Tips and examples of effective business email writing. Just follow these steps and start writing amazing emails to your colleagues and clients.
Email is still very much alive today.
59% of marketers find email to be their most effective channel in terms of revenue generation.
Plus, for every $1 spent on email marketing, $44 is earned back (study by Campaign Monitor).
But, successful and professional email writing today all boils down to how well you optimize your email for more reads, clicks, and bottom-line ROI.
It takes a ton of work to create standout email today…
Which probably has something to do with the fact that nearly 105 billion emails are sent daily (and this number is expected to reach over 246 billion by 2020).
So… What’s the difference between effective and ineffective email marketing?
One gets read. The other doesn’t.
Of course, getting read is always easier said than done.
How do you get your emails opened and read?
To start, get inspired by taking a look at the professional email writing examples I’ve listed. This is the easiest route to see proven emails that successful companies have used – these actually got opened, read, and acted upon.
So, check out the examples we’ve listed, and be inspired to boost your email marketing for the better.
Then, after that, follow my easy-to-implement tips for writing and crafting emails with a high probability of being read.
Ready? Let’s go!
If you want people to give a crap about what you have to say in your emails, look at how other businesses have done it.
Here are some top examples for your perusal:
The folks at Smile Direct Club use a clever subject line and an inviting message to encourage you to review their service and website.
The click-worthy subject (“Did we make you smile?”) is friendly, cheerful, and personal, and plays directly into the company’s service, which is helping people get straighter teeth with no-fuss invisible aligners.
The play-on-words continues with “Please leave us a glowing review” and “We’re all about making people grin.”
At the end of the email, you even get a little push from the social benefits for others: Leaving a review will help them “as they get started on their new smile.”
The mixture of cleverness, distinct tone-of-voice, and authenticity rings true and makes you want to click.
This email from gfJules, a purveyor of gluten-free flour blends, hits a major pain point of their target audience – when you can’t have gluten, good bread is hard to find.
This email hooks you right from the beginning with the plea, “Please don’t go another day without really great, moist bread!”
At this point, the gluten-free customer is leaning in and thinking, “Believe me, I don’t want to! Tell me more.”
After that hook, the email draws you in with a tempting promise: Learn how to make yummy, easy gluten-free bread without a mixer, a bread machine, or a bread pan. A little social proof (a positive user review of the method/recipe) sweetens the deal.
Sold! Sign me up.
Usually, “come back!” emails are annoying, but Dropbox manages to be cute and non-intrusive with their own attempt to get back on your radar.
This quick message is both to-the-point, informative, and a little funny:
“Recently your Dropbox has been feeling kind of lonely :-(“
Plus, the inclusion of the text emoji somehow manages to add to the charm of this email, rather than making the company seem unprofessional.
This is an effective email that is persuasive without even trying.
In their email, Roku hits the snappy copy bullseye.
They drive their point home by riffing on their featured free movie, There Will Be Blood, which is about a struggling man and his son who hit paydirt and find an oil field. (“Strike it rich this week…”)
The intro text is compelling, too, and makes you want to read more: “Passion and danger. On the house.”
All told, this email is a fun way that Roku promoted its free streaming channel.
Ready to improve your open rates, get people to read your emails, and invite more clicks?
Take the professional email writing examples from above, gather inspiration, then apply the following tips.
Many of these have worked for me personally. Let’s get to it!
Here’s an interesting fact:
Great email copy that gets read and opened is not stuffed with links.
For me, I’ve found that limiting the number of links I include in my emails has boosted my open rate by 5%!
This is a HUGE tip – and can immediately help improve your success with email marketing.
Need extra proof?
Look at the professional email writing examples above – each of them has less than two links at most in the entire body of their message.
The truth is, adding more links just seems spammy, which can turn people off.
Look at this email from a rubber stamp company that went straight to the spam folder:
According to Google, it looked similar to other spam messages:
Reading the email, it’s clear that it isn’t spam. In fact, it’s perfectly legit and well-intentioned, but too many links and a strange sender address made Google get suspicious.
Don’t make this mistake, and you’ll improve your open rates and ensure your messages aren’t instantly relegated to the spam cemetery.
