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Most small business owners and solo entrepreneurs write every email from scratch. It's an understandable instinct: Your personal touch is what attracts clients and keeps them coming back. The hours you spend on email take time away from growing your business. And when you start from zero with each message, it's harder to keep your process consistent and keep track of important details.
Professional email templates save time while preserving your authentic voice. Whether you're reaching out to potential clients, following up after meetings, or confirming orders, the right template communicates your message clearly and effectively. This guide includes templates for common business situations, with tips to customize them for your unique needs.
Why professional email templates matter
Your emails show clients the human behind your business. Having ready-to-use templates for common situations helps you in several ways.
Save time. Templates give you a starting point so you can respond quickly without cutting corners.
Keep your brand consistent. Templates help you sound the same in all your emails, making your brand identity more recognizable.
Reduce mistakes. Pre-written, edited templates prevent typos or unclear messages that can make you look unprofessional.
Get better responses. Clear, focused emails are more likely to get the results you want, whether that's scheduling a meeting, confirming a sale, or getting information.
Lower your stress. Knowing what to say in every situation makes communication easier and gives you more mental space for other parts of your business.
When designed thoughtfully, business email templates build trust, show professionalism, and move your business relationships forward.
11 essential email templates for small businesses
These templates cover the most common business situations you'll face. Remember to adjust each to match your brand voice and specific needs. It’s important to be professional, but your tone may be more casual with customers than the starting points below. Once you have a version you like, save a copy or automate common messages to make sending emails faster and simpler.
1. Cold outreach or introduction
When to use it: When reaching out to a potential client, partner, or networking contact for the first time
Subject line: [Mutual connection name] suggested we connect OR Quick question about [specific topic]
Hi [Name],
[Mutual connection] mentioned you might be interested in discussing [topic/service/collaboration].
I'm [Your Name] from [Your Business]. We help [ideal client description] by [key benefit of your service].
I noticed [something specific about their business] and thought there might be an opportunity for us to work together.
Would you be open to a 15-minute call next week? I'm available [provide 2-3 specific time options].
Looking forward to connecting,
[Your Name]
[Your Title]
[Your Business]
[Phone Number]
[Website]
[LinkedIn Profile]
Why this works: Sending this email shows you're thoughtful and prepared, not just sending mass messages. It shows your credibility and proves you've done your research, and mentioning something specific about their business makes the recipient feel valued.
Get more tips for finding clients with cold outreach
2. Welcome or onboarding
When to use it: After someone becomes a client, customer, or subscriber
Subject line: Welcome to [Your Business]! Let's get started
Hi [Name],
Thanks for choosing [your service/product]. We're glad you're here.
Here's what you can expect next:
[First step in your onboarding process]
[Second step]
[Third step]
Here are some helpful resources to get you started:
[Link to FAQ]
[Link to relevant guide]
If you have questions, reply to this email or contact our support team at [support email].
We look forward to working with you!
Best regards,
[Your Name]
[Your Business]
Why this works: This template sets clear expectations and provides immediate value, helping new customers feel supported from day one. It reduces the uncertainty people often feel after making a purchase or commitment. Include only the most essential information to avoid overwhelming new clients.
See more customer onboarding email examples
3. Reminders
Appointment reminders
When to use it: A few days before scheduled appointments to reduce no-shows
Subject line: Reminder: Your appointment on [Date] at [Time]
Hi [Name],
This is a friendly reminder about your upcoming appointment:
Date: [Date]
Time: [Time]
Location: [Location or virtual meeting link]
Purpose: [Brief description]
[Include any preparation instructions or materials they should bring/review]
If you need to reschedule, please let me know at least 24 hours in advance by replying to this email or calling [phone number].
I look forward to seeing you soon, and please let me know if you have any questions.
Best regards,
[Your Name]
[Your Business]
Payment reminders
When to use it: Two or three days before the due date
Subject line: Payment reminder for invoice #[Number]
Hi [Name],
This is a friendly reminder that invoice #[Number] for [amount] is due on [due date].
You can pay through any of these methods:
[Payment method one]
[Payment method two]
[Payment method three]
I've attached a copy of the invoice. If you've already sent your payment, please ignore this message.
If you have any questions, please don't hesitate to contact me.
Thank you for your business,
[Your Name]
[Your Business]
Why this works: These templates are direct but polite, providing all necessary information without seeming demanding. For appointment reminders, include only details relevant to the specific meeting.
