40+ Professional Email Templates for Small Businesses and Professionals 

Emails are an integral part of business communication. From sales and marketing to customer communication, logistic updates, event invites, and job applications — there’s an email for all your requirements. Whether you’re a small business owner or a professional searching for jobs, getting your email game on point is necessary. 

However, writing the same emails time and again is both tedious and time-consuming. You may not even have the bandwidth to draft the perfect email while balancing your other responsibilities.

Thankfully, there’s an easy solution to the problem — professional email templates. Business email templates can make sending emails a breeze for you. Attractive templates also ensure that your emails are read and not overlooked or marked as spam. 

Today, we will discuss more than 40 professional email templates for small businesses and professionals that can ensure your next email exchange is a success. Let’s get started. 

1. Sales Email Templates

First, let’s discuss work email templates for sales. Sales emails allow you to turn prospects into customers. Because sales emails lay the ground for getting business for your business, you should never compromise on their quality. 

Such emails need to be persuasive, interesting, and resonate with your target audience. Although there can be multiple types of sales emails, we will discuss the following template types: 

Cold Email

Although this is a broad categorization, a cold email is a part of your business’s sales outreach communication. Its only purpose is to initiate a conversation (virtual or otherwise) with your prospect. 

You can request a call or a virtual meeting to proceed to the next stage. That’s why your cold email needs to be precise and appealing to your target audience. 

Apart from writing an attention-grabbing subject line, here’s a template you can follow: 

Hello {{Name}},  I’m Tom from Miracle Web Designs Inc., and I have been following your website, The Upper Pawside, for the last couple years. Your work is indeed commendable, and I was really happy to see you featured in {{News Organization}}’s article about {{Topic}}. As your brand grows, I noticed that there’s also some scope for growth in terms of your web design and user interface.  Have you considered outsourcing web design to an agency that specializes in the matter and can help you make significant improvements?  Miracle Web Designs Inc. is a full-service web and digital marketing agency that specializes in revamping websites at affordable prices. We have worked with more than 100 clients to date, including the likes of Alibaba Today, Dad’s Dog Blog, Saturnalia Yoga, and others.  I have some great recommendations for The Upper Pawside that I think you would be interested in.  Would you like to get on a call to discuss my proposition? You can click the button below to schedule a call with my team for a free consultation.  {{Schedule Call}}  Best regards,  Tom Hiddleston  Sales Lead  Miracle Web Designs Inc.

Follow-Up Email for Sales

Once your first sales email has been sent, you might get a response from your target audience. However, in some cases, you might need to make one or two attempts at connecting with them. Your prospect will likely receive many such sales emails, and your first email may get overlooked, remain unopened, or be ignored. 

A short and simple follow-up email can be useful in such situations. Of course, you will need to write a catchy subject line that gets the recipient to reply to your email. 

Here’s a sales follow-up email format you can use: 

Hello {{Name}},  I hope you’re doing well.  I wanted to reach out and follow up about my previous email. I know you’re busy and your inbox probably fills up pretty quickly!  Just to recap: I noticed your brand is growing and having a well-designed and functional website can help you scale even faster by increasing conversion. I’d love to discuss how my full-service marketing and design agency, Miracle Web Designs, could help you! I hope to hear from you soon! Best regards,  Tom Hiddleston  Sales Lead  Miracle Web Designs Inc.

Call Follow-up Email

Once your first consultation call is done, you need to send a follow-up email. You should ask your prospect about their feedback and discuss the next steps. This email should be equal parts direct and persuasive. 

Here’s a format you can follow: 

Hello {{Name}},  It was great talking to you about future alliances.  Here’s a quick rundown of what we discussed on the call:  1. We will perform a full website audit to understand what’s not working currently. 2. We will discuss our findings to define a plan of action. 3. Once the action plan is approved, you will define a timeline for us to start working on the web design revamp. Was the consultation helpful to you? If it is satisfactory, I would like to inform you of the next steps. Please let me know what your thoughts are.  I hope to hear back from you soon.  Best regards,  Tom

Invoice Email

If you use an email marketing tool, your system might auto-generate an invoice email. However, if you do not have one, here’s a format you can follow: 

Hello {{Name}},  Please find the invoice for your order number {{insert id}} dated {{insert purchase date}} below:  Name: {{First Name}} {{Last Name}} Billing Address: {{Billing Address}} Shipping Address: {{Shipping Address}} Invoice number: {{Invoice Number}} Amount Payable: {{Amount}} Payment Status: Pay on Delivery  Please feel free to reach out to us with any invoice-related questions.  {{Signature}}

Onboarding Email 

Once a client signs a contractual agreement to enlist you as a vendor for your products or services, you need to welcome them with an onboarding email. A client onboarding email should be warm and welcoming but also contain all the necessary information that they will need to coordinate with you.

