The Ultimate Guide to Business Letter Template via Email

In today’s digital age, it’s becoming increasingly common to conduct business through email. However, many of us struggle with the task of crafting a professional business letter in this medium. This is where a business letter template via email can be a game-changer. With a structured and well-written template, you can save time and ensure that your message comes across clearly and professionally. In this article, we’ll show you how to easily access and utilize a variety of business letter templates via email, and provide examples that you can edit to fit your specific needs. Get ready to take your email correspondence to the next level.

The Best Structure for a Business Letter Email Template

When it comes to writing a business letter via email, it’s important to remember that the structure and format play a crucial role in conveying the intended message effectively. Emails are often the primary medium of communication in the business world, and having a well-structured email can make all the difference in ensuring your message is received and understood as intended.

The following is a guideline of the best structure for a business letter email template:

Subject Line

The subject line should be clear and concise, summarizing the purpose of the email in just a few words. It should provide a brief idea of what the email message is about and entice the recipient to open it. Avoid using vague or generic subject lines, as they may fail to capture the recipient’s attention. Make it personalized and unique to the intended recipient.


Make sure to address the recipient by their name, whether it’s “Dear Mr. Smith,” “Dear Ms. Williams,” or “Hi John.” This personalization goes a long way in building rapport with the recipient. Start your email with an opening sentence that is warm and engaging, but professional.

Opening Paragraph

The opening paragraph should state the purpose of your email clearly and concisely. Provide any necessary background information and context to help the recipient understand the context of your message. Keep it brief and to the point.

Main Message

The main message is the body of the email, where you will elaborate on the purpose of your email and provide detailed information. Ensure your message is well-organized and easy to read. Break it up into small paragraphs for visual ease, and use bullet points to highlight key points or action items. Avoid using jargons.

Closing Paragraph

The closing paragraph should restate the purpose of the email and provide a clear call to action. Let the recipient know what the next steps are, and include any necessary information such as your contact information or deadlines. Thank the recipient for their time, and end with a warm sign-off such as “Sincerely” or “Best regards.”


End your email with a professional signature that includes your full name, title, company, and contact information. This gives the recipient all the information they need to follow up with you if necessary.

In conclusion, structuring your business letter email template is crucial in conveying your message effectively. Ensure that every section is well-crafted and follows the guidelines outlined above, and your message will no doubt leave a positive impression on the recipient.

Business Letter Templates via Email

Business proposal

Dear [Client],

I am excited to present to you our business proposal for [specific project]. Our team has conducted thorough market research and analysis in order to provide you with a comprehensive proposal that meets the needs of your business. The first paragraph of the proposal outlines our company’s background, mission, and experience. The second paragraph goes into detail about the specific solution we have designed for you and how it will benefit your business.

Thank you for considering our proposal and we look forward to the opportunity to work with you.

Best regards,
[Your Name]

Job offer

Dear [Candidate],

After careful consideration of your qualifications and skills, we are delighted to offer you the position of [Job Title] at our company. In this paragraph, we would like to congratulate the candidate and express our excitement in having them join our team. In the second paragraph, we would like to provide more details on the job offer, such as compensation, benefits, and start date.

Thank you for your time and we are looking forward to hearing from you soon.

[Your Name]

Reference letter

Dear [Recipient],

I am writing to highly recommend [Name] for [position/ scholarship/ award]. In the first paragraph, we would like to introduce the candidate and provide an overview of their qualifications and achievements. In the second paragraph, we would like to elaborate on specific experiences or projects that showcase the candidate’s skills and abilities.

Thank you for considering my recommendation of [Name]. Please do not hesitate to contact me if you require any further information.

Best regards,
[Your Name]

Apology letter

Dear [Recipient],

I sincerely apologize for the [specific incident]. In the first paragraph, we would like to express our regret for the inconvenience caused. In the second paragraph, we would like to explain what led to the incident and steps that are being taken to prevent it from happening in the future.

Once again, I apologize for any inconvenience caused and appreciate your understanding in this matter.