Learn how to use text reminders to reduce no-shows
4. Thank you
When to use it: After meetings, purchases, or receiving help
Subject line: Thank you for [specific action]
Hi [Name],
Thank you for [specific action].
[Include one or two sentences with specific details about why you appreciated their action and its positive impact]
[Mention next steps or how you plan to follow up]
Thanks again for your [support/business/time]. I look forward to working together more in the future.
Warm regards,
[Your Name]
[Your Business]
Why this works: Showing gratitude strengthens professional relationships and demonstrates attention to detail. This simple message makes people feel valued and remembered, especially if you send it shortly after the interaction. Always include specific details about what you're thanking them for. Keep it brief but warm.
5. Follow-up
Meeting follow-up
When to use it:As soon as possible after meetings and networking events
Subject line: Follow-up from our meeting on [Date]
Hi [Name],
Thank you for taking the time to meet with me [today/yesterday/on date]. I really enjoyed discussing [brief mention of topic] and learning more about [something specific from your conversation].
As promised, here's [resource mentioned in meeting]:
[Link or attachment]
[Additional information if needed]
The next steps we discussed are:
[Action item one] by [deadline]
[Action item two] by [deadline]
If you have any questions, please don't hesitate to ask.
Looking forward to [next interaction],
[Your Name]
[Your Business]
No response follow-up
When to use it: At least three to five business days after first message
Subject line: Following up on [previous email subject]
Hi [Name],
I hope you're doing well. I wanted to follow up on my previous email about [brief topic reminder].
I understand you're busy, so I'm checking if you've had a chance to consider [the specific question or proposal].
Here are the key points:
[Brief summary of main point one]
[Brief summary of main point two]
Could you provide feedback or let me know if you need more information?
Thank you for your time,
[Your Name]
[Your Business]
Why this works: These templates strengthen professional relationships by recording agreements and providing value after your interaction. It shows you were listening and are reliable. For meeting follow-ups, send within 24 hours while the conversation is still fresh. For follow-ups after no response, keep the message brief with just one clear question or call to action.
6. Confirmation
When to use it: After receiving orders, registrations, or completing transactions
Subject line: Confirmation: Your [order/registration/appointment] with [Your Business]
Hi [Name],
Thank you for your [order/registration/appointment] with [Your Business].
Here's a confirmation of your details:
[Order/Registration/Appointment] #: [Reference number]
Date: [Date]
[Include other relevant details like products ordered, appointment time, or event information]
[If applicable: Next steps or what they can expect]
If you have any questions or need changes, please contact us at [contact information].
Thank you for choosing [Your Business].
[Your Name]
[Your Business]
Why this works: Confirmation emails provide peace of mind and reduce support questions. Your customers feel more secure when they have a written record of important details. Always include reference numbers and the most important information specific to the confirmation type, like shipping information and estimated delivery dates for orders from online stores.
Get more confirmation email examples
7. Invoice
When to use it: When requesting payment for products or services
Subject line: Invoice #[Number] from [Your Business]
Hi [Name],
Please find attached invoice #[Number] for [brief description of products/services] in the amount of [total amount].
Invoice Summary:
Invoice #: [Number]
Issue Date: [Date]
Due Date: [Date]
Amount Due: [Amount]
Payment can be made via:
[Payment method one]
[Payment method two]
[Payment method three]
If you have questions about this invoice, please don't hesitate to contact me.
Thank you for your business,
[Your Name]
[Your Business]
Why this works: This template is clear and professional while maintaining a friendly tone. It puts all the essential information up front so clients can easily understand what they're paying for and how to pay. Always attach the actual invoice document with full details and make the payment process as simple as possible.
Learn more about invoicing best practices
8. Review or testimonial request
When to use it: After completing a project or delivering a product or service
Subject line: We'd love your feedback on your recent experience
Hi [Name],
How are you finding [the product or service you provided]?
Your feedback helps us improve our [type of service or product]. Could you share your experience with a quick review? It only takes two minutes.
You can leave your review here: [Link to review platform or testimonial form]
Thank you for your support and for being a valued customer.
Best regards,
[Your Name]
[Your Business]
Why this works: This template makes the request simple and specific, explaining why reviews matter without being pushy. Send this when customers are most likely to be satisfied (typically three to seven days after delivery for products, or upon project completion for services).