A client-vendor relationship can vary widely, and so can the contents of the email. However, refer to the template below for a basic understanding of what an onboarding email looks like: 

Hello {{Name}},  We’re excited to welcome you to the {{Business Name} family! Thank you for trusting us with your {{Contracted Service}} needs. To ensure that we can work in a hassle-free manner, we would like to introduce {{Customer Contact Person}} as the official contact of our team. You can reach out to her for any requirements, suggestions, or queries that you may have.  We would like to schedule a call with your team before we begin working on the project. Please let us know a suitable time to get on a conference call.  We look forward to connecting with you soon.   Best regards,  Epic Owl Team  You could also insert the signature of the sales/marketing lead who facilitated the deal.

2. Email Marketing Templates

Marketing enables businesses to build relationships with consumers and promote their products. Such emails help you stay connected with both prospective and existing customers. 

That’s why marketing emails need to be conversational and relatable.

Welcome Email

This is the first email you send to someone once they sign up for your services or make their first purchase. So, a welcome email needs to be warm and inviting but also short and succinct. 

Here’s a template you can follow: 

Hello {{Name}},  Welcome aboard! We’re glad to welcome you to the {{Business Name}} family.  Thank you for signing up and making your first purchase. We know you’ll love the {{Purchased Product Name}}! We look forward to building a long-term relationship with you. Yours truly,  The Unicorn Team

Abandoned Cart Email

An abandoned cart email is helpful for all e-commerce businesses. Abandoned cart emails are sent to customers who have added products to their cart or signed up for your service but have not completed the checkout process. 

It acts as a gentle reminder that urges them to complete the purchase. You can automate the delivery of your abandoned cart email — just make sure it’s very concise and not too pushy in tone. 

Here’s a template you can follow: 

Hello there!  We noticed that you still have {{Product of Service Name}} waiting in your cart!  Do you need a little extra encouragement? If you enter the promo code {{Promo Code}} at checkout within the next 24 hours, you’ll receive an additional 10% off your purchase! All the best, {{Business Name}} Team

Promotion Email 

Promotional emails can help small businesses by sharing special offers, discounts, new services, and more with customers. You can send promotional emails to existing and prospective customers if you have their email addresses in your database. 

Such emails need to be intriguing and visually appealing so that your target audience is enticed and avails of whatever you’re promoting. Create a sense of urgency and mention that the offer is only valid for a limited period. 

Here’s a template you can follow: 

Hello {{Name}},  We have an exciting offer exclusively for you!  Get a flat {{Discount Percentage}} discount on all website purchases made before {{Promotion End Date}}! If you have had your eyes on that pair of sneakers or Bomber jacket, grab them at attractive rates today. Discounts also apply to wish-listed items.  What are you waiting for?  {{Shop Now}} Yours,  John from Anon Fits

Discount Offer Email

If you want to make your customers feel special, drive sales, or sell a new product, you could offer them one-time-only lucrative discounts. Discount offer emails are an industry standard for increasing sales and improving traction. 

Here’s a standard email template that you can follow: 

Hello there {{Name}},  The discount season is here.  We are offering a {{Discount Percentage}}  discount on {{Product Name}} to select customers. This is a limited-period offer and it expires on {{Expiration Date}}.  Grab the deal before time runs out!  Yours,  Travel Today Team

Affiliate Partnership Email

Affiliate marketing is an effective way of boosting sales and gaining wider outreach. Although an affiliate partnership can have many different terms and conditions, the underlying principle remains the same — your affiliate partner gets a commission for every sale they facilitate. 

You can incorporate affiliate partnerships at any stage of your business. But if you’re a new business owner with limited outreach, affiliate partnerships can be particularly helpful to you. 

Here’s a format you can follow in drafting an affiliate partnership email: 

Hello {{Name}},  I’m {{Employee Name}} from {{Business Name}}. I have been following your work for years, and I am fascinated with what you do.  Interestingly enough, I have a product for {{Industry}} called {{Product Name}} that could appeal to your audience. Before I make my proposal, let me share more details about my offering.  Hulk tire is the latest addition to our product range, made specifically for dirt biking. These are engineered with our homegrown technology and are designed to keep dirt at bay. The tires are also extremely long-lasting and will, therefore, appeal to your community of dirt bikers.  I would like to pursue an affiliate partnership with you. You can feature the product on your website/blog/social media and earn a commission for every sale you make.  You can check out the details of our affiliate program here {{Affiliate Partner URL}}. I’d be happy to discuss the terms of the partnership with you.  Please let me know what you think of my proposal.  Awaiting your reply,  {{Employee Name}}

Re-Engagement Email

A re-engagement email is one that you send to customers who have not made a purchase in a long time or have been inactive. Such emails attempt to reconnect with your customers and ensure they start engaging with the brand again. Remember that your re-engagement emails should be genuine, empathetic, and not pushy in any way. 