Tip #2: Do NOT neglect your subject line.
I find that optimizing my email subject line helps nudge my open rate up another 2-3% (5 words or less seem to perform well).
The easiest way to do this is to use a free tool, like the new CoSchedule Email Subject Line Tester.
This tool is based on best practices for crafting subject lines, which were proven by 20 studies from Experian, Campaign Monitor, ConversionXL, MailChimp, and more.
How does it work?
First, simply type your work-in-progress subject line into the text box and hit “Score My Subject Line:”
The tool will give you a score and a general overview of how well your subject line works:
Keep scrolling, and you’ll see every aspect that affected your score (measured against best practices):
For example, the character count of my proposed subject is a little high at 39.
The tool recommends that I remove some characters to get more opens:
As you can see, I was able to improve my score by adding a number and another word that has been proven to increase opens:
The “Words That Increase Opens” and “Words That Decrease Opens” sections are particularly helpful.
For example, just by playing with this tool, I’ve learned to keep heavier words like “marketing” out of my subject lines.
The tool shows you a history of the subject lines you have tested, so you can see where you’re going with the final phrase:
This third tip will look familiar because it’s one you have seen for producing content like blogs and articles.
It’s simple. Break up your text!!
On a glowing screen, a big chunk of text with zero line breaks is really hard to read, not to mention headache-inducing.
Walls of text will make your readers’ eyes glaze over. They won’t be able to move fast enough to click away or hit “delete.”
Instead, make your emails easy-as-pie to read so people will actually want to read it and follow your call-to-action.
Just say no to text walls. Just say yes to white space and breathing room for your words.
Where relevant and appropriate, a few images in your emails could induce people to open, read, and click.
However, keep in mind that many people choose to disable all images. If you want the most people to see the body of your message, provide text and image-friendly versions.
Here’s a great example Litmus provides from a pizza company.
Their promotional email looks like this in an inbox with images enabled:
And like this for someone with images disabled:
Note the hilarious rendition of the pizza-slinging guy using only colored boxes as stand-ins.
Either way you slice it (yes, that was a pizza pun), both email versions are totally readable for all kinds of users. Fail to provide a non-image-dependent view, and you’ll be missing the mark with a huge swathe of potential readers/clickers.
You and I both know that our email inboxes are flooded with messages daily.
When you’re trying to sift through the pile, do you have time to read somebody’s random thoughts? Do you care if they wax-poetic without saying anything meaningful?
No and no. Those types of emails are usually sent to the trash immediately.
Email readers need at least one of two things to get something out of an email message:
That’s the key here:
The main point.
You must have a main point in your email. What are you ultimately trying to get across? What do your readers need to know?
Say it. Don’t take too long to do it, or you can kiss your readers goodbye.
Improving your email marketing can begin with writing better emails.
How do you write better emails?
Start with looking at examples of successful campaigns for inspiration. Examine what these brands did right, plus the things they avoided. In particular, note:
Follow in their footsteps with your own email writing, but remember these keys:
Email writing is an art, but practice makes perfect. The more you tinker with your emails, test them, and measure your success, the better you’ll get.
Now, go forth and conquer those emails.
Need some help? Our team is expert at writing fantastic emails for marketers and agencies. Click the banner below to see our email copywriting service and pricing.
Learn how the best professional email signatures are written, and then use our free email signature generator to craft your own.
In 8 minutes you’ll know how to write the best thank you email after an interview. And it matters a lot:
If you’ve made it to the interview, you’re up against 4 or 5 other candidates. It’s safe to assume their qualifications are similar to yours. You’ll need an extra gear to outperform them.
A well-written interview thank you email could be that very gear.
Most candidates don’t send them. Or send out thank-you notes that just don’t cut it.
Thanks to this guide, you’ll do way better than them.
In this article, you’ll find:
Preparing for more interviews? Get our ultimate free checklist: 42 Things You Need to Do Before, During, and After Every Interview
Already sent a thank you email for an interview and there’s still no response? It’s perfectly okay to follow up again. Here’s how: Sample Interview Follow-Up Emails for Various Scenarios
Still waiting for that interview call-in? See if it’s the right time to follow up on your resume: How to Follow Up on a Resume and a Cover Letter
To begin with, see these two very different interview thank you letter examples. Read on for a breakdown of what makes a perfect post-interview thank-you email and see 4 more samples for different types of positions.
