now push for the next steps and encourage interaction.

Provide the next-steps

"It would be great to chat with you. Can you let me know if you are open to a meeting? If so, let me know what date and time works for you, and we can arrange a meeting."

Sign off (then send!)

"Many thanks, (Name),"

Don't forget to add your contact details, email signature, and any attachments. (In this example, we'd add product specification sheets and pricing information.)

5 pro tips for better business emails

We've gone over the basics of writing business emails, but you can do better than that – trust us. The experts at HIX.AI have created 5 pro tips for better business emails.

  1. Be professional, not pushy – Business emails are about pushing your company, product or service – but remember, the recipient won't want the hard sell. Instead, be professional and respectful.
  2. Build a case – Work through the structure outlined above and build a (business) case. Start with a compliment, outline your request, and always provide evidence.
  3. Expressing value is vital – Value isn't about what's in it for you but what's in it for them. Explain the benefits they can receive from your partnership, proposal, or stocking your product. Think about it from their perspective first.
  4. Ensure 100% accuracy – Customers, clients, and potential partners will expect your emails to be accurate. That means proofreading everything and searching for any spelling mistakes, grammar errors, and anything else that could embarrass you.
  5. Try HIX.AI's AI email generator – Writing business emails is a struggle for many of us, so let technology take the strain. HIX.AI's AI email generator is a powerful writing assistant that can create engaging, informative, and effective business emails. Try it today!


Are you confident about writing better business emails? You should be. By now, you'll have the skills (and the business email examples) to help you create engaging emails that create connections. When writing business emails, plan them out before putting pen to paper (or finger to key), and always think about what the other person wants to read. If you're stuck, try HIX.AI.

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