You can send different types of re-engagement emails, asking your clients to: 

1. Share their reasons for not making a purchase or engaging with your brand. 
2. Update their email and other contact information. 
3. Avail of special discounts or offers. 
4. Renew their subscription or membership at discounted rates. 

Today, we will discuss only one of them below. 

Here’s a template you can follow: 

Hey {{Name}},  We miss you!  It has been a while since you have checked our emails and offers.  I was wondering if an exclusive incentive might pique your curiosity? Since you’re already a valued member of our community, I’d like to offer you a 10% discount on your annual membership renewal fee. Just enter your custom promo code at checkout: {{Custom Promo Code}} We hope to see more of you in the coming days. Feel free to reach out to us with questions if you have any.  Yours, {{Brand Name}}

Customer Newsletter 

The next email format template in this category is for a newsletter. Newsletters can be considered thought leadership content and can help you gain credibility for your brand. You can also utilize newsletters to educate your audience on what you sell, build a community of followers, and share special offers and discounts. 

Newsletters should be sent monthly, if not weekly. 

Here’s a professional email template you can follow for newsletters. Please remember to add a catchy subject line. 

Hello {{Name}},  Here’s the latest edition of Bark Bulletin, hot off the digital press! #1 How to Celebrate Christmas with Your Dog   Here are ten safe and enjoyable ways to celebrate the upcoming holidays with your dog. Read More Here: {{Link to Article 1}} #2 Homemade Treats to Indulge Your Dog Did you know you can use household ingredients to bake delicious and nutritious treats for your dog?Read More Here: {{Link to Article 2}} You can have 3 to 5 such stories to keep the newsletter easy to read and relevant. You can also add a note from the editor or a message from the team if you wish to.  See you in the next edition,  {{Employee Name}}

New Blog Post Email 

If you maintain a blog for your business, you should notify your clients via email every time you publish a new article. They are most likely to find the information useful, as they might not have the time to check your blog every other day. 

Here’s how you can promote your latest blog post: 

Hey {{First Name}},  We did it again! We published yet another amazing article on our blog, and we can’t wait for you to read it.  How to Leverage the Power of Social Media for Branding – The Complete Guide is now live on our website.  Check it out here: {{Link to Article}}  Let us know what you think of the article and if it was helpful to you.  Happy reading!  {{Your Name}}

Product Launch Email

One of the best ways to reach potential customers is by writing a product launch cold email. You could write a pitch for a product or service you offer or simply to increase brand awareness. In both cases, you must make your pitch personal and engaging. 

Here’s a template you can follow: 

Hi {{First Name}}, I am {{Your Name}} from {{Your Business Name}}, and I have an interesting proposition for you.  {{Your Business Name}} is a full-service digital marketing agency helping brands like yours get the most ROI on their marketing budgets. We have already worked with over 100 clients and helped them embark on a successful digital marketing journey. We can help you with:  1. Content Marketing  2. Copywriting  3. SEO Optimization  4. Pay Per Click Advertising  5. Brand Marketing and Strategy  We recently launched a consolidated digital marketing service called {{Service Name}}, where we tailor digital marketing solutions to your immediate needs. It’s a package deal of our best services.  Would you like to get on a call to discuss our new service launch and how it can help you?  Please reply to this email so we can get started, or use the button below to fill in your details. Our representative will give you a call ASAP! {{Link to Contact Form}} Yours truly,  {{Your Name}} {{Your Business Name}}

Rewards Email

You can make an exclusive offer to your customers by giving them a one-time reward, a referral incentive, or a special promotional discount. Such emails can help you boost your sales during festive seasons and even allow you to gain new customers. 

For this reason, you have to make them an offer they cannot refuse! Make it feel as intimate as you can to get the best results. It’s also good to personalize the email as much as possible to make the customer feel special and valued. 

Here’s a template you can follow: 

Hi there {{Name}},  We hope you have enjoyed our {{Product or Service Name}} so far.  Because you’re such a valued customer, we want to share an exclusive promotional offer with you.  You can now get a flat {{Discount Percentage}} discount on your next purchase by referring your friend to us. The more referrals you can get, the bigger the discount. This offer is valid for the {{Offer Period}}. So hurry and start saving! Start here: {{Link to Referral Page}} We hope to continue associating with you in the coming days.  Warmest regards,  {{Business Name}} Team

3. Lead Nurturing Emails

Lead magnet email campaigns comprise targeted emails with one goal — to help you convert a prospect into a customer. But you cannot hope for conversion with just one email – you need to send a series of emails that build up to your goal. 