Subject Line: Thank You Amanda!
Thank you so much for taking the time to meet with me and talk about the position of the Senior Digital Marketing Specialist with ABC Inc. yesterday. It was a pleasure to learn more about your approach to growing organic traffic.
Our conversation made me even more excited to join ABC. What interested me in particular was how sharply your efforts are focused on the actual reader experience, not just technical SEO issues.
I was thinking about what you said regarding your plans to expand the email subscribers base by offering free bonus content downloads in the upcoming quarter. In my current role as Content Marketing Specialist with XYZ I found that using contextual click-triggers for bonus downloads within blog posts increased the subscription rate by 35% compared to regular pop-ups. I hope that helps!
I’m sure my experience can translate into similar success as your new Senior Digital Marketing Specialist.
If you need any additional information from me at this point, please feel free to contact me. Looking forward to hearing back from you next Friday, as discussed.
Thanks again for your time!
Subject line: Great interview, thank you!
Dear Hiring Manager,
I enjoyed meeting you in person after all these emails we’ve exchanged. It was a pleasure to be interviewed yesterday.
I already said how excited I was to join your team. I’ve achieved so much in my current position (as you’ve seen on my resume) and I know I will be a great asset to your company.
Please, let me know as soon as you know anything about the further steps of the recruitment process. I hope to meet you again and become one of your team members soon! So excited!
The difference is clear, isn’t it?
Now, let’s examine the anatomy of the best thank you email after an interview so that you can write yours in no time!
Before we jump right into the post-interview thank-you email writing formula—
You need to realize how crucial this part of your job search is.
Sending any thank you email after a job interview puts you ahead of over half of the competition.
A great, personalized interview thank you email? That’s what will make you the frontrunner.
The bottom line: yes, you always need to send a “thank you for an interview” email.
Here’s how to write a perfect thank you email after an interview in 7 easy steps:
No puns, no jokes, go straight to the point. It’s the only way to make sure your thank you email gets opened.
Sample subject lines for a thank you email:
Simple as that!
(To see what I mean, check out the wrong example above again. See how many personal pronouns the candidate used. It doesn’t read like a sincere “thank you,” more like “I know I’m awesome.”)
How to end a thank you email after an interview?
The golden rule is, be brief and polite. A succinct paragraph such as the one below will do:
Should you need any additional information from me that could assist with the decision-making process, feel free to contact me. I look forward to our call next week as discussed.
By the way… You probably have some more interviews ahead, right? Make sure you’ll come out on top! Read our complete job interview guide: Frequently Asked Job Interview Questions and Sample Answers
Alright. Enough theory. See our customizable examples of thank you notes after an interview, choose one that fits your situation best, fill in the gaps with details, and hit “Send!”
All of the below interview thank you note examples vary by length, complexity, and the degree of formality. Give them a read and think about which one is best for you.
These sample thank you for an interview emails are here just for reference. Don’t copy-paste them. The more personalization you add, the better!
For starters, a basic, short thank you interview email.
Subject Line: Thank You [Interviewer’s Name]!
Hello [Interviewer’s Name],
Thank you so much for taking the time to meet with me and talk about the position of the [Position Name] yesterday. It was a pleasure to learn more about your business approach.
Our conversation made me even more excited to join the [Company Name]. What interested me in particular was [something specific you discussed during the interview].
I was thinking about what you said on [the upcoming challenge your interviewers mentioned]. In my current/previous role as [your current position] I found that [a quick explanation of how you tackled a similar problem].
I’m sure my experience can translate into similar success as your new [the name of the position you’re applying for].
If you need any additional information from me at this point, please feel free to contact me. Looking forward to hearing back from you on [the specific date established during the interview].
Thanks again for your time!
