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8 tips on how to write a professional email (with examples)

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Why is it important to know how to write a professional email?

Get email etiquette right for each work situation, time to hit send.

Humans send 332 billion emails every day .

For many of us, sending an email is so common that we may forget just how important writing a good email is to our professional goals.

We can always strive to improve our skills , and learning how to write a professional email to communicate more effectively and build stronger connections at work is one of them.

You aren't alone if you’ve asked yourself: How should I express my intentions concisely? What's the right tone to be professional but not stuffy? Should I start "Hello" or "Dear"?

In this guide, we’ll review the anatomy of an email and provide you with tips to write one effectively and professionally. We’ll also explain situations where writing a formal email with all the proper email etiquette is essential to your career and offer some examples to show you where to start.

Our world is increasing digital — and our work livess are no different.

Most of our communication happens online. In the United States, nearly 74% of Millennials and Gen Z prefer digital channels over face-to-face communication.

Digital communication runs counter to our human nature. Humans depend heavily on verbal and nonverbal communication cues such as body language, eye contact, and tone to gauge a person’s meaning.

Email and other digital communications don't allow us to pick up on these natural communication cues. It's essential to know how to craft messages that show are clear and accurate to what we want to communicate. 

This is particularly vital to our professional lives. Knowing how to write an effective email can help you in the following ways:

• Reputation . Demonstrating reliability and efficiency can make or break your professional reputation in the eyes of colleagues, managers, and potential clients or employers.
• Clarity . Providing meaningful information for the people that need your opinion creates and strengthens professional relationships.
• Efficiency . Using clear language streamlines processes and avoids counterproductive confusion.
• Progress . Respectful communication can help land the job, raise, vacation time, or work extension you want.

How to write a professional email

From crafting an attention-grabbing subject line to deciding on the proper sign-off and everything in between, all parts of an email serve a purpose.

Here are eight tips on how to write a professional email.

1. The right greeting

Greetings in an email are important. We always want to make a good first impression , and choosing the right salutation is the way to put your best foot forward.

Start the email with an appropriate greeting, which will change depending on your relationship with the recipient. The main salutations are the less formal “Hi” and “Hello” or more formal “Dear”: 

• If you’re writing directly to a colleague or someone you have a familiar professional relationship with, you can start with the following, start with “Hello” or “Hi.” 
• If you’re writing to someone you have never met or have a formal professional relationship with, like a hiring manager, or a new or potential client, start with “Dear.” 

"Dear Sir," "Dear Madam," "Dear Mr." or "Dear Mrs." might be overly formal for some recipients, read as antiquated, or even unintentionally misgender and upset someone. If you don't know how someone prefers to be addressed, it's best to stay gender-neutral.

You should also always double-check to ensure you’ve spelled the recipient's name correctly. If this is their first time writing and their full name isn't included on their contact information, consult their LinkedIn profile or another social media app. 

If they have a Gmail account, check their full name by typing their email into the recipient box, hitting the tab button, hovering over the email address, and clicking on their profile picture.

If you’re writing a business communication to send out to an email list, start with "To whom it may concern" for formal greetings or "Hello, everyone" for a group of recipients you have a casual relationship with.

2. Understand your intention

What’s an email for? Before you start writing, think about what exactly you hope to accomplish with your email. Understanding your motives will guide the message’s tone. A company-wide email needs to be written more formally than a response to a co-worker in an email chain. Regardless of what you want to accomplish, you need to write appropriately.

3. Explain your intention

Once you have figured out your intention, let the recipient know why you’re writing to them. Reasons for writing professional emails include:

• Asking for help from a manager
• Calling in a favor from a co-worker
• Replying to an earlier inquiry
• Following-up on something
• Offering clarity about an issue
• Saying thank you

Regardless of what you’re writing about, make sure the intention of the email is clear from the start. Here are some examples of statements you can include early in your email: 

• I wanted to send a follow-up email regarding our meeting yesterday.
• I'm writing to let you know about the team meeting on Thursday.
• I wanted to know if you have time to review my presentation.
• I want to discuss my upcoming vacation time.

4. Get to the point

The best email format for professional communication is writing a quick and concise message. Avoid walls of text. Keeping things short lets your recipient know that you respect their time.

State what you want clearly in the body of your email with 3–5 sentences and no more than three brief paragraphs.

• It was great meeting with you yesterday. I really liked your ideas for the new promotional materials. I wanted to follow up on the conversation and ask: Would it be better to create a video or write a blog post? Please let me know what you think.
• I read through your first draft, and the language is a little informal. I've left some edits, but can you please refer to the style guide and fix the language? Let me know if you need any help.

If you want to talk about something more that requires a lengthier discussion, an email isn't your best form of communication. Send an email briefly explaining what you'd like to discuss and set up a meeting.

• I'm feeling stuck on the social media content for the new account. Do you have some time this week to hop on Zoom and discuss strategy?
• I think there is some confusion about the scope of the new project. Let's schedule a check-in to review this together. Are you available to talk tomorrow?

5. Send your best regards

Keeping things short isn't the only way to show the recipient of your email that you respect their time. You can also let them know with a proper email closing.

Some examples include:

• I look forward to hearing back from you.
• Your feedback on the presentation was really helpful.
• I always love working with you and look forward to our next project.

Always be sure to say thank you:

• Thank you for your time.
• Thank you for reading.
• I always appreciate your input.
• I appreciate your taking the time to meet with me yesterday.

6. Sign off properly 

There are many options for signing off in an email, but it's best not to try to reinvent the wheel. Stick with a safe option like:

• Thanks again,
• Warmly, 

7. Write an appropriate email signature

An email signature is a useful space to give additional information about yourself. A work-appropriate email signature might include the following information about you:

• Position and company name
• Additional contact information, such as a phone number
• Links to relevant social media platforms

8. Proofread

You've spent all this time writing the most professional email possible — so don't rush to hit send without looking it all over.

Proofread your message to ensure that your intention is clear and straightforward and that you don't sound demanding or presumptuous.

Check that there aren't any typos or grammar mistakes. If you don't have the copy-editing skills to go over your message with a fine-toothed comb, download a grammar app for extra help.

If you’re forwarding your personal and business emails into a single inbox, double-check that you’re sending from the appropriate email account.

Let’s say you've just landed that job you always dreamed about (congratulations) and want to introduce yourself to the new team — but you also need to write your current boss a resignation letter . Don’t worry. We have email templates for that.

Specific work situations require specific types of correspondence. All of the other rules still apply; whether you are requesting a cover letter or sending in your resignation, keep it short, concise, and respectful.

Here are a few examples:

Follow-up after a job interview . Address the recipient by their first name, express gratitude for their time, emphasize your interest in the job and ask about the next steps.

Dear [interviewer’s name], 

I hope all is well! Thank you again for the opportunity to interview for [ job title] with [ company name]. It was a pleasure to get to know you and the team. 

I'm following up to see if there are any updates regarding [ job title] from my interview on [date]. I'm really excited about the opportunity. If you need any more information, please let me know.

Thank you again for your time and consideration. I hope to hear from you soon! 