While the number of emails you send will vary according to your marketing strategy and budget, let’s discuss email template examples for two of the most important emails in a lead magnet email campaign.

Content Download Emails

If you have conducted research or surveys, written a case study, or worked on any literature that could be used as marketing collateral, you need to share it with your prospects and existing clients. This will help them gain interest in your work and build credibility. 

In case you have never done it before, here’s a professional email template you can follow: 

Hello {{Name}},  Did you know that innovations in robotics are transforming the transportation industry at a pace never seen before? What does robotics hold for the future of logistics and shipping?  Read my case study on Robotics in Transportation here: {{Article Link}}.  In this case study, I cover how:  #1 Innovation in robotics is helping automate repetitive tasks for the logistics industry. #2 Robots are being deployed to perform seamless last-mile deliveries. #3 Robotic computing is helping trucking companies with route mapping and resource allocation. If you find the case study interesting and would like to stay up-to-date about what else is happening in logistics and transportation, click the link below.  {{Newsletter Sign Up Link}} Happy reading!  Best regards,  {{Your Name}}

Lead Magnet Promotion Email

A lead magnet is a freebie you can offer to your customers to collect their contact information or engage them in new offerings. You can send a lead magnet promotional email to inform your customers of a new service or product you have added to your repertoire. It could also come in handy for re-targeting existing customers who have not engaged with your brand in recent times. 

This type of email needs to cut straight to the chase and have a sense of urgency that prompts the recipient to take the desired action when they receive it. 

Here’s a quick and easy format you can follow: 

Hello there {{Name}},  We are very excited to share with you that we have launched {{Year}} in Review: Looking Back At the Year That Has Been.  In this exclusive report, we look at {{Topic 1}}, {{Topic 2}}, and also {{Topic 3}}.  Would you like to take a look at our report?  Find it here: {{Report Link}} Don’t forget to tell us your thoughts!  Yours, {{Company Name}} Team

Lead Magnet Delivery Email

Once your customers have shown interest and clicked on the CTA of your first lead generation email, you need to immediately send a lead magnet delivery email. 

For example, if your email promised access to exclusive features, an upgrade, or a PDF containing useful information for your customers, the lead magnet delivery email should give them that.

Lead magnet delivery emails are always automated with only one goal. Because of this, you should keep them short, relevant, and easy to read. 

Here’s a template you can follow: 

Hello {{Name}},  Thank you for requesting your free eBook about {{eBook Topic}} from {{Your Business Name}}. {{eBook URL}} Keep an eye out for exclusive offers and future updates from our team. We’re happy to have you as a member of our community! All the best, {{Business Name}}

Lead Magnet Follow-up Email

The next email that we’re going to discuss is a lead magnet follow-up email. If your prospect has shown interest in your first email but has not taken the desired action, you should send a follow-up email. 

Unlike the lead magnet delivery email, such emails need to have a personal touch and conversational tone. 

Here’s a template you can follow: 

Hello there {{Name}}, I noticed that you were interested in our ebook, {{eBook Title}}, but you have not downloaded it yet.  Access the eBook here: {{eBook URL}} Would you like to know more about the eBook or discuss its contents over a call?  Please let me know and I’ll be in touch soon!  Best regards, {{Your Name}}

4. Transactional Emails

Every e-commerce seller needs to notify their customer about the status of their purchase. So, in this section, we will discuss six professional email templates that can help you draft transactional emails effortlessly.

Verification Email

If a new user has subscribed to your newsletter or membership program, changed a password to their online account, or done something similar that needs confirmation from your end, you need to send a verification email. The only purpose of this email is confirmation, so it needs to be simple and brief. 

Here’s a template you can follow: 

Hello {{Name}},  Thank you for signing up to {{Newsletter Name}}.  Please click on the link below to verify your email.  {{Email Verification Link}}

Order Confirmation Email

Next, we have the confirmation email that you need to send to your client once they have placed an order. It should contain all relevant details of their order and a package tracking link for ease of use. 

Hello {{Name}},  Thank you for shopping with us. We have received your Order No. {{Order Number}} on {{Order Date}}.  Your order is processing.  Track your package here: {{Package Tracking URL}} Please reply to this email if you have any order-related queries.  Thank you,  {{Business Name}} Team

Shipping Confirmation Email

You also need to share a confirmation email with your customer once you have shipped their order. After finalizing a template, you can automate the process from the backend of any email marketing tool you use. 

