No doubt, email is the most basic means of communication in business today. The newer developments in the online media like social media have not in any way reduced the value of business communications via email.
As such, company employees and their business executives need to focus on improving their email writing skills. As you probably know, a well crafted email can land you a job bringing in millions of dollars annually whereas an inadequate email can make you lose your best client or customer.
That is the power of communication via email.
Improving your email communication skills is especially important, because written communications can be easily misinterpreted. Because your recipient is unable to see your face or hear your voice, the tone of your message should be watched closely. In fact, after writing any email make it a habit to read through it all over to ensure you are setting the right tone.
Business Email Samples to Emulate
This time, I would like to walk you through five separate business email samples that you can emulate if and when necessary.
Business Email Sample 1 – Business Nominations
You have been nominated for the Award of Best Innovation of the Year in the fight against malaria. The winner of this award at the 2015 Edition of our annual Malaria Day (organized by Bill and Melinda gates foundation) will be grafted to join the White House Committee on malaria.
Once you accept the nomination, you will be provided with further details on what you can do to improve your chances of winning the award along with five other nominees for this position and a total of fifty nominees for 10 positions, each representing great accomplishment in their professional fields.
To accept your nomination and see other nominees, please visit http://malariaday.com.
On behalf of our Committee I salute your achievement and wish you the best.
Malaria Day Team
Bill & Melinda Gates Foundation
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Business Email Sample 2 – Account Management
I am writing to respectfully advise that you have an outstanding balance of USD 728.97 showing on your PayPay account with us. This notice has been sent by PayPay’s credit management partner, Zenith Credit Management Solutions Ltd.
As a highly valued client of PayPay it is imperative that you simply re-enter your payment details, even if they have not changed, by logging into your PayPay account in order to remit direct to PayPay your outstanding financial liability.
To initiate a payment:
- Sign in to your PayPay account at https://account.paypay.com using the registered email address: email@example.com
- Click the desktop icon
- Select Make Payment to PayPay.
- If you would like to change your payment method before proceeding, you may click the desktop and select Payment Settings.
- Choose your payment amount and enter it in the other line item.
- Click Continue and follow the prompts to process the payment. Authorization will happen quickly, although your payment may take up to 24 hours to process fully.
Please ensure that your payment settings are correct in order to avoid charging a wrong account. Once payments are made, you will start receiving exclusive publications from the #1 Silicon Valley Magazine.
If you have any doubts about the credibility of this email please refer to your PayPay account manager via your PayPay dashboard.
If you have already made payments for the above notice, then I thank you for your patronage and wish you greater heights in your business.
PayPay Account Manager | Zenith Credit Management Solutions Ltd
Business Email Sample 3 – Delegating Tasks
I just finished writing the website contents for Afrimash Anniversary day, but I need your help in putting up the website.
Here’s what I would like you to do:
- Pay for the domain name afrimashanniversary.com
- Install WordPress and Klein theme
- Create the required pages with the website contents I will be sending to you.
Could you have this completed within the next 72 hours? If you can, please send me an invoice on PayPal to my regular email – firstname.lastname@example.org.
If you have any questions, simply reply this email with your question and leave me your phone number. If necessary, I will call you on the phone. Thank you.
Business Email Sample 4 – Competitions
Congratulations for making it thus far in the first-of-its-kind self-examination program for project managers.
Your zeal and determination in this program have shown character that will be beneficial to you, now and in the future, to further strengthen you career.
As we promised, you are now free to login to your personal account to continue your test.
The PayPay Examination dashboard has now been optimized to show results in real time.
Once you have successfully completed all the four stages of the test, you will be upgraded to the level of a PayPay Veteran. Once upgraded, you will be able to choose projects that you want to handle and also select teams that you want to work with. In addition, 10% of the profits of the projects you undertake will be yours aside your regular salary.
If you have any questions, please see the Human Capital Development Manager or reply this email.
I wish you the best as you advance in your career. Thank you.
Business Email Sample 5 – Business Meetings
Like I said in my previous email, I would like to discuss the account management issue with you, Tyson and Ali. Can you please coordinate with Tyson and Ali for a date and time that works for all of us to have a conference call next week?
- Tyson’s is email is email@example.com
- Ali’s email is firstname.lastname@example.org
Once you come up with a time that works for all of us, please set up a conference call, invite us via email and add to my calendar.
I hope you have been able to glean some tips from the above email examples. Please feel free to ask questions and make comments.
If English is not your first language, writing emails can appear really daunting knowing that it’s important to sound professional, maintain grammatical accuracy and impress your reader.
As a correspondent, you are directly involved in critical day-to-day interactions via email. This makes your ability to craft good email messages, using the perfect phrases and clauses, tangential to your business success.
There is a book by Robert W. Bly & Regina Anne Kelly that will help you to a great extent even if English is not your first language. The revised edition of The Encyclopedia of Business Letters, Faxes, and E-mail contains more help than ever.
This book will greatly improve your communication skills. You will find sample letters, memos, and e-mails that you can either use or adapt for your own purposes. These samples are well arranged in the table of content to help you quickly find whatever you need.