Best regards, 

[Your name] 

Requesting time off . When requesting time off, especially for medical reasons, it's necessary to have a paper trail. Here is a template that you can use:

Hello [supervisor's name],

I am writing to request time off for [dates] because of [reason]. 

I checked with t don' have any urgent projects or deadlines during [dates requested]. Could I take my vacation time during those dates? If you have any questions, please let me know.

[insert your name]

You can check out other professional email examples with our other guides, which include samples, tips, and suggested email formats for the following work situations:

• Introducing yourself to a new team
• Saying thank you to your colleagues
• Writing a cover letter
• Asking for a letter of recommendation
• Giving two weeks' notice

Learning how to write a professional email is one of the most important skills you can learn. And, like every other skill, it just takes a little practice. Taking the time to build better-written communication skills will be worth it in the long term and will help you save time, avoid miscommunication, and construct better professional relationships.

Think through your message, keep it short and sweet, and proofread it twice. Then you’re ready to hit that send button.

Elevate your communication skills

Unlock the power of clear and persuasive communication. Our coaches can guide you to build strong relationships and succeed in both personal and professional life.

Madeline Miles

Madeline is a writer, communicator, and storyteller who is passionate about using words to help drive positive change. She holds a bachelor's in English Creative Writing and Communication Studies and lives in Denver, Colorado. In her spare time, she's usually somewhere outside (preferably in the mountains) — and enjoys poetry and fiction.

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How to write an unforgettable goodbye email to coworkers, drafting an effective reference request email, how to start an email like a pro: 44 examples, send an email before your first day of work to make a good impression, how to end an email and leave a fantastic impression, how to write a job application email that gets a reply, 15 email etiquette rules that you should know, love them or hate them, meetings promote social learning and growth, learn how to introduce yourself in conversation and in writing, how to ask for a letter of recommendation (with examples), 4 tips to respond to a job rejection email plus examples, learn to sweat the small stuff: how to improve attention to detail, saying yes: how to write an offer acceptance email, stay connected with betterup, get our newsletter, event invites, plus product insights and research..

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How to Email a PowerPoint Slideshow: A Step-by-Step Guide

Emailing a PowerPoint slideshow is as simple as attaching a file to an email. But to do it correctly, you need to save your presentation in the right format, choose the right file size, and ensure that your recipient can view it. After completing these steps, your PowerPoint slideshow will be successfully sent and accessible to your intended audience.

After you complete the action, your recipient should receive an email with your PowerPoint slideshow attached. They will be able to download and view the presentation on their own device, provided they have the necessary software or app to open PowerPoint files.

Introduction

In our digital age, sharing information has never been easier. Whether you’re a student presenting a project, a professional sharing a business proposal, or someone just looking to spread ideas, PowerPoint slideshows are a go-to method. But what good is a stunning presentation if you can’t get it in front of your audience? Emailing your PowerPoint slideshow is a quick and efficient way to do just that. This simple action is relevant to almost everyone in the digital workspace. It saves time, resources, and allows for instant sharing of information.

Emailing a PowerPoint slideshow seems straightforward, right? Well, it is, but there are a few tips and tricks that can ensure your presentation arrives just as impressively as it leaves your outbox. It’s crucial to know the ropes to avoid any hiccups, such as large file sizes causing your email to bounce back, or the recipient not being able to open the file. Let’s dive into the know-how of emailing a PowerPoint slideshow, ensuring your hard work gets seen and appreciated.

Step by Step Tutorial: Emailing a PowerPoint Slideshow

Before jumping into the steps, understand that following them will help you send a PowerPoint slideshow via email. This process is handy for sharing presentations with colleagues, friends, or anyone who needs to view your slides.

Step 1: Save Your PowerPoint Slideshow

Save your PowerPoint presentation in a format that’s suitable for email.

When saving your PowerPoint presentation, choose a format that maintains the quality of your slides while keeping the file size manageable. The standard .ppt or .pptx formats work well, but if you’re concerned about compatibility, a PDF format is a universal option.

Step 2: Compress Your Presentation

Compress your PowerPoint file if it’s too large to email.

Large files can be troublesome to send via email. If your presentation is too large, consider compressing it to reduce the size. PowerPoint has built-in tools that can help you compress images and media within your slides to make the file smaller.

Step 3: Open Your Email Client

Open your preferred email client to compose a new message.

Whether you use Gmail, Outlook, or any other email service, start by opening your email client and clicking the option to compose a new email. This will be the vehicle to deliver your PowerPoint slideshow to your recipient.

Step 4: Attach Your PowerPoint Slideshow

Attach your saved PowerPoint presentation to your email.

Look for the ‘attach file’ icon (usually represented by a paperclip) in your email client. Click on it and navigate to the location where your PowerPoint presentation is saved. Select the file and attach it to your email.

Step 5: Compose Your Email

Write a brief message to accompany your PowerPoint slideshow.

Don’t just send an email with an attachment and no context. Write a short message explaining what the presentation is and why you’re sending it. This will provide your recipient with the necessary information and entice them to open your slideshow.

Additional Information

When it’s time to share your PowerPoint slideshow, there are a few additional things to consider. First, think about the accessibility of your presentation. Will your recipient need any special software to view it? It’s always a good idea to ask ahead of time or provide options, such as saving your slideshow as a PDF, which can be opened on almost any device.

Another tip is to use file-sharing services for particularly large presentations. Platforms like Google Drive, Dropbox, or WeTransfer allow you to upload your PowerPoint slideshow to the cloud, and then send a link via email. This way, you avoid the file size limits of email services and ensure your recipient can download the presentation at their leisure.

Also, be mindful of the security of your content. If your PowerPoint slideshow contains sensitive information, consider password-protecting it before sending. You can also use encrypted email services for added security.

Remember, the goal is to make sure your PowerPoint slideshow is received and can be viewed with ease. The last thing you want is for your hard work to go unseen due to a technical hiccup.

• Save your presentation in a suitable format.
• Compress your presentation if it’s too large.
• Open your email client and compose a new message.
• Attach your PowerPoint slideshow to the email.
• Write a message to accompany your presentation and hit send.

Frequently Asked Questions

Can i email a powerpoint slideshow from my phone.

Yes, you can email a PowerPoint slideshow from your phone using your mobile email client. Just ensure that your presentation is saved on your phone or accessible through a cloud service.

How can I make my PowerPoint file smaller to email?

You can compress images within PowerPoint or use a file compression tool. Also, saving your presentation in PDF format can sometimes reduce the file size.

What’s the maximum file size I can email?

This depends on your email provider. For example, Gmail has a limit of 25MB for attachments. If your presentation is larger, you’ll need to use a file-sharing service.

Can I password-protect my PowerPoint slideshow before emailing it?

Yes, PowerPoint allows you to add a password to your presentation. This can be done in the ‘File’ menu under ‘Info’ and then ‘Protect Presentation.’

What if my recipient doesn’t have PowerPoint?

If your recipient doesn’t have PowerPoint, consider saving your presentation as a PDF. Alternatively, they can view it using free software like PowerPoint Viewer or Google Slides.

Emailing a PowerPoint slideshow is a crucial skill in the modern world of digital communication. It’s a simple yet effective way to share your ideas, projects, or proposals with anyone, anywhere. While there are some hurdles like file size limits and software compatibility, a little preparation and foresight can overcome these challenges.