Hello {{Name}},  Hurray! Your order is on its way!  Your order is expected to reach you by the {{Expected Delivery Date}}. Track your parcel here: {{Package Tracking URL}} Feel free to reach out to us for any order-related queries.  {{Email Signature}}

Thank You Email

Customer relationships are built on reciprocity, and sending a thank you email to your customers when they make a purchase or sign up for your newsletter can always work in your favor. Sending a simple thank you email can be the key differentiator between a brand loved by customers and one with a bad reputation.  

You already know which side you want to be on. So check out the template you can use for writing your next email below: 

Dear {{Name}},  Thank you so much for placing your order with us.  We look forward to nurturing a long and meaningful relationship with you.  If you have suggestions, please feel free to share them with us. We will do our best to meet your expectations.  Best regards,  The {{Business Name}} Team

5. Customer Service Emails

To maintain a healthy relationship with your customers, you must ask for their feedback. While you can jump on a call and have a conversation, a brief survey or review request via email may work better. Your customers might not like entertaining calls from you regarding every purchase they make — that’s why a customer service email is the better choice.

Customer service emails also include addressing complaints or any dispute your clients may have raised. 

Here are a few commonly used customer service email templates for you: 

Customer Complaint Response Email 

What do you do if your customers are unhappy with their purchase or have a bone to pick with you? You need to address dissatisfied customers via an email that is polite and makes a genuine attempt at understanding their problem. Remember, you need to act promptly when dealing with customer complaints, so ensure you make them your priority. 

Customer complaints can vary, so you might need to tweak the email copy to suit your needs. 

However, here’s a foolproof starter template you can refer to when dealing with a dissatisfied customer: 

Hello {{Name}},  We are sorry to hear about your poor experience regarding Order {{Order ID Number}}.  Please accept our sincerest apologies.  Rest assured that the concerned team is already working on resolving the matter. We will do everything in our capacity to get you a  quick and hassle-free resolution.  If you have any feedback or suggestions, please share them with us. Your opinion matters to us.  Apologies, {{Business Name}} Customer Care Team

Review or Feedback Survey Email

You should always ask for your customers’ feedback after they make a purchase. A review or feedback survey email is similar to the testimonial email we discussed earlier. So we won’t dive into the details — just remember that feedback is usually specific to a particular purchase. 

Here’s a template you can follow: 

Hello {{Name}},  Thank you for your purchase! We hope you liked your {{Product Name}}.  Could you spare 5 minutes to write a review for us? Your opinion matters to us and will help us improve our offering.  Leave a review here: {{Review Link}} Best regards,  {{Business Name}} Team

Survey Email (Formal)

Apart from requesting a product or performance review, you could also send survey requests to your existing clients to learn about their interests, expectations, and preferences. The data you collect from such surveys can be extremely useful for product development, sales, or marketing strategy. 

Here’s a formal survey request format: 

Hello {{Name}},  Thank you for being our customer for {{Number of Years}}  years.  Could you kindly spare a few minutes to take this survey for us? Your responses will help us assess our current offerings and bring better products to you in the future.  Take the survey here: {{Survey Link}} Thank you for your time and, most of all, for being with us all this time.  The {{Business Name}} Team

Survey Email (Informal)

You could also write an informal email requesting your clients to take the survey by using the email template given below: 

Hello {{Name}},  It’s been a while since we caught up, so we thought, why not do so today? Because you’re a valued customer, we’d like to ask for 5 minutes of your time so that you can tell us about your recent experiences on our website. It will help us serve you better in the future.  Take the survey here: {{Survey Link}}  Thank you for supporting us!  Yours truly,  {{Business Name}}

Customer Satisfaction Email

Not keen on sending surveys? Drop a customer satisfaction email in your customers’ inboxes. Unlike a review or feedback email, ask them for their general opinion of your brand and if you have been able to satisfy their expectations. Keep it direct, short, and honest. Here’s a professional email template you can use:

Hello {{First Name}},  We hope you are doing well.  We would like to know about your recent experiences with our products. Did you love them? Not so much? Let us know either way so we can serve you better in the future!  Please feel free to respond directly to this email. Best regards,  {{Business Name}}

6. Event and Invitation Emails

All kinds of businesses have interactions, whether virtual or physical. And emails facilitate interaction. That’s why it’s important to learn how to draft event or invitation emails because you will need them every day. 

Event Invite Email

Hosting your annual Christmas bash, an awards night, or organizing a conference? You might want to invite your clients to join you. You can also send an RSVP reminder to know how many people will attend your event. 

If you’re planning on hosting your clients, here’s an email invite template you can refer to: 

Hello {{Name}},  We would love to host you for our annual {{Event Name}} on {{Date}}  at {{Time}} at {{Venue Name}}.  As you might be aware, every year, we organize {{Event Name}} to thank our patrons for their continued support and award employees who have helped us keep our customers satisfied. Like every year, this year’s event will be a fun-filled evening of networking, camaraderie, and celebration.  As we gear up for our annual celebrations, we request the pleasure of your company at the event.  You can check out more about the event here: {{Link to Event}}.  Please RSVP by replying to this email.  We look forward to seeing you there!

