Email writing format & Sample Apr 24, 2021

Business Email Format: Ultimate Guide

Posted by Admin 10 mins

This ultimate guide will help you to master business email format with free samples of business email format to draft one for you in the next 10 mins.

A well-designed business email can be a more efficient way to reach out to potential clients. Many businesspeople, on the other hand, have no idea how to write an effective business email for clients. There are various business email formats available here to assist you in writing successful business emails in the proper format.

A good business email format depends on your purpose of writing however there are some basic guidelines and best practices that are universally followed and accepted.

Most importantly, you must give your email a logical well-defined structure. Because you’re writing in a business matter, you’re expected to respect the time and effort of your recipient. If you're writing in a business matter, you're supposed to value the recipient's time and effort.

In this article, you’ll find:

  • Guidelines & Best practices for business email format
  • What is a business email format structure?
  • Business Email format samples and examples

Let's begin this ultimate guide to master business email format.

Guidelines & Best practices for business email format

Recognize your Business Email Recipients

Consider who the target recipients are, what they do, what they expect from you, and what you need to communicate to them. This expertise will assist you in crafting a customized business email. Also, identify to whom you should address this business email and to whom you should keep in 'CC'.

Identify the purpose of Business Email

Ask yourself what you want to communicate and why? This will help you to summarize it in the subject line of the business email.

Always use Salutation or Greeting in your Business Email

The tone of your business email is set by your salutation or greeting, which showcases your written communication skills.

Stick to your Topic while writing Business Email

While writing your business email, ensure that you are sticking to the topic which you have summarized in the subject of the business email.

Clear Call-To-Action at the end of Business Email

Have a clear and precise call-to-action that tells recipients exactly what to do next and how to do it.

Add Your Email Signature at the end of Business Email

Your name, job title, company, and phone number are the key elements of a professional business email signature that needs to be included. You may also include your website or your company’s website. No need to include your email address as it is redundant.

Thorough proofreading

Never use your first draft as your final copy, no matter how confident you are in your writing abilities. Thoroughly search for syntactical, grammatical, and typographical errors. You may use different online spellcheckers however bear in mind that these tools may not help you with contextual errors.

What is a business email format structure?

Make sure your business email is formatted correctly. In your business email format structure, let the first few sentences of the body text of your email clarify what the email is about. A conclusion that summarises the business email, should be written in the last few sentences. A call-to-action may also be added in the conclusion.

A business email structure should usually include the following, in this order:

  • A clear subject line to summarize your business email goal
  • A professional salutation
  • A brief description of the topic and what you want
  • More detail, if necessary
  • Call-To-Action or available times for contact in case you're requesting a meeting
  • Email signature with your contact details

I hope you have understood the basic structure of the business email and let's look at some business email format examples in the next section.

Business Email format samples and examples

Business Email format for people who registered for a consultation.

Email Subject Line: About your consultation with [your name]

Email Message:

Hi [Sir/Madam/Name],

Thank you for registering with us for the consultation. I am looking forward to talking with you.

Could you please click this link [insert a link to your appointment scheduling software] and schedule a suitable time and date for our meeting?

If you have any queries about the meeting, just reply to this email. I will get back to you as soon as possible.

With Regards,
[Your name]
Address: [Your Address]
Contact Number: [Your Contact Number]

Final Thoughts

Writing a business email is not as easy as posting a comment on Facebook or Twitter.

Keep the “objective” clear in your mind while writing the business email.

Have the email subject line that itself tells the content matter of the business email.

Always start with a greeting, don’t say hi or hello, if you are not very much close to the person you are addressing the email.

Be concise and keep it short and always have a habit of concluding mail with call-to-action or closing remarks.

I hope this article may help you in writing the emails. Happy emailing!


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