Remember to save your presentation in an accessible format, keep the file size manageable, and always double-check with your recipient for any specific requirements they might have. With these tips and tricks up your sleeve, you’re ready to share your PowerPoint masterpiece with confidence and ease. So go ahead, hit that send button, and let your slideshow make the impact it deserves!

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Read his full bio here.

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How to Write Professional Emails That Get the Results You Want

People get dozens, hundreds, or even thousands of emails (let’s not even talk about how many unread emails are sitting in my inbox right now) and it’s easy to miss—or just plain ignore—them on a scroll. So when you’re writing an email, you want to do everything in your power to ensure the recipient sees, opens, reads, and acts on it the way you’re hoping they will.

The truth is that some emails are more effective—and likely to get a response—than others. “Your email will be noticed and get the attention it deserves when it is written appropriately and professionally geared specifically to your audience,” says Muse career coach Lynn Berger .

No matter what field or industry you work in, or would like to work in, knowing how to write emails that achieve your goals is vital. Here are the basics to help you get started—if you’re new to the workforce—or to make sure this email is just right.

Elements of a Professional Email

No matter what your email is about, it can be broken down into the same basic pieces. Depending on the situation, you might not need to use all of these elements, but you should always consider each one.

Subject Line

Your subject line goes in its own field above the message itself, but it’s still very much part of your email. And you should never leave it off—or your message is likely to remain unopened, whether the reader skips over it or it lands in their junk folder.

This short phrase (along with your name or email address) will be what the recipient sees before they decide whether or not to click on your email, so you want to make sure you’re clearly stating what your message is about and setting the right expectations. Stay away from subject lines that just say “Hello” or “Please read” unless you know the person well. Instead try something along the lines of these examples:

• “Can we set up a meeting?”
• “Requested resume for Matthew Li”
• “Question from a fellow UT-Austin alum”
• “Feedback on report draft needed by EOD Monday”
• “Question about apartment listing - 123 Maple Street”

Note: If you’re applying for a job via email, sometimes the job posting will tell you to include something like your name or the position title or number in your subject line, and you should always follow these directions.

The only time you don’t need to write a subject line is if you’re responding to or forwarding someone else’s message: In this case, you can just leave the existing subject line—unless you want to highlight a specific deadline or action item.

Read More: 5 Words to Include in Your Email Subject Lines (and 4 to Avoid at All Costs)

Would you walk up to someone at work who you don’t know well and just start talking about the report that’s due without saying “Hi” or even their name? Probably not. So you shouldn’t do it over email, and you definitely shouldn’t do it if you’ve never communicated with the person before. Start your message with an appropriate salutation (most commonly “Hi,” “Hello,” or “Dear”) and the recipient’s name if you know it.

In most workplace communications, a first name only is just fine , unless the person works for a more formal company where using their full name might be more appropriate (or, say, you’re emailing the head of a division or company). Including a first or full name is always better than accidentally misgendering somebody with a “Ms.” or “Mr.” For professors and doctors, however, their title followed by the last name is usually best.

If you don’t know who your email will go to, you can sometimes skip the name entirely and just write “Hello” or “Hi there” to start your message. “To Whom It May Concern,” might be just fine If you’re emailing a customer service department or similar, but never use it in a cover letter .

This is where you actually write the information that you want to send the person you’re emailing. Every email has a body, whether it’s a single word (“Thanks!”) or paragraphs and paragraphs long—but please don’t make it too long! For professional emails, make sure that you keep your language appropriate for the situation and clearly state why you’re sending the message and what (if any) action you’re hoping the recipient will take after reading.

Read More: An Editor’s Guide to Writing Ridiculously Good Emails

Closing (or Sign-Off)

Your email closing is the (usually single) line before your name and/or signature. Skipping this can come off as rude or abrupt, so be sure to include one unless you’re emailing with someone you know well or you’re several emails into a thread. The most common professional email closings are “Best” and “Thanks.” But you can definitely change it up based on your preferences and the circumstances.

Read More: How to End Any Professional Email (Plus a List of Sign-Offs for When You’re Tired of Saying “Best”)

Typically, you end an email by signing just your name at the end. Your first name is usually enough here, but for more formal emails (such as a cover letter), your full name might be warranted. You might also choose to include additional information after your name (often on the lines below), such as your contact information, title, company, pronouns , or links with more information about you or your company. You might also create a default email signature that contains some or all of these components.

Read More:  5 Quick, Easy, (and Free!) Ways to Create an Awesome Email Signature Today

Tips for Writing a Professional Email

Here are a few things to help you ensure that your emails are effective and professional.

Keep It Concise

Emails are one of the main ways we communicate at work, so people get a lot of them. If someone is sifting through an inbox with 50 (or 500) unread messages , they’re more likely to respond in the moment to something that’s a few short paragraphs at most as opposed to something that’s much longer. So be respectful of others’ time and keep your emails short and to the point.

Add a Personal Touch

Because you want to be concise, and written messages lack the tone of speech, email “can feel curt,” says Muse career coach Barb Girson , but this is easily fixable.

Being professional doesn’t mean you need to be robotic. So before you jump into the meat of your message, “Pause and add a quick pleasantry,” Girson says, to acknowledge the person at the other end of your email. This could be as simple as, “I hope this email finds you well,” or, “I hope you’re having a great week.” If you’re friendly with the person you’re emailing, you might reference something you know about them like, “How was apple picking with the kids last weekend?” or, “Did you catch the Packers game last night?” Note: For cover letters, you can generally dive right in.

Read More: 40 Email Opening Lines That Are So Much Better Than “Happy Monday!”

Clearly State Your Intent

In all professional messages, you should explicitly say why you’re emailing and what you’re looking or asking for. Don’t make the reader guess at your point.

You might open a cover letter with something along the lines of, “I am excited to be applying to your open sales development role.” Or after your opening pleasantry to a coworker, you might say, “I just wanted to check in about the presentation tomorrow,” or, “Following up on yesterday’s meeting…”

At the end of your email, you might also include a call to action such as “Can you get me any feedback on this deck by noon Thursday?” or even a clear statement that no action is necessary like “We don’t need anything from you right now, but we just wanted to keep you in the loop!” just to be sure that the recipient comes away with the right information.

Read More: 5 Copy-and-Paste Calls to Action You Can (and Should) Use in Your Emails

If you’re sending multiple emails a day, it can be easy to overlook this step, but you should be rereading all your emails for spelling and grammar, Berger says. If you have the time, Berger even recommends saving your email as a draft and going back to it later to make sure it looks good with fresh eyes. This probably isn’t necessary for a note to that colleague you email multiple items a day, but for particularly important or delicate emails, it might help you catch that embarrassing typo or mistake before you hit send.

Bonus Tip: Make Sure Email Is the Right Tool in the First Place

Depending on what you’re trying to communicate, email might not be the right tool, says Muse career coach Heather Yurovsky : “While a well-written and concise email is certainly effective and allows the reader to respond in their own time, a phone call can sometimes take the place of multiple emails while getting much more accomplished and building a stronger relationship.” So if it’s appropriate given the relationship you have with the person, consider calling or sending a shorter email to set up a meeting. If it’s a colleague in your office, you might also walk over to their desk or use a tool like Slack that allows for quicker back-and-forth communication.