Appointment Email

If your business runs on appointment-based renewals or services, you might need to send yearly reminders to your clients. 

Here’s how you can go about it: 

Hello {{Name}},  It’s that time of the year again.  Your membership is due for renewal on {{Renewal date}}. Please schedule an appointment with us so that we can review the terms of our partnership and renew our contract.  See our availability here: {{Scheduling Link}}  Please feel free to reply to this email if you are unable to schedule an appointment.  Regards,  {{Signature}}

Call Invite Email

You can invite clients to join you over a call if you offer free or paid consultation services or work in an agency. It may even be a part of your sales prospecting process. 

Here’s a template for you to follow: 

Hi {{Name}},  Thank you for signing up for a free consultation.  Feel free to schedule a meeting with me {{Schedule Call Link}}  Excited to speak with you! Until then,  {{Your Name}}

Meeting Invitation Email 

Your prospect is either going to decide to take the discussion forward or decline the offer. If the former happens, congratulations! You’re close to converting your prospect into your client. 

The next step is to discuss the scope of the project with the client, and you need to send a meeting invitation email for that.

Here’s a template you can utilize for such cases: 

Hello {{Name}},  Glad to know that you would like to learn more about how I can help you {{Service Description}}.   To discuss the matter in greater detail, I would like you to join me for a meeting.  If you prefer a virtual meeting, you can schedule it here: {{Virtual Meeting Link}} Would you prefer to meet in person? Please respond to this email with your preferences for date, place, and time.  I look forward to hearing back from you.  Best,  {{Your name}}

Podcast Invite Email

Podcasts are a popular way of building credibility and establishing your brand or business as a thought leader in its niche. However, it can be hard to get your audience to tune in to your podcast, especially if you’re new to it. 

But that’s not a problem that a good email can’t solve. So, here’s a template you can follow: 

Hello {{Name}},  We have a podcast, {{Podcast Name}}, where we talk about dark history that wasn’t taught in schools and is often carefully hidden from the public eye.  What’s more, we even have special guests joining us during a few episodes. We release new episodes every second and fourth Saturday of the month.  Would you like to listen to the latest episode?  Here’s the latest episode: {{Link to Podcast}}  You can catch up on all the episodes that are currently live till we release the next one.  Don’t forget to share it with others who may find the podcast useful.  Best regards,  {{Your Name}}

7. Outreach Emails

The next category of a business email template is for an outreach pitch you can make to your prospects for increased visibility, partnerships, and more. Apart from targeting direct customers, you will also learn how to draft an email to influencers who can promote your brand, service, or offering to their followers. 

Guest Post Outreach Email

For bloggers, guest posting can be rather helpful in attracting traffic to your blog or getting the right kind of attention for your business. You will have to scout for relevant blogs or websites in your niche that you can contribute to. A guest post outreach email can help you contact the blogs where you want to publish your articles. 

Keep such emails direct but charming because you will have to make an impression. 

Here’s how you can get started: 

Hello {{Name}},  I’m a huge fan of your blog, and I must say that the topics you cover are insightful. I have been reading your blog posts for the last five years and have always found that you’re one of the first to cover the latest trends in {{Industry}}.  If you’re open to it, I would love to contribute as a guest author to your blog. I have a few topics in mind. I am listing them below: #1 How To Adopt Zero Trust Cyber Security Practices  #2 Bridging the Gap of Cyber Debt #3 Preparing for AI-driven Security Breaches I have chosen these topics because I feel that they will be a valuable addition to your blog and interest your readers. I have also read the guidelines for guest post submissions.  You can check out my published works here: {{Portfolio Link}}. I am also open to discussing the next steps over a call or email. Let me know your preference.  Hoping to hear from you soon.  Yours truly,  {{Your name}}

PR Outreach Email

Next up, let’s discuss a PR outreach email that you can share with your PR network for publishing and circulation. PR emails usually disclose any significant development in your business, like new partnerships, acquisitions, appointments, product launches, and the like. 

The sole purpose of a PR email is to have digital or physical publications publish your news to help it reach a wider audience. Your team should draft a press release with all relevant details to be shared for circulation. 

