How to Write a Business Email Format: Outline, Sample, and More

If someone wants to know how to write a business email format, it entails a mode of communication where business parties share messages digitally. Also, people send emails to transact their products and services. In this case, there are seven sections of an email, namely address of the sender, address of the receiver, subject line, salutation, body, and signature. Then, the addresses of the sender and receiver appear first on the left side of a business letter. In turn, the subject line should be short, clear, and descriptive. Greetings should include formal and respectful words if the mail is official. Moreover, salutations can be casual if parties are close friends. Basically, the message relayed through an email should be precise and clear. Both formal and informal emails can have their text justified or indented in a style that writers feel appropriate.

General Aspects of Writing a Business Email

Email messages are an essential form of communication in running a thriving business. Despite the existence of many kinds of conversations in business environments, most small-scale enterprises do not know how to write a good business email format to spur the growth of their businesses. Basically, there are many communication ways, such as verbal, non-verbal, and other written pieces. In this case, good business communicators use all means of communication, such as sending messages, posting memos, and advertising through brochures. However, due to ease of accessibility and convenience, successful business owners share information through emails. Also, this form of communication is more useful than others. Although people do not need to meet physically, they can effectively communicate through well-structured email messages. Therefore, people should know the structure and email format of the well-organized letter since it determines the effectiveness of communication.

how to write a business email format

Definition of a Business Email

Business email is a form of communication that involves two or more businesses sharing information. Basically, people write messages with a distinct tone, purpose, and structure. In this case, emails facilitate, sustain, and strengthen business relations. Also, a good email message should be well composed and be grammatically correct to communicate effectively and formally, portraying respect to business customs. Then, people write emails to promote their products and services to potential customers or partners. In turn, others use emails as communication tools within a specific network. Hence, different members collaborate and share their ideas. Furthermore, business owners use emails to notify customers about critical updates. 

An Outline of a Business Email Structure

  1. Address and name of the sender
  2. Address and name of the recipient
  3. Date
  4. Subject line
  5. Salutation
  6. Body
  7. Signature

Example of Writing a Short Business Email Format

Johnson Kelly,
Atlantic Ventures Limited,
P.O Box 987-6345,
Amsterdam.

3 May 2020.

Timothy Adams,
Deep Waters Limited,
P.O Box 1357-3452,
Amsterdam.

Re: Proposal for the supply and maintenance of boiler utilities in your company

Dear Mr. Adams,

Congratulations on opening a packaging manufacturing company in Amsterdam. We understand that running such a business requires a high consumption of energy, which might be costly to the company. Therefore, we aim to help you acquire a boiler to provide power for industrial operations. Furthermore, it is necessary to have it undergo periodic inspection and maintenance to ensure the company operates continuously.

Deep Waters Limited specializes in the supply and maintenance of boiler utilities to companies that want to save energy costs. In our proposal, we intend to offer the following services for your company:

  1. To supply and install the boiler and its accessories.
  2. Maintain the equipment through mechanical repairs.
  3. To provide boiler water treatment chemicals for protection against corrosion, scaling, and fouling.
  4. To train and equip the boiler operators with the necessary skills for boiler maintenance.

We do understand that you intend to have increased production capacity as well as reduced costs. Therefore, we are here to help you by offering our services, which we hope you will find them reliable. We kindly recommend that you adopt cost reduction measures that include the installation of a boiler system and regular maintenance. This approach will ensure sustainability in both production and cost reduction. For more information about the proposal and our company culture, please find attached documents. We hope that you will trust Atlantic Ventures Limited to serve you in reducing your energy costs.

Sincerely,

Johnson Kelly,
Technical Sales Representative,
Atlantic Ventures Limited.
Sales@atlanticventureslimitedexample.com
www.atlanticventureslimitedexample.com

The Process of Writing a Business Email

Addresses and Salutation

The address of the sender in the email appears on the first left side of the letter. Basically, it includes the name “Johnson Kelly” and the address of the company. In turn, the recipient’s name “Timothy Adams” and the address appear below the sender’s address. Then, the reference occupies the space below the recipient, and it contains a descriptive title of the body. Also, salutation appears in the fourth position, and it begins with “Dear Mr. Adams.” since the sender knows the name of the recipient. Greetings involve a mention of the recipient’s name and end with a comma.

Body, Closing Message, and Signature in Emails

The body text in the email appears in the next position after the salutation, and it describes the purpose of the letter. The content in the email message begins with an introductory sentence, main message, and concluding statement with signature. In this case, the justification of the text makes it professional and attractive. Besides, the body has enough spacing to allow the recipient to read easily. Then, the closing message appears after body paragraphs. In turn, the formal letter contains a closing message with the phrase “Regards” or “Sincerely.” This phrase precedes the name of the sender – “Johnson Kelly.” 