Example Professional Emails

What does this look like in action? Here are a few example emails:

Reaching Out for an Informational Interview:

Subject: Aspiring growth marketer—would love to ask you a few questions

Hello Juan,

I hope you’re having a great week. I’m currently a marketing generalist with XYZ Co and I saw your recent LinkedIn post about your philosophy on conducting market research. I wanted to reach out to let you know how much I admired what you said about how data tells a story if you let it.

As someone early in my career, I’m interested in learning more about growth marketing as a possible path for me. If you’re open to it, I’d love to connect and chat about how you got into this field and what advice you have for someone hoping to transition from an entry-level generalist role to a specialist role in growth marketing. Do you have any availability for a Zoom or phone call in the coming weeks?

Looking forward to connecting and thank you for taking the time to read this message.

Rishi Anand Marketing Coordinator, XYZ Co https://www.linkedin.com/in/anand-rishi

Expressing Appreciation and Building a Relationship:

Subject: Thank you for your talk and time!

Dear Professor Washington,

I hope this email finds you well. I’m reaching out to thank you for talking to our biology club about your research. We all found it fascinating and I really appreciated how you stayed longer than planned to answer all our questions. I was especially interested in what you said about this research having the potential to translate to other areas of the body! I’m planning on enrolling in your BIO409 class next semester and am looking forward to learning about these concepts in more depth!

Thanks again,

Hillary Thompson

Emailing a Team Member at Work:

Subject: May vendor invoices (send by EOD Wednesday?)

How was your long weekend? Did you make it out to the beach like you talked about? I know you’re probably still settling back in, but when you get a chance could you send over the vendor invoices from May? The accounting team needs them by EOD Wednesday.

How to Write Different Types of Emails:

Looking for advice on how to write specific types of emails? Check out these articles (with templates and/or examples) for when you’re emailing in certain situations:

• Asking for a job referral
• Asking for help with your job search / Asking for help with your job search during the COVID-19 pandemic
• Asking for an informational interview
• Following up on a job application
• Growing your network
• Resigning from your job
• Making a professional introduction
• Thanking someone after a job interview
• Writing a cover letter (which you may or may not send in email form)

How To Write Effective Emails That Will Improve Your Communication

One of my main tasks as a Head of Operations at 24slides is communicating with existing and potential customers. As our customers are located all over the world, I write emails. A lot of emails. I write emails to update and inform customers, to check in, to evaluate processes, to schedule meetings, you name it – I probably have to write an email about it.

Email communication has developed as the main tool for companies and businesses worldwide. Every day, millions of emails are sent from companies to customers and suppliers, from employees to their managers and between coworkers. Even so, written communication still seems to be a challenge for many. We have all experienced it: you receive an email and start to read it – however, you are not sure what the sender actually mean, and what you are supposed to respond.

The sender probably thinks the email is clear and understandable. In his or her head, and from this person’s viewpoint and the reference frame, the request, comments, and feedback make a lot of sense! The main issue with emails is the lack of basic information about body language and emotions. This can cause misunderstandings and confusion, as people are bound to make some wrong assumptions at some point.

Statistics actually show that in 2015, the total number of emails sent and received is over 205 billion. It is expected that this number will have an average annual growth of 3 %, reaching over 246 billion by the end of 2019. Emails are not going anywhere anytime soon – based on the statistics; it will probably be an even bigger part of our workday. So how can we avoid this issue? And how can we improve our own written communication, in order to make our work life easier?

I have compiled the following tips based on my experience with written communication over the last few months. Still, the main take away is that knowing and respecting your audience, as well as a positive tone, go a long way.

1.     Respect your audience

People are generally busy, and respecting their time can be the key to success. Keep your emails short and to the point, and easy to understand. A good idea can be to include a list of bullet points, pointing out the most critical issues, or questions you have. The less time your recipient has to spend on understanding your email, the better.

2.     Personalize your emails

Keep a casual tone in your emails, and direct them specifically towards the recipient. Referring to a statement from a previous email can help ensure a polite and friendly tone, and show that you are attentive to details, and actually care about what they say.

3.     Remember your attitude

Written communication can easily be misinterpreted or misunderstood, as there are no visual emotions or body language following the message.  Incorporating positive words can help lighten the mood, and make the communication flow smoother. Positivity goes a long way and reading words such as ”thanks”, ”appreciate”, ”great”, can evoke a range of favorable reactions by the recipient of your email.

To make your email easily understandable without being too wordy, add ”power words” to your email like more concrete verbs and vivid adjectives. For example, use ”attract” instead of just ”get” or ”interactive” than just ”interesting”.

4.     Focus on content

Is this the first email you are sending? Statistics show that 35% of email recipients open emails based on the subject line alone! Include the topic of your email, and keep it short. The same goes for the content of your email – again, respect your recipient’s time. Get to the point, be polite and keep it simple. Is the point of this email answering a request from a customer?

By stating clearly in the subject line what your recipient can get out from your email, you’ve already taken a huge step to grabbing their attention.

Remember to read the email thoroughly; sometimes the customer is just looking for more information from you. It is important that you address all questions; this will save you from going back and forth, and answering the same email multiple times.

5.     Include a Call to action

After reading your email, the recipient should have a clear idea of what to do next. If they don’t, you leave them hanging, and the communication flow can die. Tell people exactly what you want them to do. This can simply be to confirm that they received your email, let you know if they have any questions or feedback, or respond to your request.

6.     Proofread

Nothing screams unprofessionalism and laziness more than spelling mistakes. Read through your email before you send it, make sure the language is clear and understandable, and that your message comes through. Imagine that you are receiving this email yourself, with no background information – is the message clear? Would you know how and what to respond?

I hope the above tips will help you improve your written communication, and increase your email writing skills. Don’t forget to take a look at our other posts on our blog, and learn more about marketing, communication, presentation design etc.

This article is written by Thea Lango. Head of Operations at 24Slides . You can catch Thea at [email protected].

Inspiration/sources:

• www.convinceandconvert.com/15-email-statistics
• www.radicati.com/Email-Statistics
• www.mindtools.com/EmailCommunication
• www.skillsyouneed.com/business-writing-tips
• https://blog.sendio.com/blog/7-tips-to-improve-your-emails/

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How to Write an Email

Want to know how to write an email? Need some guidance on what goes where and why? Well, whether this is the first email you’ve ever composed, or you just want to refresh your memory, here go through everything you need on the subject of how to write email properly! For more advanced email writing techniques, check out our how to write a professional email.

Formatting and Components

Learning how to write a basic email is simple, and every email you ever write will feature the same format that requires you to address each of these components:

To, CC, BCC

Attachments.

• Subject Line

Here, we go into each of these components in more detail so you know exactly what makes a great email.

These fields, found at the top of your email, are where you will place the email addresses of the people you wish to contact. Each has a different function:

Discover More:

• What’s The Difference Between CC and BCC In Email? Your Complete Guide!
• The Best Email Providers That Don’t Need a Phone Number
• Want iMessage for PC? We’ve got the Solution for You

The attachment function in your email allows you to attach supporting documents that can be downloaded or previewed within your message. Most formats are supported, and in most cases, you can include text, images, videos, audio, and GIFs. It’s worth remembering, however, that there is usually a limit to the size of the file you can send.