Learn more about collecting reviews from customers
9. Promotion or discount
When to use it: When offering special deals to existing customers or subscribers
Subject line: Special offer for [certain category of customers]: [Brief description of offer, like "Save $50 on any purchase"]
Hi [Name],
I wanted to let you know about a special offer we've created for you:
[Clear description of the offer, discount, or promotion]
To use this offer:
[Step one: "Use code LOYALTY20 at checkout"]
[Step two]
This offer expires on [end date].
Thank you for your continued support of [Your Business]!
Best regards,
[Your Name]
[Your Business]
[P.S. Add any terms and conditions if necessary]
Why this works: This template creates a sense of exclusivity that motivates action. People respond well to feeling specially selected for an offer. Adding a clear deadline increases engagement rates, and highlighting the dollar value of the discount (e.g., "Save $50") often works better than percentage discounts for higher-priced items.
Learn how to develop a discount strategy for your business
10. Customer service response
When to use it: When addressing customer questions, issues, or complaints
Subject line: Regarding your [question or feedback] about [specific issue]
Hi [Name],
Thank you for reaching out about [brief description of their issue or question]. I appreciate you bringing this to our attention.
[Express genuine understanding and empathy for their situation]
[Provide a direct answer to their question or explanation of how you're addressing their issue]
Here's how we're resolving this issue:
[Step one]
[Step two]
[Step three]
If you have any other questions, please don't hesitate to contact me directly. I'm here to help.
Thank you for your patience.
Best regards,
[Your Name]
[Your Position]
[Your Business]
[Contact Information]
Why this works: This template turns customer concerns into opportunities by acknowledging their feelings and offering clear solutions. Respond within 24 hours and focus on fixing the problem rather than explaining what went wrong. For complex issues, give clear, actionable steps instead of long explanations.
11. Abandoned cart
When to use it: When customers add items to their online shopping cart but leave without completing the purchase
Subject line: Did you forget something? Your cart is waiting
Hi [Name],
We noticed you left some items in your shopping cart: [Product Name] - [Brief description or price]
Your selections are saved and ready whenever you'd like to complete your purchase.
[Optional: Include a photo of the item]
To make it easier, here's a special offer for you: [discount code] for 10% off your order (valid for the next 48 hours).
Click below to return to your cart:
[Button: Complete Your Purchase]
If you have questions or need help with your order, please reply to this email or contact us at [contact information].
Happy shopping!
[Your Name]
[Your Business]
Why this works: This template gently reminds customers about items they were interested in while making the purchasing process easier. Send it within 24 hours of cart abandonment for best results. Personalize with product details and images, and consider offering an incentive like a time-limited discount or free shipping.
Learn more about abandoned cart emails
Best practices for business emails
Beyond using templates, follow these tips to make your business emails more effective and save time.
Make it personal. Templates provide structure, but always customize key details for each recipient. Use their name, mention your last conversation, and adjust your tone based on your relationship. This small effort makes people feel valued and gets you more responses.
Automate strategically. Set up automated email sequences for routine communications like welcome emails, order confirmations, and appointment reminders. This keeps your business running smoothly while giving you time for more personalized interactions.
Write subject lines people want to open. Your subject line determines whether your email gets read. Make it specific, relevant, and interesting without using clickbait tactics. Adding the recipient's name or mentioning your last conversation can boost open rates.
Design for readability. Use short paragraphs, plenty of white space, and a clean, professional font in your email design. Format important information with bold or bullet points to make it stand out.
Keep it brief. Respect your recipient's time by getting to the point quickly. Aim for three to five short paragraphs at most, using bullet points to break up text when appropriate.
Include a clear next step. Every business email should have a call to action. Make it clear what you want the recipient to do next, whether that's replying, clicking a link, or making a decision.
Proofread before sending. Errors undermine your professionalism. Always proofread emails before sending, or use a proofreading tool to catch mistakes.
Test on all devices. Make sure your emails look good and links work correctly on both desktop and mobile devices, as many people read emails on their phones.
Sign off appropriately. Choose email signatures that match the relationship and context. Professional closings like "Best regards," "Sincerely," or "Thank you" work well in business contexts.
Follow up thoughtfully. If you don't receive a response, follow up once or twice with polite reminders rather than assuming the worst or sending multiple follow-ups too quickly.