Subject Line: Appreciate your time and advice, Mr./Ms. [Interviewer’s Last Name]
Dear Mr./Ms. [Interviewer’s Last Name],
I want to take a moment to thank you for taking the time to talk to me about the position of [the position you’re applying for] with [Company Name] yesterday. It was truly inspiring to have such a meaningful conversation with someone who shares my approach to [the type of business activities you discussed] and to learn about your industry insights.
The information you shared about your future projects convinced me that this job is a perfect fit for my professional and personal interests and one where I could make a valuable contribution. I particularly enjoyed learning about [specific information about the job the interviewer shared with you] since [the reason you found it interesting].
I was also thinking about what you said on [the upcoming challenge your interviewers mentioned]. In my current/previous role as [your current position] I found that [a quick explanation of how you tackled a similar problem].
Finally, please find attached the details of some of my projects we discussed and an exact documentation of their business impact.
Should you need any additional information from me that could assist with the decision-making process, feel free to contact me. I look forward to our call next week as discussed.
Thank you once again.
Subject line: Thank you for the opportunity!
Dear [Interviewer’s Name],
It was a pleasure to come and chat for the second time, thank you for this opportunity! Now I’m even more certain that I will be able to help deliver great results working as [the name of the position] with [Company Name]. What’s most exciting for me is [a detail you discussed that makes you most eager to join the company].
As regards the project we discussed, I started to think about what is necessary for us to make it successful. Please have a look at the attached presentation where I outlined my preliminary ideas. If you have any questions, please let me know. I’ll be happy to elaborate on the details.
Thank you again for your time. I look forward to hearing from you on [the established date] as discussed.
Subject line: Great speaking with you!
Hi [Interviewer’s Name],
I had a lot of fun learning more about the challenges ahead of the next [the name of the position] with [Company Name] yesterday! I’d be really excited to join your team and help [bring more users/increase revenue/anything else you’d be doing].
I was thinking about what Michael said regarding [a specific issue one of the interviewer’s discussed]. In my last role as [the name of your current/previous position] I found that [a specific solution you used to tackle a similar problem] is by far the most effective strategy. It helped bring an overall increase of X% in [a specific metric in question]. I hope that helps!
Please feel free to contact me if you find you need any more information. I look forward to our call next week. Thanks so much again!
P.S.—I also wanted to say that you were right about the coffee at Luke's. I stopped by on my way home. Delicious! [Or an informal reference to any other part of the interview. Something along the lines of: “I hope you enjoyed the concert last evening”/”I followed your recommendation to start watching ‘Sharp Objects.’ I’m super hooked!”]
Pro Tip: Don't forget to proofread your email. You can use apps like Grammarly or Language Tool to help you avoid nasty typos or bad syntax.
So, you’ve just written a stunning post-interview thank-you note.
What should you do with it now? When to send it? To whom to address it? Is a thank you email always okay or do you need a handwritten note?
It’s a lot to remember, but don’t worry—
It's best to send a thank you letter while you're still fresh in the interviewer's mind. So you should send the email message within 24 hours of the interview (the same day as the interview or the next). If the interview takes place on Friday, send a thank-you email on Friday afternoon or on Monday morning. Don’t send formal emails over the weekend.
Don’t have everyone’s email addresses?
Send one email to the person whose address you have and either ask them to forward your thank-you email to other interviewers, or ask for the email addresses of the other recruiters and email them directly.
Pro Tip: If you interview with multiple people, ask for business cards during the interview, so you don’t have to search or ask for emails later.
An interview thank you email will be your safest choice.
Why? Because it’s quicker than a snail mail interview thank you letter. Plus, a recent study has shown that 94% of hiring managers find post-interview thank you emails appropriate.
The only exceptions where it’s a good idea to send your thank-you letter via snail mail are:
Here’s all you need to know about writing a thank you email after an interview in a nutshell:
Have any extra questions on how to write a perfect thank you email after an interview? Could use some help crafting yours? Drop me a line in the comments and I’ll reply to all your questions!
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Example e-mails. 1) Hi Scott, Thanks for the e-mail. It is always nice to hear from people, especially from you, Scott. I have not got any reply, a positive or.