The subject line of your email is all-important , spelling out the intention of your email and what it contains.

They’re often forgotten but this is bad news as they not only help the recipient understand what the body of your message contains, but they also ensure your email doesn’t end up in the trash folder .

Always start your email with a greeting.

Learning how to write an email introduction and greeting is important as it allows you to be polite and let the recipient know the purpose of your message .

Formal emails, such as for a job application or  sales email , require a formal greeting. When considering personal emails or those between close colleagues, it’s usually fine to use a more casual greeting. You should keep this in mind in you’re using any email templates or AI writing tools.

Naturally, the body of your message is an important element when writing an email. The ideal email body has to be focused, structured, with a clear purpose and to the point .

Remember that story telling qualities aren’t appreciated in an email and people tend to lose focus and interest if you don’t keep your email short and to the point.

Always state what your email is about early in your message, and layout your information so it is easily accessible when skim reading .

Signing off your email correctly is just as important as starting it correctly, and ensuring you use the right kind of closing for your intended recipient ensures they know the message is finished.

Tailor your closing on a per-message basis and, if you are unsure about how to sign off, always default on the side of formality.

Sending and Writing an Email – Dos and Don’ts

There are many dos and don’ts when learning to write an email:

How To Write An Email – The Basics

When learning how to write an email, once you have added the recipients email address to the correct field, you’ll need to focus on three main areas. These are:

Here, we provide some examples of how you should approach each of these elements so that you can compose your email.

How to Write an Email Subject Line — Examples

Your subject line should be concise and to the point and include any relevant information that the recipient needs in order to identify the purpose of the message. When learning how to write an email subject line, you can use the following examples to guide you:

How to Write Email Introduction – Examples

Your greeting, salutation, or introduction should be tailored to your intended recipient. In many cases, your email introduction will be familiar to you from letter writing practices.

How to Write the Email Body – Examples

The body of your email will need to contain all the information you want to convey, without being overly long or complicated. Here are a few tips:

How to Write an Email Signature or Sign Off – Examples

Signing off your email is simple, and you can choose how you do it depending on who you are writing to. Here are a few ideas:

How To Write Email Like A Boss – Full Examples

Here, we look at some common examples of email writing to help you combine the elements above and rock your email technique.

How to Write an Email to a Friend or Family Member

When writing an email to a friend or family member, you don’t have to have as detailed of a subject line as you would for a more professional environment. Something along the lines of “Catching Up” will suffice. With your introduction, you can take a more conversational tone with them. You can use an informal introduction like “Hi Sam” when starting a conversation with them. 

Since you are talking to someone close to you in a non-business setting, you can treat it as would you a text message conversation. You’ll want to use a friendly tone, but that doesn’t mean you shouldn’t be concise and clear, though. Don’t ramble as they’ll likely skim past your information if so. When closing your message, salutations like “Love”, “From”, etc. are acceptable depending on the nature of your relationship. 

Example 

I just wanted to check you’d received my invite for Thanksgiving? Please let me know if you’re coming so I know how much turkey to cook!

Love, 

How to Write an Email to a Teacher or Professor

When emailing a teacher or a professor, you’ll want to use a much more clear tone than you would normally. In this setting, this person is an academic, so formality is required. Your introduction should be very formal. In our example below, we use “Dear” as the best option. When emailing a professor, be very concise and use bullet points when possible to make your point clear. When closing your email, use a formal salutation like “ Best Regards ”.

Dear Professor Smith, 

Unfortunately, due to sickness, I would like to request an extension to the deadline of our current project. If possible, I would like an extension until Monday. Please let me know if this works for if you. 

Kind Regards, 

How to Write an Email for a Job Application 

When sending an email for a job application, formality will be required. Your subject line should include “Application – JOB TITLE”. In your introduction, use a formal option like “Dear”. In your body, clearly state that your resume and cover letter are attached (don’t forget to attach them!).

Dear Sir/Madam, 

Please find attached my introductory letter and resume in application for the position of Marketing Associate as advertised on your website. You will find all the information you need in these documents, however, if you require anything further, you can reach me on my mobile or through email. 

Best Regards, 

Lorraine Lister

How to Write a Thank You Email After an Interview 

Getting a job interview is hard enough, so do something to set yourself apart from the rest of the applicants and send a thank you letter after the interview. In the subject line, state that you are thanking the interviewer for their time and attention. In the introduction, use the opening of “Dear NAME”. In the body, thank them for their time and let them know you are available to meet again if needed. “ Kindest regards ” is a great closing to use as your salutation.

Dear Jan, 

Thanks for giving me the time to speak with you and learn more about the role available. It was a pleasure to connect with you and discuss and how I might fill the position of Marketing Associate. 

Please feel free to contact me if you would like any more information or if you would like to arrange another meeting to discuss how we can proceed. I look forward to hearing from you in the near future. 

Kindest Regards, 

How to Write an Email for Business Purposes 

Email is the communication language of business, so it’s important to know how to learn ace email skills to further your career. “Hi Team” or “Hi All” is an ideal opening when sending to a group of people, but for a single person, use “Hi NAME” . Clearly state the purpose of the email, the intended outcome (meeting scheduled, documents reviewed, etc.), and then communicate the timeline. When closing, use “ Thanks ” or “ Best Regards ” .

Hi Team, 

Attached you’ll find the latest sales figures from the last quarter. If you have any comments, please get in touch with me directly. 

Best, 

Emma Watson

Sales Manager

ABC Company

How to Write an Email – FAQs

Email is the number one method of digital communication in the world, and its simplicity and ease of use mean it’s still popular even though it’s pretty old. You can write an email for a number of reasons, including keeping in touch with friends or family, applying for jobs, communicating with colleagues, or even just requesting information.

Anyone with an email app and an email address can write an email, and it remains one of the most popular methods of communication thanks to its availability and ease of use.

Your email address will be made up of three of four components. These are: your name (or other handle), the @ sign, and the domain of your email provider. This is usually a .com or .net domain, however this will depend on your email service.

The subject line is usually found at the very top of your email, just below the To, CC , and BCC fields where you enter the email addresses of your contacts. Don’t forget to write a short and snappy subject line so your recipients know what your email is about.

Depending on the email app you use, you may find the attachment button at the top or bottom of the screen. It is usually indicated with a paperclip icon and a click will allow you to attach files from a computer or the cloud.

The send button may be at the top or bottom of the screen depending on the app you use. It may be a simple arrow icon, or it could be a button with the word “send”. Usually, one click is all it takes to send your message, so make sure you check it properly first.

Gain Communication Clarity with Spike

20 Business email examples to elevate your professional correspondence

• August, 6 2024

Table of contents

Business email examples are crucial for anyone looking to communicate effectively in a professional setting. Whether you’re reaching out to a new client, following up on a meeting, or making a request, the way you craft your emails can make a big difference.

As email usage continues to grow — projected to reach around 4.6 billion users worldwide by 2025 — effective email communication is more important than ever.