Some businesses have full-blown PR outreach campaign strategies, but even if you don’t, here’s a format that can get you started: 

Hello {{Name}},  We have news!  {{Business Name}} has appointed {{Full Name}} as its new {{Job Title}}. {{Full Name}} succeeds {{Previous Employee}} in this role and is expected to bring her unique business approach to reinvigorate the business.  We’re attaching a press release detailing the brand-new appointment for your perusal.  {{Full Name}} will also be available for a virtual interview.  We hope that you publish the press release as soon as possible.  For any other questions, please feel free to reply to this email.  Best,  Wishing Chair Co. Team

Influencer Outreach Email

As discussed earlier, you could also reach out to influencers for a collaboration through which they will promote your product or service. You may wonder what’s the need for an email if you can directly approach them via direct messaging (DMs). Emails make matters official and add gravitas to your proposal. 

While you should always DM influencers, you should also supplement it with an email to strengthen your appeal. 

Here’s an outreach template you can follow: 

Hello there {{Name}},  I am {{Your Name}} from {{Business Name}}, and I have been a fan of your work over the past few months. I would like to propose collaborating with you for my brand as a part of our {{Campaign Name}} campaign because you’re an ideal fit for the role.  We will share a complimentary skin and hair care product bundle for your perusal. We expect you to make an inspiring video showcasing the products while sharing your take on beauty with a purpose. Please share the video with our team before you post it on your socials.  We can work out the terms of our collaboration at a date and time convenient to you. Please let us know your interest and availability by replying to this email.  I hope you partner with us for this fantastic opportunity because it’s truly one of a kind. Hoping to hear from you soon,  {{Your Name}}

8. Internal Emails

In this section, we will discuss email templates that can be useful to both employers and employees in common professional scenarios. 

Email to Employee (Performance Improvement)

In some cases, your employee may not be showing the kind of improvement and growth you expect from them. If not a staunch reprimand, you can send them an email urging them to work on improving their performance at work. 

Such an email should be powerful enough to inspire a change in the attitude of your employee, but it should not be demoralizing. 

Here’s how you can draft an email that strikes a balance between the two:

Hello {{Name}},  As you might be aware, we have noticed certain changes in your performance from {{insert date}}. Such inconsistent performance and lack of growth are uncharacteristic of you, and that’s why we must address it as soon as possible.  Can you share the reasons for your current performance? We are always here to listen to you. If there is anything we can do to fix the issue, we would love to help you.  In the meantime, you can go over these resources to upskill yourself.  {{Access Resources}} We would also like to schedule a one-on-one session with you in the upcoming days.  Regards,  HR Team

Internal Company Newsletter 

An integral part of internal communication, a company newsletter can boost employee morale and help build a culture of cooperation. Internal company newsletters should not be an afterthought in corporate communication because such letters can play a pivotal role in employee welfare. 

You can create a template for monthly or weekly company newsletters, change the copy, and email it to your team. 

Here’s a company newsletter email template you can follow: 

The Month in Recap  Hello, everyone. We know you have had an eventful month at work. We thank you for your continued efforts in making the company what it is, and we hope that you will spare no effort in your endeavors in the future.  Let’s look at the month we have had before we move on to bigger things next.  #1 The Customer Care Team has emerged as the most productive team in the company. #2 The Sales Team has successfully onboarded ten new clients.  #3 The Content and Marketing teams have shown great team spirit in executing omnichannel marketing campaigns for our new product, Viva La Vida.  Note from the Director/CEO It gives me immense joy to know that our company is growing by leaps and bounds, all because of you. My heartiest congratulations to the entire team! Bravo on a job well done. Keep shining!  Employee of the Month: Gerard Butler, Marketing Communications  Team of the Month: Customer Care  Revenue Generated: $50,000 That’s all for today, folks! See you again next month.

Promotion Announcement (Transferring Employee)

If your employee has been transferred from one department to another or received a promotion that changes their job role, you need to inform the rest of the team of the change. Such emails help maintain transparency within the organization. 

In addition, if the employee in question is in a direct client-facing role, informing the client of the change is mandatory. 

Here’s a template you can follow to write a promotion announcement or employee transfer email: 

Hello there,  We’re pleased to announce that {{employee name}} from {{department}} has been promoted to {{new position}}. {{Employee name}} will be handling {{insert a short overview of responsibilities}} from our {{place name}} office.  2nd Paragraph: In this section, you can draw up the employee’s journey and how successful and committed they have been to their work to justify the change.  If you have questions about this transfer/change in position, please feel free to drop us an email.  Yours, {{Company name}} Team

9. Job Application Emails

On a job hunt? You should be able to send professional emails to your prospective employers. These emails need to be convincing and unique. They should also establish you as someone worth your future employers’ attention. 

We’re going to discuss easy-to-follow templates for two of the most common job-related emails you need in this article. 

Job Inquiry Email

Do you know that you can send an inquiry email to an organization you would like to work for in the future? While the organization may not have any active open positions, you can still email its HR or hiring committee explaining your skills and how you could add value to the team. 