How to Start a Business Email Format

Paragraph 1: Problem and Solution in the Email

The above example of a business email uses two writing styles. Basically, these styles include a descriptive and persuasive style of writing. In this case, the subject line briefly and precisely describes the topic of the body’s content. Then, the email’s text begins with an introductory paragraph that contains the subject of the problem. In turn, the issue that Atlantic Ventures Limited intends to solve is reducing power costs. Thus, this paragraph uses the descriptive writing style to describe the problem and its solution. 

Paragraph 2: Description of the Email

The second paragraph also uses a descriptive writing style. Basically, the sender of the letter describes the kind of services provided by the Atlantic Ventures Limited company. In turn, this text systematically explains how the company will conduct its activities towards helping Deep Waters Limited to cut energy costs. 

Paragraph 3: Benefits from the Email

The third paragraph uses a persuasive style of writing. In this case, the sender of the letter stresses the benefits that the recipient will acquire if the company uses the proposed products. Mr. Kelly advises Mr. Adams to adopt cost-reduction measures because it will ensure sustainability eventually. Moreover, Mr. Kelly directs Mr. Adams to check the attached files that contain more information about the quotation of services and products.

Styles of Writing Business Emails

Formal vs. Informal Writing

Validated writing includes descriptive and persuasive content. Also, the material consists of a descriptive term of gender-oriented salutation. On the contrary, informal writing is casual, and it does not use gender-oriented words, such as sir or madam. Instead, it contains phrases, such as “Hello” or “Hi,” that contain only their names. Furthermore, the formal content should be precise, official, and have a passive tone. Conversely, the content in informal writing should have an active voice.

Business Letter Email vs. Spam

People write descriptive and persuasive business letters to seek relationships as opposed to spam letters. Basically, senders first make cold calls to potential customers and introduce themselves. In contrast, people send spam that may be more persuasive than descriptive. Besides, senders do not acquire permission from recipients. Thus, spam messages are not desirable in a business context.

Closing Messages of Emails

A closing note in a formal email should contain a complimentary phrase, such as “Sincerely,” “Kind regards,” “thank you for getting back to me,” “Thank you,” or any other abbreviation. However, in an informal closure of a text, people may use emoticons and words, such as “Best wishes” or “Cheers.” Both formats of an email have closing words that a sender should include in the letter. Therefore, the sender of an email should be careful not to use the wrong phrases.

Writing a Internal Memorandum Email

The internal note has a conversational style of writing. In this case, the sender of the message shares information internally with business associates and other workers. Also, the word “Memo” appears on top of the document. In turn, the memo should have the audience, sender, date, subject line, and a brief message. 

Business Proposal Email

A business proposal has descriptive content of proposed activities. Basically, these proposals have formats and styles that are similar to other formal email messages and letters. However, they provide more details than usual emails. Thus, prospective clients acquire the information they need, and they can contact senders to seek further explanations.

Brochures in Emails

Brochures contain more graphics than words. In this case, pictures are descriptive and rely on more information than words. Furthermore, catalogs provide introductory information about the services offered by a company. Thus, they do not have a specific style or format. 

How to Format Business Email Writings

Indentation

Emails can have an indentation or justification formats depending on the sender’s choice. However, if the first paragraph has an indentation, the rest of the sections should have a similar indentation throughout the email’s text. In turn, the main aim of indentation is to maintain format consistency in the entire content. Therefore, the choice for justification and indentation are allowed if they offer excellent textual presentation.

Font Size

Writing both formats of the email in font size 12 gives the email excellent visibility and presentation. In this case, the most common types of fonts in an email writing include Aerial, Calibri, Verdana, and Times New Roman. Moreover, all these email formats are usable as long as they bring the desired visibility. Thus, regardless of the font type, emails serve its intended purpose.

Color

Formal emails should have limited colored texts. In this case, too much use of colored content creates an unpleasant document that the recipient may dislike. However, with the proper use of words, more essential points can be appropriately stressed. Hence, colored text can be useful where the sender of emails wants the receiver to notice the content. 

Summing Up on How to Write a Good Business Email

The final provision of this guide is that it helps an individual to identify critical elements that differentiate the informal from the official email. Moreover, regardless of the business email format, coherence, and clarity of the message should be paramount. Lastly, the following tips are useful in writing emails:

  • Determination of one’s relationship with the recipient is essential.
  • The objectivity of an email helps in determining if the mail should be official or informal.
  • The subject line should have short, precise, and informative content.
  • The text should have simple sentences to avoid miscommunication. 
  • The version of the email should be coherent and have an opening sentence, key points, and a closing remark.
  • The closure should contain the contact information of the sender.
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