In this blog post, we’ve gathered 20 business email examples to help you improve your professional correspondence. From introductory communication to follow-up emails and everything in between, our selection of business email examples provides practical insights and actionable tips for writing compelling emails.

Let’s start with the fundamental question.

What is a business email?

A business email is a type of email used for professional communication. It’s often sent between colleagues, customers, or partners. It can cover various topics, like updates, requests, or important announcements.

Business emails are different from other types of emails. Here is how they differ.

• Purpose : Business emails are formal and focused on work-related topics. Personal emails are more casual and can discuss anything.
• Tone : Business emails use a professional tone. Personal emails can be relaxed and friendly.
• Structure : Business emails usually follow a clear structure. They often have a greeting, body, and closing. Personal emails can be more free-form.
• Audience : Business emails are sent to coworkers or clients. Personal emails are for friends or family.

💌 Professionalism in business emails establishes credibility and respect, ensuring that your messages reflect well on your personal brand and organization. Clarity in these communications prevents misunderstandings and saves time for all parties involved. Focus on both to drive successful outcomes.

20 business email examples to inspire you

The following list contains business email examples from various companies to help you get started. We’ve even interacted ourselves with some of the companies on the list.

Check what makes each email work so you can adapt it to your own needs.

1. LinkedIn — outreach email

Why it stands out

• This communication showcases a professional format that you can use as a model for similar outreach efforts.
• The email clearly outlines the benefits of LinkedIn Ads. It shows how the consultation can help the recipient by addressing potential pain points .
• It’s a great email format example, showcasing a clear and structured layout with a compelling call to action (CTA).

2. NET-A-PORTER — apology email

• The email starts with a clear acknowledgment of technical problems. This shows that the company is aware of the issue and values transparency.
• By offering a discount, the company not only apologizes but also compensates the customers for the inconvenience.
• It’s one of the few business email examples that shows how to handle a technical issue with a clear apology , a compensatory offer, and a friendly tone to maintain customer loyalty .

3. Singapore Airlines — appreciation email

Image source: deal.town

• The email aligns with standard company emails by reflecting the organization’s commitment to excellence.
• By thanking customers for their support, the email creates a sense of community and appreciation .
• It has a professional email layout and a formal tone throughout, which is appropriate for addressing loyal customers and celebrating achievements.

4. Bank of America — confirmation email

Image source: reallygoodemails.com

• The email uses a formal and respectful tone appropriate for communication from a banking institution. It helps build trust and credibility.
• The email includes a warning about not sharing personal information, which is crucial for protecting sensitive data.
• It serves as a confirmation of the recipient’s enrollment in online banking, reassuring them that the process is in progress and providing the next steps.

5. Stripe — update email

Images source: reallygoodemails.com

• The email provides specific updates about changes to the billing plan. It introduces new features relevant to the recipient’s business operations.
• The email uses a professional and formal tone consistently, aligning with the email format examples used for effective business client communication.
• It’s a great business email example of structuring content well, combining detailed information with actionable steps in a clear format.

6. Partnero — announcement email

• Despite the friendly tone, the email maintains a structured format typical of business communications. It includes sections and bullet points for clarity.
• The content is specifically tailored for partners and potential clients, reflecting a focus on business relationships and opportunities.
• It features the company’s name, branding, and promotion of its presence on Product Hunt.

7. Fitbit — appreciation email

• This email stands out as one of the best company email examples. It combines heartfelt gratitude with impressive achievements to inspire customers.
• It looks forward to the future, creating excitement for what’s to come and encouraging continued customer engagement and support.
• It is signed by the co-founders, adding a personal touch while reinforcing the message’s authenticity and credibility.

8. Uber — webinar invitation email

• The email maintains a professional tone and a well-organized format, making it easy for recipients to understand the offer.
• It provides details about the webinar date, content, and benefits of the service, making it relevant for business decision-makers.
• The business email explains that Uber Eats can be integrated into the existing Uber for Business account, with the same policies and billing structure as ridesharing services.

9. Inc. Magazine — program invitation email

• The email follows professional email writing examples with a well-organized structure. It invites the recipient to apply for the Inc. Power Partner Awards.
• The email outlines the benefits of participating in the awards, such as increased visibility and recognition. This adds value for the recipient.
• It mentions a specific deadline that encourages timely action.

10. Webflow — customer nurturing email

• Instead of vague promises, the message outlines concrete, valuable resources — free subscriptions, templates, expert access, and valuable tips.
• The message emphasizes, “Everything we do at Webflow starts with you,” clearly highlighting their customer-centric approach.
• The email emphasizes support and assistance, which helps build trust.

11. TechBehemoths — survey invitation email

• The overall tone is professional and respectful, suitable for business communication.
• The email highlights the benefits of filling in the survey , which adds value to the recipient.
• It addresses the recipient by name and also includes a personal sign-off, which makes the message feel more genuine.

12. Amazon — gift card email

• The email follows a clear email structure example, with distinct sections for the claim code, redemption instructions, and support information.
• The tone is neutral and formal It is appropriate for business correspondence, even in the context of offering a gift card.
• The business email includes privacy-related information to avoid misunderstandings, such as not redeeming the card for cash.

13. Shopify — customer nurturing email

• The email maintains a professional and persuasive tone throughout, suitable for communicating with business clients and partners.
• It directly addresses business needs, focusing on how Shopify Bill Pay can streamline bill payments and improve efficiency.
• It explains how Shopify Bill Pay integrates seamlessly with existing workflows, mentioning specific tools like Gmail, QuickBooks Online, and Stocky.

14. Shop App — app downloading email

• The email references the recent use of Shop Pay and the associated order with Sister Jane. It links its content to the recipient’s recent transaction.
• It follows a clear business email format example, with clear instructions on how to track orders and download the Shop app.
• It invites the recipient to track all their online orders in one place, improving their shopping experience.

15. Nordstrom — customer service email

• The email apologizes for the inconvenience caused by the cancellation , making it an example of good customer service .
• It provides clear information about the payment status and how the refund will be processed.
• It follows an effective email template for business communications that builds trust and reliability with customers.

16. Clutch — review invitation email

• The email has a clear objective — encouraging the recipient to update their profile and submit reviews .
• It provides action-oriented guidance, reflecting an email style that focuses on actionable steps to engage the recipient.
• Mentioning Clutch as a platform for reviews and credibility reinforces the business-focused nature of the communication.

17. Mytheresa — customer service email

• The email acknowledges the delay in shipment and apologizes for the inconvenience, demonstrating excellent customer service practices.
• It assures the client that a shipping confirmation email with tracking details will be sent once the order ships.
• The email ends with a formal sign-off and includes the department’s designation, adding to its professional tone.

18. Livestorm — survey invitation email

• The language used is formal and professional, appropriate for a business context.
• The email includes a CTA that urges recipients to participate in a survey — a common practice in business communications.
• It highlights the benefit of participating, that is, helping marketers benchmark their webinar strategy against industry standards.

19. Blinkist — announcement email

• The email provides a clear rationale for the updates to the privacy policy and how these changes affect the company’s data management practices.
• It reassures recipients about continuity and stability. Blinkist states that despite the acquisition, it still remains the point of contact.
• The structure makes the message easy to understand, with simplified language that explains complex issues like data processing and privacy.