In recent weeks, everyone’s inboxes have been bursting with emails, with businesses encouraging them to subscribe anew or opt-in again. This is being done in response to General Data Protection Regulation (GDPR), the European Union’s new privacy law, which is coming into effect on May 25th, 2018. This exercise will reaffirm subscribers’ consent to stay in the businesses’ database for continued mail communication or email marketing.
Know what is GDPR and five important things about it through this blog.
GDPR will affect business email marketing strategies in 2018 as it includes some very important consumer rights for European traffic. Till now, companies were freely increasing their contact databases which they used for email campaigns. They used email addresses and contact details, without the consent of a customer, for email marketing. But now, this will not be possible.
GDPR, governing the collection, storage and usage of EU citizens’ data, gives consumers the right to manage their own data and make preferences to have more control over how much personal data they want shared with a business and for what purpose a business can use it. Businesses will have to obtain consent from consumers before storing and processing personal data, especially if using it for sending marketing mails.
This change will also decrease the stigma built around email campaigns and the volume of spam mails that customers receive on day-to-day basis.
Emails are truly the bedrock of digital marketing strategies as DMAs email tracker 2017 reports that email receives 30 times ROI on an average.
95% of respondents rated it as ‘important’ or ‘very important’ to their organization.
Therefore, for an email marketer wondering how do I use email marketing effectively, it is crucial to understand that:
Above stats from DMA INSIGHT: MARKETER EMAIL TRACKING STUDY 2017 show preferences of consumers, what they expect from their email marketers. They want discounts, free gifts, loyalty rewards and consistently opt for money off.
Email communication to clients and prospects:
Communication is surely a hard work. So, to help you with writing best business emails, we’ve rounded up some of our favorite scripts and templates for making professional email writing much easier and less time consuming.
These emails help you to connect with your previous or existing leads or clients with your services, through different platforms and methods. They help you reach buyers from time to time and also keep them involved and engaged in your business products.
Lead nurturing email example:
Subject: Step by Step assistance for your cloud business
Thank you for showing interest in ZNetLive Cloud Managed Services. By taking this initial step, you are already well on your way to meeting your goals and streamlining your cloud journey.
We offer a FREE, one-hour consultation with one of our managed experts who first understand requirements of your digital business and then provides step by step assistance for your cloud journey.
Please let us know if you would like us to assist you in managing your cloud business. Give us a call at 1-800-102-9638
Lead nurturing email template:
Subject: Step by Step assistance for your <<_________>> business
Hi ( First Name],
Thank you for showing interest in (YOUR PRODUCT/SERVICE).
By taking this initial step, you are already well on your way to meeting your (GOALS THAT YOUR BUSINESS CAN HELP YOUR PROSPECT MEET).
We offer (DESCRIBE A SPECIAL OFFER). (DESCRIBE THE VALUE AND BENEFITS OF YOUR OFFER FOR YOUR CUSTOMER).
Please let us know if you would like us to assist you (SOLUTION)!
Give us a call/email us at (INSERT YOUR CONTACT INFORMATION).
These types of emails are used to describe and promote a specific product. In this, generally one single offer is clubbed with a call-to-action that’s linked to the targeted landing page, specifically conceptualized for that specific offer.
These emails are termed as best promotional emails. They include announcement of special discount offer/coupon offers or free trial offers on service (s)/product(s).
So, the mail copy with discount offer should be brief, but should convey the offer’s value. In addition, make sure that call-to-action (CTA) link is large, clear and uses actionable language. You can also use visuals like below example.
Discount offer email example:
Subject Line: Upto 50% Off on ZNetLive’s Enterprise Cloud – 1
We are pleased to inform you that once again we have come up with the Special Discount Offer on ZNetLive’s SSD Cloud VPS – the most availed and unmatched offer of May 2018.
Being our valued customer at ZNetLive, you can take advantage of our 50% discount offer on all the plans of SSD Cloud VPS.
For just half the price, ZNetLive will help you optimize your website to the best. Hope you will take advantage of this great opportunity.
