How To Write a Professional Email Template [Examples Included]

How To Write a Professional Email Template [Examples Included]

How to Write a Professional Email Template

Introduction

Looking around for professional email templates?

Wondering how to write that personalized email without creeping the recipient out that they hit the “delete” button?

You’re not alone.

The modern inbox is a chaotic and intensely competitive location.

The average working professional receives about 128 emails every day.

When you are a B2B marketer or sales rep, it’s your job to win the competition for attention in your lead’s inbox.

Of course, it’s easier said than done.

If you want to get the most out of your email campaign, you need to strategize well.

Here is a list of the best practices and guidelines you can follow to boost your email marketing ROI. Also, we’ve got a few professional email templates lined up towards the end.

5 Best Practices for Writing Professional Email Templates

High-end email marketing services know exactly what to include in an email and how to structure it.

After all, you don’t want to let go of any great opportunity only because your email wasn’t well-written. If you also want to write better professional emails, follow the tips given below:

1. Write Straightforward Subject Lines

A key component of an effective professional email template is a straightforward and engaging subject line, which concisely conveys your purpose for writing.

Your recipients should know what to expect from the email just by reading the subject line. At the same time, it should be engaging enough to hold their attention.

If you fail to persuade them to click your email, it’s a lost cause.

It is recommended that you keep the total characters in your subject lines to 60 or less. Anything longer than that might not be readable across browsers and devices.

Personalized subject lines can also go a long way in getting the recipient’s attention.

Here are a few examples of high click-through subject lines.

Let’s talk about [topic]!

5 expert tips to grow your business in 5 minutes

Have you tried [product name]?

How can I help you, [name]?

Managing payroll is rough. Let us help.

2. Keep the Email Copy Short

In case of professional email templates, try to keep your email copy as concise as possible.

If you are writing to a stranger, briefly introduce yourself first and get straight to the point. Break your message into paragraphs, bullets, and lists, and don’t overload it with extra details.

To make it more engaging, you can also use multimedia elements like GIFs, images, and videos.

Here’s a sample professional email template that will get you business without sounding creepy.

Subject Line: What do you think about a collaboration?

Hey [First name],

We’re running a new website on dog food, and we’d love to feature your brand.

 Our website is designed to [present your USP], enabling companies to [ Mention how you can help companies.]

 If that’s something you’d love to do, let’s set up a quick call to discuss.

 PS: Here’s a great rundown on why more and more businesses are collaborating with [your company].

– Karl

[Designation and Company Name]

Structure your email in such a way that it communicates the following:

  • The value that your company brings to the table
  • Proof to support your claims
  • How the recipient can benefit
  • The action that you want the recipient to take

If your email templates are running too long, here’s what you can churn out:

  • Skip irrelevant details.
  • Vague claims that do not have sufficient proof to back.
  • Confusing the recipient by asking them to do too many things.

Pro Tip: If you are planning a drip campaign, create scalable content that you can expand on easily.

3. Avoid Introducing Too Many Ideas Together

Avoid highlighting too many value propositions in your professional email templates. It can be confusing for the readers.

Your emails should have a specific purpose. Maybe you want to launch a product or offer a discount — whatever it is, keep your email copy focused.

Value your reader’s time and cut the following if you can:

  • Claims that do not match up to the main point of discussion
  • Multiple messages in the email
  • Adding more than one call to action

4. End With an Effective Call-to-Action

What every email marketing workflow requires is the perfect closing.

It should wrap up your message with some direction for the reader on what to do next. End it with a call-to-action that makes it clear what you are expecting from them.

You can also add a closing note to keep in touch or reiterate any request you’ve made in the body as a friendly reminder.

Please let me know by Monday, December 7 if you’d grace our event.

Thank you for your feedback. Let’s keep in touch!

Please reply to this message to discuss more details.

5. Adopt the Right Contact Approach

When you are sending emails, you need to figure if the recipient is the right point of contact for the things that you want to discuss. In your email, clearly mention what you are looking for and ask to be connected to the concerned person in the company.