20. Textmagic — welcome email

Why it stands out 

• Our welcome email maintains a professional yet friendly tone, which is perfect for business communication.
• Each step in the customer onboarding process includes specific actions that the user needs to take, helping them understand what to do next.
• The key features of our platform — sending personalized campaigns and replying to texts — are clearly explained.

How to write a business email

This is how you write a professional business email that is simple and approachable.

1. Understand your audience

Knowing who your recipient is can greatly influence how you formulate your email. Here’s how to tailor it depending on their role, their relationship with you, and their expectations.

• For colleagues : Use a friendly yet professional tone.
• For clients : Maintain a polite and respectful tone, focusing on providing solutions.
• For managemen t: Be concise and direct, highlighting key points and actions required.

2. Craft the subject line

Use clear, concise language that highlights the email’s main purpose. Make the subject line specific by avoiding vague phrases.

Some examples of effective subject lines include:

• Proposal for [Project name]: Request for feedback
• Follow-up: Next steps for [meeting/project]

3. Write the greeting

Choose a greeting that matches the formality of your relationship with the recipient. Keep the following suggestions in mind:

• Use formal greetings for business emails, such as “Dear Mr./Ms./Mrs./Dr.”
• Use informal greetings for emails to people you have established a relationship with, such as “Hi [First name]”

4. Structure the body

The body of your business email should be concise and well-organized. Consider the following tips for organizing information logically:

• Keep paragraphs short and focused on one main idea
• Use headings and subheadings to break up the content
• Introduce bullet points or numbered lists to highlight key information

5. Close the email

Choose a closing that matches the tone of the email and your relationship with the recipient.

Examples of professional closings are:

• Best regards
• Kind regards

6. Add a signature

Your email signature is not just a formality; it provides essential contact information and can reflect your professionalism. Include your name, position, company name, phone number, and email address. Optionally, include links to professional social media profiles (like LinkedIn) or your company website.

Here are some examples of email signatures you can use.

Standard professional signature

Best regards, [Your name] [Your position] [Your company name] [your work phone number] [your work email address]

Signature with social media links

Warm regards, [Your name] [Your position] [Your company name] Office: [office phone number] | Mobile: [your work mobile phone number] Email: [email address] [your LinkedIn profile URL] | [your company website URL]

Eight business email templates

Here are eight email templates for business scenarios. Each template can be customized to fit your needs.

1. Business email template for requesting a meeting

Subject line: Let’s discuss [topic/project] — meeting proposal for [date/time]

Hi [Recipient name],

I hope this message finds you well. I’m writing to see if we can schedule a meeting to discuss [topic/project]. I believe a conversation would be valuable for both of us to [briefly describe the goal or benefit of the meeting].

Could we arrange a time that suits your schedule? I’m available [provide a range of dates and times]. Please let me know what works best for you, or feel free to propose an alternative time.

Looking forward to your response.

All the best, [Your name] [Your position] [Your company name]

2. Formal email template for an apology

Subject line: Sincere apologies for [issue/incident]

I’m reaching out to say I’m truly sorry for [briefly describe the issue or incident]. I know this has caused [mention any inconvenience or problems], and that’s the last thing we want.

We’ve been reviewing what went wrong and are taking immediate steps to fix it. [Specific actions or changes being made].

If there’s anything else you’d like to share or if there’s more we can do to make things right, please let me know.

Once again, please accept our deepest apologies for any inconvenience this may have caused. We are committed to regaining your trust and ensuring a better experience moving forward.

Thank you for your understanding and patience. Best regards, [Your name] [Your position] [Your company name]

3. Professional email example for students

Subject line: Seeking your advice on [course/project/internship] opportunities

I hope this email finds you well. My name is [Your name], and I am a [your year] student majoring in [Your major] at [Your university name]. I am reaching out to seek your guidance regarding [specific topic, e.g., “internship opportunities in the marketing field”].

I’m eager to explore this further and gain some hands-on experience. I truly admire your work in [mention something specific about their work] and believe your insights would be incredibly valuable.

Could we possibly schedule a meeting or a call at your convenience? I would greatly appreciate any advice or resources you could share.

Thank you so much for your time and consideration. I look forward to the possibility of speaking with you soon.

Best regards, [Your name] [Your major and year] [Your university name] [Your contact information]

4. Project update email

Subject line: [Project name] update — progress and next steps

Hi [Recipient name]

I am writing to provide you with a comprehensive update on the progress of [Project name]. Over the past period, our team has been diligently working to advance the project, and I am pleased to share that we have achieved several significant milestones.

Key achievements:

• [Detail the specific milestones or accomplishments, e.g., “We have completed the initial phase of market research and have gathered valuable insights for our next steps.”]

Current status:

• [Describe the current status of the project, e.g., “We are currently in the design phase, finalizing the blueprints and preparing for the prototyping stage.”]

Next steps:

• [Outline the upcoming tasks or goals, e.g., “Our immediate focus will be on conducting testing to gather customer feedback .”]

Please let me know if you have any questions, need further details, or would like to discuss any aspect of the project.

Thank you for your continued support and cooperation.

Sincerely, [Your name] [Your position] [Your company name]

5. Project proposal email

Subject line: Detailed project proposal for [Project name/type]

I hope this message finds you well. This is [Your name], [Your position] at [Your company name]. Following our recent discussions, I have prepared a detailed proposal for [Project name/type].

Please find the proposal document outlining the project scope, objectives, timelines, and budget in the attachment. We are excited to collaborate with you, as I believe this project can improve [specific aspect of the recipient’s business].

Please review the proposal at your earliest convenience. I am available to discuss any questions or concerns you may have, and look forward to your feedback.

Best regards, [Your name] [Your position] [Your company name] [Your contact information]

6. Email to introduce your business

Subject line: Introducing [Your company name] — solutions for [recipient’s industry]

Hello [Recipient name],

I hope this message finds you well.

My name is [Your name], and I am the [Your position] at [Your company name]. We specialize in [brief description of services or products your company offers], with a focus on [mention the industry or a unique aspect of your product/service].

I have been following your company’s work in [recipient’s industry/area], and we believe there may be valuable opportunities for collaboration between our organizations. Our team is dedicated to [describe how your company adds value or solves problems], and we are eager to explore how we can support your goals.

Please let me know a convenient time for a brief call or a meeting.

Thank you for considering this introduction. I look forward to your response.

Best regards, [Your full name] [Your position] [Your company name] [Your contact information]

7. Customer complaint response email

Subject line: We’re addressing your recent concern — [Your company name]

Hi [Customer name],

Thank you for bringing your concern to our attention. We genuinely value your feedback and are sorry to hear about your recent experience with [issue/incident or product/service].

Our team has reviewed your complaint. We understand the frustration caused by the situation and are committed to solving it as quickly as possible. Please accept our sincerest apologies.

To address the problem, we [specific actions or changes being made].

We want to make sure that you are completely satisfied with the resolution. If you have any questions or need additional assistance, please contact us at [support email or phone number]. Thank you for your patience and understanding.

8. Sales email follow-up template

Subject line: [Prospect name], let’s discuss the next steps for [product/service]

Dear [Prospect name],

I hope this email finds you well. I am writing to follow up on our recent conversation regarding [product/service] and to inquire if you have any further questions or require additional information to inform your decision.