[Your Name]

Thank you letter

Dear [Recipient],

I would like to express my sincere gratitude for [specific reason]. In the first paragraph, we would like to provide context for the gratitude while in the second paragraph, we would like to specifically mention how the recipient’s help has benefited us.

Thank you again for your kind assistance and support. It is truly appreciated.

Best regards,
[Your Name]

Follow-up letter

Dear [Recipient],

I am writing to follow up on our previous discussion regarding [specific topic]. In the first paragraph, we would like to remind the recipient of the previous discussion and its importance. In the second paragraph, we would like to further discuss possible next steps or provide any updates.

Thank you for your attention to this matter and I am looking forward to your response.

[Your Name]

Request letter

Dear [Recipient],

I am writing to request [specific request]. In the first paragraph, we would like to provide context of what the request is for. In the second paragraph, we would like to explain why the request is important and any relevant details.

Thank you for your attention to this matter and I am looking forward to your response.

[Your Name]

Tips for Creating Effective Business Letter Templates Via Email

When it comes to conducting business in the digital age, email remains a vital tool for communication. Email allows individuals to reach recipients quickly and efficiently, making it a favored method of communication for business professionals. To ensure that your emails are professional and effective, it is crucial to use well-designed business letter templates. Here are some tips to create effective business letter templates via email:

1. Keep the subject line clear and concise

When crafting an email, the subject line should be clear and catchy. The subject line should be brief and highlight the content of the email. This way, your recipients can know exactly what to expect from your email.

2. Use a professional opening salutation

The opening salutation is the first impression that the reader will form of the email. It should be professional and polite, addressing the recipient by name if possible. If the individual is unknown, use a more generic opening such as “Dear Sir/Madam.”

3. Keep the body copy short and focused

Long, rambling emails can be overwhelming and ineffective. The body copy should be concise, focused, and to the point, and should avoid unnecessary language or information. Use bullet points or numbered lists to break up larger chunks of information and make the email easier to read.

4. Use a clear, readable font

When selecting a font for your email, opt for a clear, easily read font that is professional and appropriate. Avoid overly decorative or playful fonts that can be difficult to decipher.

5. Close the email with a clear call to action

When ending the email, it is important to make it clear what the recipient should do next. Provide a clear call to action, such as “please respond with your thoughts on this proposal,” or “please let me know if you have any questions.”

By following these tips when creating professional business email templates, you can ensure that your emails are effective and impactful. Remember to keep your communication clear and concise, and stay professional and polite throughout your email. With the right approach, you can build strong relationships and drive success in your professional communications.

Business Letter Template FAQs

What is a business letter template?

A business letter template is a pre-designed format that provides the outline for writing various business letters, such as cover letters, job applications, or formal business correspondences.

Can I use email to send a business letter template?

Yes, you can use email to send a business letter template. However, you should ensure that the email is professional, follows the standard business email etiquette and contains the necessary components of a business letter template.

What are the essential components of a business letter template?

The essential components of a business letter template include the date, recipient’s address, salutation, introductory paragraph, body, closing line, and the sender’s signature.

How can I customize a business letter template?

You can customize a business letter template by changing the fonts, colors, and layout to suit your business branding and style. You can also edit the pre-written content and add or remove any sections based on your specific needs.

Where can I find a free business letter template?

You can find free business letter templates from various online sources such as Microsoft Word, Google Docs, Canva, and many other online document editing tools.

Can I save a business letter template for future use?

Yes, you can save a business letter template for future use. You can save it in a folder labeled “business letters” or in your computer’s document library. This makes it easier to access it whenever you need to draft a new business letter.

What are the benefits of using a business letter template?

The benefits of using a business letter template include saving time, providing a professional-looking format, allowing for consistency in your business correspondences, and increasing your efficiency in creating polished business letters.

Thanks for Stopping By!

I hope this article on business letter templates via email was helpful to you. As a busy professional, having a template to work from can save time and make the process smoother. Don’t forget to bookmark this page or subscribe to our newsletter for more useful tips and tricks. Thanks for reading and see you soon!