By adopting this approach, you can save a lot of time and make it easier to close a deal. To give you a better understanding of how to write such an email, here is a sample template for your reference:

Subject: Did I get hold of the right person?

Hey [First name],

 I’m hoping to discuss [Mention topic/reason] at [Mention company name] 

I had earlier reached out to [Name of the colleague]. If you’re the right point of contact who has the authority to take this forward, let me know, so I can schedule a call to talk to you about [Mention company name].

We have been helping organizations like [Mention clients in a similar domain] to solve [State the problem you have solved].  

If you are interested and want me to connect with someone else in [Mention company name], please let me know whom I should contact.

Common Mistakes That Could Be Making Your Email Templates Look Less Professional

Want to avoid making errors in your professional email templates? Learn from others’ mistakes. Here are some common mistakes that you should avoid:

  • Don’t use inappropriate email addresses: If you are writing on behalf of your company, use your corporate email address. Personal email addresses like cutegirl007@example.com aren’t appropriate for business correspondence.
  • Don’t use incorrect spellings or bad grammar: Proofread your email carefully before sending them. Typos and grammatical errors are huge turn-offs. Tools like Grammarly, Ginger, and Hemingway can help you spot minute errors in grammar, punctuation, spelling ,and correct them.
  • Don’t forget to attach files: If you have mentioned attaching a file in the body, do not forget to attach it. Also, name the file appropriately so that the recipient can guess what it is about before opening it.

Pre-Written Professional Email Templates for Your Convenience

Don’t have enough time to write professional emails? Here are some email templates that you can use. Adjust them to match the tone and level of formality appropriate for your occasion, and send them off!

1. Thanking Recipients For Newsletter Subscription

Hey [First name],

Thank you for signing up for our monthly newsletter. We need one more favor though! You will have to confirm your email address before we get started.

See the button below? Click on it and you are officially one of us.

[CTA button]

2. Welcoming Clients

Hi [First name],

I just wanted to take a minute to officially welcome you to [Your company name]!

We are so excited to be working with [Name of the recipient company] and are ready to do whatever we can to ensure you are successful with us.

Please don’t hesitate to reach out if there is ever anything we can do to help you better.

Have a great day and talk to you soon!

[Signature]

3. Pitching Your Services

Hi [First name],

I am [Name of the sales rep] from [Company name]. Is it true you are looking for [Address a pain point]?

I have a group of profoundly qualified experts who can help you [Pitch how you can help the company].

Would you be available for a quick call to discuss how our [product or service] could help you?

[Signature]

4. Informing Recipients About a Failed Payment

Hey [First name],

It looks like there were some issues with your last payment.

Please make sure that the payment information on your account is updated. Also, it would be great if you could double-check that there aren’t any balance issues.

If you need to make any changes to the payment information you have on record, just visit the following link to change it:

[Add link]

Let us know if there is anything else we can do to help you out!

[Signature]

5. Thanking Recipients For Choosing to Work With You

Hi [First name],

Thank you again for taking the time to join us on the call the other day. We are very excited to be working with you and looking forward to everything to come!

Have a great day!

[Signature]

Closing Thoughts

Sending the right emails is important for closing the right deals. Before drafting your professional email template, think about your businesses’ key requirements.

Is it about selling a product, promoting a service, or taking follow-ups on a recent conversation?

When in doubt, such considerations will help you define the level of formality required.

Additionally, use the tips and templates given in the post above to polish your professional emails

Do you have any questions about writing professional emails? Please feel free to mention them in the comments section.

You can also check out our B2B Lead Generation Services or get in touch to run an email campaign targeted at your potential clients.

About Author

Sumeet Anand is a B2B Marketing Expert skilled in SEO, Social Media Marketing, and Content Marketing. He helps brands and businesses out there generate leads with his top-notch content strategies and is featured on various major media publications across the globe. You can connect with him on Twitter and LinkedIn.

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