Reach out to us for any help by emailing us at [email protected] or call us directly at (91)-(141)-(4070666)/1-800-102-9638
Discount offer email template:
Subject Line: (BRIEF DESCRIPTION OF OFFER)
Dear (FIRST NAME),
We are pleased to inform you that once again we have come up with the (Special Discount Offer) on (SERVICE/PRODUCT NAME) for (VALIDITY OF OFFER).
Hope you will take advantage of this great opportunity (SPECIFY THE VALUE OF YOUR OFFER).
Reach out to us for any help by emailing us at (YOUR EMAIL ID) call us directly at (YOUR PHONE NUMBER).
( FROM NAME)
These business emails are used for product launch campaigns and are a bit tricky as the mail needs to be brief, but should convey the product’s importance for the mail recipients.
Product launch email example:
Subject Line: Introducing Advisory Club at low joining fee
We are excited to introduce our new program, Advisory Club that has been designed to help budding businesses as well as established enterprises sell and bundle cloud solutions, leveraging ZNetLive’s cloud expertise.
This roll out features automation platform, SEO friendly marketplace, white labelled support and resource center with increased profit margins and optimized costs.
The advisory club membership cost starts from only INR 999 per month.
Contact our Advisory Success Team and ask them to sign you up for the club membership.
Be one of the first ones to use it!
Advisory Success Team
Product launch email template:
Subject Line: (YOUR LATEST OFFERING NAME WITH ONE LINE DESCRIPTION)
Dear (FIRST NAME),
We are excited to introduce our new (BRIEF OUTLINE OF NEW PROGRAM/PRODUCT OR SERVICE). (GIVE A BRIEF DESCRIPTION OF YOUR NEW OFFERING MENTIONING KEY POINTS).
(DESCRIBE THE BENEFITS/FEATURES OF YOUR NEW OFFERING). (SPECIFY THE VALUE OF YOUR OFFER).
(TELL PEOPLE HOW TO GET THE NEW OFFERING).
Contact our (INSERT CONTACT INFORMATION), if you have any questions or if there is anything else we can do to help you.
Email can be a great vehicle for promoting an upcoming event like a webinar, a round table conference or a joint event that you’re hosting with your co-marketing partner.
To invite your customers to the scheduled event and motivate them to register, it’s essentially important to clearly showcase why that event is worth their attendance. You can do so by creating an e-invite.
Business event invitation email example:
Subject Line: Webinar Invitation | Multiply your profit margins with ZNetLive Advisory Club.
Hope you are doing good. You are invited to attend our FREE webinar “Increase your profit margins and optimize your cost with ZNetLive Advisory Club.” to help you grow profitable business in cloud. This is a special webinar for our valued customers only.
Date: Friday, 25 May 2018
Time: 4PM – 5PM IST
Speaker: Ms. Barkha Singh(Chief Marketing Officer, ZNetLive)
We will be discussing:
I look forward to your participation during the webinar. Please book your seats soon.
Hope to e-meet you soon!
Chief Marketing Officer
Business event invitation email template:
Subject Line: INVITATION (NAME AND BRIEF DESCRIPTION OF THE EVENT)
Dear (FIRST NAME),
Hope you are doing good. You are invited to attend (EVENT NAME) to (BRIEF DESCRIPTION OF THE EVENT).
Optional – (DEFINE THE ISSUE YOUR ATTENDEES ARE FACING AND WHAT SOLUTION YOU ARE OFFERING).
(DATE)/(TIME AND TIME ZONE)/(VENUE)/(SPEAKER(s)NAME)
We will be discussing:
(MENTION AGENDA OF THE EVENT OR LIST FEW BENEFITS THAT YOUR ATTENDEES WILL RECEIVE FROM THE EVENT).
For Sign up, add a big button (REGISTER HERE) with event link, if possible.
Hope to see you soon!
Besides above professional email samples, there are other transactional emails like – Thank you for making purchase, Confirmation mails, Feedback mails /reviews, Newsletter emails and more.
Let us know your feedback in comments section.
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Lipika Is a fun loving person who enjoys writing. She loves learning about all things technical and loves guiding others about it. In her free time, she likes dancing and listening to music. You can catch her at Google+.
Emails may be a part of our daily lives but it does not mean that we are already good at writing one. With that here are some email writing format examples that.