Top Email Templates for Business
Top Email Templates for Business
Lina Yakunina
Product Marketing Manager
/ Last updated:
November 19, 2022
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When speaking with clients and customers in professional settings, communication skills are essential. This necessity, however, does not reduce the amount of time and effort required to compose well-thought-out emails. Messages accompanying subjects like post-purchase feedback, invoices, and company onboarding contain so much information that it's almost impossible to write compelling messages daily.

The best way to compose messages promptly regarding sensitive business matters is to take advantage of email templates. Understanding how to use email templates for business inquiries is essential to enhancing your departments' cohesion and increasing customer service satisfaction. 

How To Create the Best Email Templates for Business 

While business emails should be specific, teams can create templates to save time repeatedly composing the bulk of messages and focus on personalizing more sensitive business matters. The first step in creating an email template is understanding how to write a business email.

When creating any business email, it's important to maintain a professional tone and write clearly. Ambiguous instructions and too much information can confuse the recipient, especially if the email concerns a complex topic.

If the tone of an email comes across as too informal, clients and customers could misread it or feel they are not being taken seriously. Similarly, if an email sounds too formal, recipients may perceive the message as impersonal, and think it lacks the care and attention necessary to resolve the issue at hand. 

Virtual communication via email already strips away contextual information that recipients can infer from visual cues and tone of voice. Using a professional writing style that keeps messages to the point helps readers understand the context and tone immediately. 

Business Email Template Details and Examples

Here are a few key items to keep in mind when crafting business email templates. 

  1. At the start of an email, address the recipient personally and professionally, for example, “Hello, [recipient name].”
  2. Ensure you are using proper grammar, punctuation, and indentations. Gmail settings allow users to enable grammar and spelling suggestions for support.
  3. When specifying directions or instructions, format them as short, bulleted lists.
  4. If your recipient needs additional support, offer to provide further information upon request, and include an alternate mode of contact.
  5. If the email includes attachments, address them within the body of the email so the recipient knows to look for them.
  6. An active voice is more persuasive than a passive voice.
  7. Close the email by addressing the recipient again.
    1. “Thank you [recipient's name], for your time. I hope to hear from you soon. Sincerely, [your name]”
    2. “[Recipient’s name], I appreciate your time and patience. If you have any other questions or concerns, please feel free to contact me at [email address]. If it is urgent, please contact me at [work number]. Regards, [your name]”
  8. At the close of the email, ensure you include your signature and contact information.

If you find yourself stumped when crafting email templates for business, write the email as if you’re addressing a specific person, and go back and replace the name and address details with blank spots later. The chart below illustrates how to turn an email about SOPs for new hires into a template. 

Personal Email Template

Dear Melissa Brynks,

Thank you for replying so quickly to our question about the reports. Attached below are the new hire scripts. There are a few conditions necessary for taking on this responsibility that you should be aware of.

  • These scripts need to be run each morning before 7:00 am EST Monday through Friday
  • Make sure to categorize the new hires by last name in descending order
  • Sign off the new hire script and send it over to Joe Cadden by the end of the day each day

We all really appreciate you taking on this extra responsibility and are very grateful to you. Thanks again, Melissa. If you have any other questions or concerns, please feel free to contact me at myemail@. If it is urgent and you need to get ahold of me right away, please contact me at 555-555-5555.

Regards,
Kelsey Valentine
CEO, My Company
myemail@ 555-555-5555

Dear [recipient's name],

Thank you for taking time out of your day to help us out. Attached below are the new hire scripts. There are a few conditions necessary for taking on this responsibility that you should be aware of.

  • These scripts need to be run each morning before 7:00 am EST Monday through Friday
  • Make sure to categorize the new hires by last name in descending order
  • Sign off the new hire script and send it over to [System Administrators Name] by the end of the day each day

We all really appreciate you taking on this extra responsibility and are very grateful to you. Thanks again, [recipient’s name]. If you have any other questions or concerns, please feel free to contact me at [senders email address]. If it is urgent and you need to get ahold of me right away, please contact me at [work number].

Regards,
[sender's full name]
[Position], [Company]
[sender’s email address] [work number]

Eliminating any specific information such as name, phone number, or email address can turn a commonly sent email into a useful template. 

Adding More Value To Your Email Templates

When crafting email templates for business, you may feel limited by traditional email offerings. External integrations and features can help expedite this process and provide additional support for composing email templates. 

Gmelius variables for HTML source code email templates.

Sophisticated features, like the ability to create custom variables for specific information, provide a personalized touch many teams can utilize. This type of customization is possible with a solution that offers HTML templates via source code. Editors can insert as many custom variables as are necessary to create successful email templates. 

In addition, the ability to share and sync your team's highest-performing email templates with the rest of your company is an asset many other solutions lack. Gmelius, a collaborative email solution for Gmail, offers shared email drafts and the ability to share templates with anyone on your team. Templates are accessible right from the “compose” window, allowing multiple team members to draft emails together for better collaboration. 

Examples of Top Email Templates for Business

Here are two examples of top email templates for business that address some of the most frequently used messaging:

Sales Follow-Ups

Dear [Recipient’s Name],


From all of us at [Company’s Name], we truly appreciate your time and consideration. I am [Sender’s name], the [Sender’s Position] here at [Company Name]. I am following up to see if you would be interested in [specific information about the product/service].

I look forward to hearing from you shortly and hope you have a wonderful day!


Sincerely,

[Sender’s Name]
[Sender’s Position], [Company Name]
[Contact information]
[Company Logo]

Information Requests

Hello [Recipient’s Name],


I am reaching out with a request for information, given your expertise in [topic]. We would greatly appreciate it if you could respond with the following information:

[Fill in details regarding the information you require.]

Thank you again for your time and attention to this matter.


Regards,

[Sender’s Name]
[Sender’s Position], [Company Name]
[Contact information]
[Company Logo]

Create Top Business Templates With Gmelius 

Once you’ve created the templates you think will help your company the most, it’s time to share them with your team for everyone to use. However, many companies don’t offer this level of shared access, requiring members to copy and paste template contents into emails each time. 

Using features external to Gmail’s native environment can enhance your team’s response times and cohesion. Gmelius offers the features and integrations necessary to create effective email templates. Our email template feature offers efficient resources, including, but not limited to:

  • HTML Source Code Template Building
  • Company Template Syncing 
  • Automatic Replies
  • Time-Base Targets with SLA Rules
  • Email Analytics and Insights 

With Gmelius, your teams can collaborate seamlessly to create top-of-the-line email templates and communicate directly from their Gmail accounts to save time and increase client satisfaction. 

Create the top email templates for business with Gmelius. Check out our features and integrations and learn how Gmelius is built to improve team communication and collaboration. Ready to get started? Sign up today!

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