HOW TO WRITE EFFECTIVE EMAILS IN ENGLISH: FREE BUSINESS EMAIL TEMPLATES
Click to viewWould you like to learn to write effective emails in English quickly and save a ton of time? You’re at the “write place". Follow my simple steps right now and learn to write effective business emails in English with free business email templates. Do you feel frustrated when you have to write a business email in English? Let’s look at my free business email templates and go through exact steps that I do when I need to write a business email.
1 Write a catchy subject line.
It’s the topic of your email, it tells us why we need to read your email: if you want a person to open your email it’s important that your email has a clear subject. It’s the topic of your email, it tells us why we need to read your email: if you want a person to open your email it’s important that your email has a clear subject.
Ideal subject lines include Topic+ Purpose. For example, free business email templates - prepare by 08/12.
Modify subject lines during long business email threads. It helps to organize your inbox. If you’d like your business email to start a new email chain include your commentary in the subject line.
Same Thread Subject Line: FW: conference minutes
New Thread Subject Line: Give your opinion FW: conference minutes
2 Choose the right style.
There are different styles of writing. I recommend you to use official and neutral style. How do I decide which style to use?Use a formal style: Use a formal style:
- if you don’t know recipient well
- If you are writing to your superior
- if it is required in your company
It should have:
GREETING OR SALUTATION
Hello/Hi Janneth - informal . I use it if I’m writing to a colleague.
Dear Ms. Nordon- use this greeting when writing to a customer or someone from another company.
PRO TIP:
Be careful with your email opening! We don't use Ms, Mr, Ms with a first name (Dear Ms. Helen is not correct. ) Use Ms. when you are not sure how a woman prefers to be called.
INTRODUCTION OR OPENING LINE INTRODUCTION OR OPENING LINE
I always start with a reason why I’m writing. You need to explain what your business email is about in more detail than in the subject line. You may write who you are, if it’s your first email, or may refer to your previous email or meeting. Here are the most used free business email templates to open your message.
- It was great to see you at (a conferance, fair, event)! It was great to see you at (a conferance, fair, event)!
- We spoke on (date) about (topic of your discussion). I’d like to offer you (whatever you want to discuss)
- I’m writing because (how recipient can benefit from your cooperation
- Thank you for your message (date) , in which you (asked, said, explained, etc.) for more details about the marketing plan.
This full free business email template will allow you to write business emails in English in minutes.
It is followed by a request for information or It is followed by a request for information or
A CALL TO ACTION
Write what you want a person to do in response to your email. Always specify the deadline.
- Please make sure that the payment is made by the end of the month.
- Let me know if this request can be processed this week.
- Could you send me the catalogue by Monday?
CONCLUDE YOUR BUSINESS EMAIL WITH APPROPRIATE CLOSING LINE.
Here is a free business email template to close your message.
- Please contact me if you encounter any problems
- I look forward to hearing from you
- If you require any assistance, feel free to contact me
- Keep me posted
SIGN-OFFS :
Here are most popular and universal sign-offs:
- Kind regards
- Respectfully
- Yours sincerely (British English)
- Sincerely yours (American English)
EMAIL SIGNATURE STRUCTURE EMAIL SIGNATURE STRUCTURE
Full name John Smith
Title and company CEO of Chuchelka’s Language School
Phone number 361-853-7890
Website www.chuchelka.com
4 Use the list method to organize your email.
A well-organized message makes it look professional and is easier to respond.
1 Think all of the information you need to deliver.
2 Introduce the list.
3 List all the steps.
4 Sum up the list.
Follow the free business email template below to make your message clear and easy to understand.
5 Fill out your email fields properly
Cc and Bcc allow you to send an email to many people in one time.
Cc: If you’d like to include someone into email Cc them. It stands for a carbon copy or a courtesy copy. Do you know why it’s called a carbon copy? Write your answers in the comments. When you cc someone you’re saying, “Hey, read this, but you don’t have to respond! The person listed in the To field will see that the person listed in the Cc field also received a copy. You can Cc someone when you’re connecting them with the recipient.
Bcc: blind carbon copy. A person you want to send a copy to won’t see that someone else also received a copy. Nobody besides him will see that he received it. For example, if you send an email to John Travers and Bcc Angela Panghini, John won’t know that Angela got it as well. You can use it when sending to a group of addresses, such as emailing lists to protect a privacy of the group members.
6 Always proofread and use a spellcheck.
SALUTATION PUNCTUATION
In a casual salutation names are followed by a comma.
Dear Vasya,
In a formal email you can use a colon.
Dear Mr. Buttons:
But the first line of the main body of your email should start with a capital letter.
COMMA (,)
I’m never sure where to use commas, I often add them where they don’t belong. Let’s remember the most important rules:
- In sentences with two independent clauses (it means there are two separate sentences in one) we use commas before coordinating conjunctions, such as yet, so, nor, or, for, but, and.
We gave this client our best rates, and they decided to work with us.
- When a dependent clause starts the sentence.
If we start the project, we will dominate the market.
- In a list to separate the items.
You should pay attention to the subject line, style of the email and readability.
Here is a free business email template to punctuate your sentences.
PRO TIP:
You can ask your colleague to proofread your email or use a spellchecker such as Grammarly. It’s free and very helpful.
To make sure you didn’t make common mistakes, check if you know the difference between:
- I/me/myself
- Its/it’s
- Too/two/to
- There/they’re/their
- Your/you’re
NINJA TIP:
Before you send an important email, remember to go through this Perfect Business Email Checklist:
Perfect Business Email Checklist
- Double-check the recipient’s name. It takes two seconds.
- Double-Check Your Attachments
- Check the BCC and CC
- Check the subject line, it should be clear and engaging.
- Is your greeting appropriate?
- The main body of the email has a logical structure
- There is a call to action in the closing line
- Your signature has your name, company and contact details.
- Did I use free business email templates to make this process a no-brainer?
If you want to practice writing business emails, download my Workbook, do all the exercises and we’ll check them together next week.
Want more of this kind of advice? Tell me below, I’m listening and I’m watching. In the comments share your tips to writing effective emails.
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