Such cold emails are called job inquiry emails, and unlike the two discussed so far, you need to furnish details of your work experience for this one. You should ideally attach or link an updated resume to this email. 

Job inquiry emails need to be impressive and catch the eye of the recruiter. 

Here’s a template you can follow: 

Hello {{Name}},  I’m {{Your Name}}, and I have always nurtured a deep desire to work with your esteemed organization, {{Company Name}}.  I am well acquainted with the advertisement campaigns your company has produced, and it’s my earnest desire to be a part of the team that does such phenomenal work.  I have been working as a copywriter for the past five years, and I have worked with brands like Alta Vista, Kerfuffle, Just Do It, and more. I specialize in copywriting for the FMCG industry, although I am quite versatile and can work for other industries.  Here’s a link to my latest portfolio for your perusal: {{Portfolio Link}} Should it interest you, I’d be keen to hear back from you.  I look forward to your reply.  Best regards,  John Doe  Copywriter

Cover Letter Email

You need to send a cover letter email when applying for a job. Remember that, unlike the job inquiry email, a cover letter email is written when you’re directly responding to a job listing you came across, either online or offline. That’s why your cover letter email needs to share general information about you and be specific to the job listing at the same time. 

Think of the cover letter email as an elevator pitch that you’re making to your prospective employer. It should be so impressive that the hiring committee takes notice. 

Since your prospective employers are likely to get many applicants, you must ensure your email is unique and stands out from the crowd. 

Here’s a template you can follow: 

Hello {{Name}},  I am {{Your Name}}, and I came across your job listing for a freelance copywriter. I think I am a good fit for the role and would like to apply for the position of {{Job Title}} with {{Company Name}}.  I have 7+ years of job experience working as a copywriter with ad agencies, and I specialize in creative copywriting. I have written ad copy for more than 50 brands for their print, digital, and social media campaigns. Focussed and driven, I bring versatility and a never-say-die spirit to the table. I work well under deadlines and am known for my methodical approach to work.  Here’s a link to my professional profile that contains all the details about my work and testimonials from the clients I have worked with: {{Portfolio Link}}  I am also sharing a link to my portfolio and my updated resume for your perusal.  I look forward to hearing from you.  Best regards,  John Doe

10. Recruiting Email

As a recruiter, you can also reach out to prospective candidates with a job offer. In this section, we are going to discuss email templates that you can use to reach out to someone or write a referral for someone you have worked with in the past. There’s also a bonus email template for candidates who land interview calls. 

Let’s get started. 

Introductory Email/Interview Invitation Email 

Let’s look at how employers can introduce themselves to prospective candidates with a job offer. You may see this commonly happening on digital job portals like LinkedIn, where recruiters message candidates with proposals if they consider them an ideal fit for the position. 

Here’s a professional email template you can use to reach out to candidates: 

Hello {{Name}},  I recently came across your profile on WhoDoesWhat.com, and I must say that your portfolio of work is impressive. I think you would make an excellent addition to our team. I think you are an ideal fit for Client Servicing and would like to discuss the role in greater detail with you.  Would you be open to having a conversation?  Please reply to this email if the offer interests you.  Regards,  HR Team  Or {{Signature}}

Professional Reference Letter

You could also write a referral for a former employee, colleague, intern, or someone you know to help them with their job application. You would be writing directly to their prospective employer. Here’s how you should go about it: 

Hello {{Name}},  This is a referral for {{Referral Name}}, who aspires to work as a {{Job Title}} at {{Company Name}}.  As her mentor and current manager, I can assure you that {{Referral Name}} would be a great addition to any team. She’s a self-starter with a penchant for learning new things. During her internship, she has proven her merit as a reliable employee and has shown remarkable growth. I can only hope that her experience has made her better at her job and prepared her for a bigger opportunity. I hope you will give {{Referral Name}} a fair shot at working in your organization.  I will be happy to answer any additional questions you may have.  Best regards,  Simone Prabhu

Thank You Email After an Interview (Bonus)

It’s a good practice to write a short and sweet thank you email to your prospective employer after your final interview. Your employer will take time to make their hiring decision. But you should be as courteous as possible to ensure that, irrespective of the outcome, your relationship with your interviewer remains cordial. 

Here’s how you can draft a thank you email post-interview:

Hello {{Name}}, It was a pleasure talking to you. I hope I have been able to impress you during the interview. Thank you for sharing so many valuable insights with me. I am eagerly awaiting your response. Regards, {{Your name}}

Track Your Emails With Mailsuite 

Now that you have access to more than 40 professional email templates for your business and professional needs, it’s time to check out Mailsuite’s free email tracking plug-in. Measure email productivity and stay on top of your email marketing game with our end-to-end email marketing solution. 

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