To briefly recap, our [product/service] provides [key benefits, e.g., “a comprehensive solution to streamline your project management and increase team productivity”]. We are confident that it can deliver substantial benefits to your organization by [specific value proposition, e.g., “reducing operational costs”].

For your reference, I have included a few resources that may assist you in your decision-making process:

• [demo/free trial link]
• [case study/testimonial link]

I would be pleased to arrange a call to discuss your specific requirements and how our solution can be adapted to meet your needs. Could we schedule a time this week? Please let me know your availability.

Thank you for considering [Your company name].

Kind regards, [Your name] [Your position] [Your company name]

Best practices for business email etiquette

These tips guarantee that your emails are well-received and accomplish their intended purpose:

Ensure timeliness

• Responding to emails right away shows respect for the recipient’s time and keeps projects moving smoothly.
• Aim to respond within 24 hours or set expectations for when you will follow up.

Proofread before sending

• Take the time to check for spelling, grammar, and formatting mistakes.
• Consider using AI-powered grammar checkers for an extra layer of review.

Use professional language

• Maintain a formal tone in your emails.
• Avoid using slang or overly casual language.

Include a CTA

• Clearly state the desired outcome to guide the recipient on what to do next.
• Examples of effective CTAs:

“Could you please review the attached document by the end of the week?”

“Let’s schedule a meeting for next week to discuss further.”

“Please confirm your availability for the proposed dates.”

Respect privacy and confidentiality

• Do not disclose confidential details without proper authorization.
• Consider using encrypted email services for secure communication.

10 tools for great business emails

From managing your inbox to automating repetitive tasks, the following tools can help you write exquisite business emails, save time, and build stronger relationships.

• Outlook provides a comprehensive suite for managing emails, calendars, tasks, and contacts.
• Gmail has a clean interface, ample storage, and seamless integration with other Google services.
• Specialized business email platforms like Zoho Workplace or Google Workspace provide tailored email solutions with business-specific features.
• Hemingway Editor focuses on simplifying and clarifying your writing.
• Grammarly can improve your email content by checking grammatical errors and suggesting better phrasing.
• Mailchimp provides customizable templates, segmentation , and automation for email campaigns.
• HubSpot is a comprehensive marketing automation tool with email templates, personalization features, and analytics.
• Yesware allows you to track email opening rates, link clicks, and presentation views.
• Mailtrack offers free email tracking for Gmail, sending real-time notifications when your emails are read.

Improve engagement with better business emails

In this article, we’ve explored how business email examples can transform your stakeholder communication. Remember, it’s all about understanding your audience, crafting compelling messages, and using the right tone.

Now, it’s your turn to implement these tips. With the right approach, you can make your business emails more impactful.

Stay tuned to our content for further insights into improving your business communication!

Iustina is a curious copywriter with an analytical mind and a demonstrated history in the advertising industry. She likes mixing words with data and is passionate about human behavior. When she's not at her work desk, you'll probably find her enjoying refreshing tea flavors, spilling stories on paper, or binge-watching true-crime documentaries.

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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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Email your presentation to others

In PowerPoint, you can use email to send your presentation to others. You can send your presentation as an attachment, a link, a PDF file, an XPS file, or as an Internet Fax.

Important:  You won’t be able to email your presentation directly from PowerPoint on a Windows RT PC. Instead, you can open an email program, create your email, and attach the presentation to it.

If the presentation you're planning to send through email contains audio or video files, do one or both of the following:

Compress your media files to minimize the size of your presentation.

Optimize the media in your presentation for compatibility so that your presentation will play without fail when it is received.

Select File > Share > Email

Under Email , click one of the following:

Send as Attachment to attach your presentation to an email message.

Send a Link to create an email that contains a link to your presentation.

Note:  To Send a Link , you must save your presentation in a shared location, such as a SharePoint document library that your recipients have permission to access, or OneDrive.

Send as PDF to save your presentation as a Portable Document Format (.pdf) file, and then attach the PDF file to an email message. For more information about PDF files, see File formats that are supported in PowerPoint .

Send as XPS to save your presentation as a .xps file, and then attach the file to an email message. For more information about XPS files, see File formats that are supported in PowerPoint .

Send as Internet Fax to send your presentation as a fax without using a fax machine. This option requires you to first sign up with a fax service provider. If you haven't already signed up with a fax service provider, click Send as Internet Fax , and you'll be directed to a website where you can select a provider.

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How to Email a PowerPoint Presentation: 5 Proven Ways

content creator

Helen Colman See full bio →

After you’ve finished creating a PowerPoint presentation – assembling the content, perfecting the design, and adding animations and other special effects – you may want to email it to your students, employees, or clients. There are several ways to email PowerPoint slides, and the one you choose may depend on a few things: the file’s size, security concerns, and whether you want users to be able to edit the presentation. Let’s look at each of the 5 methods in detail. 

1. Send as an Email Attachment

Sending a file as an email attachment is perhaps the first thing that comes to mind when there’s a need to email a PowerPoint presentation.

To do this:

• Save your completed PowerPoint presentation on your hard drive.
• Open your email program.
• Add recipients’ email addresses.
• Click on the attach button (usually represented by a paperclip icon), and navigate to the file on your hard drive.
• Once you’ve found the file on your computer, double-click on the file name or icon and it will upload to your email server.
• All that’s left to do is write the subject and body of your email and click Send .

This method is quick and easy, but:

• It would make the sender vulnerable to plagiarism, as the receiver could copy the content at will.
• Most popular email services cannot attach files greater than 25MB.
• PowerPoint files won’t open on Macs without an additional tool.
• Files created using newer versions of PowerPoint won’t open in older versions of the software.

2. Convert and Share Files in PowerPoint 

PowerPoint comes with a host of built-in features to help facilitate the sharing of presentation files. You can send your presentation as an attachment, a link, a PDF file, an XPS file, or as an Internet Fax. To access these features, click File > Share > Email .

Under Email , select between the following options:

• Send as Attachment , to attach your slides to your email.
• Send a Link , to create an email with a link to your slideshow. But to use this option, you need to have access to a shared location, such as a SharePoint or OneDrive, and save your presentation there. (We’ll address this method in greater detail later in the article.)
• Send as PDF , to save your slides as a .pdf file, and then attach it to an email.
• Send as XPS (Microsoft’s alternative to PDF), to save your presentation as an .xps file and then attach it to an email message.
• Send as Internet Fax , to send your presentation as an Internet fax. For this option, you first need to sign up with a fax service provider.

3. Make It an HTML5 File

You can also convert a presentation that you want to share into an HTML5 file. In this way, your users will be able to open the slides in a browser and view them online. There are numerous advantages to this method:

• In presentations converted into the HTML5 format, all images and videos look the same as they do in the original and all PPT effects and transitions are preserved. 
• HTML5 presentations work flawlessly in all operating systems and on all devices, and don’t require any software to open them. Users can view HTML5 slides right in their browsers.
• HTML5 slides are easy to upload to websites or Learning Management Systems .
• Your slides will be safe behind a wall of protections – watermarks, passwords, and time and domain restrictions. Users will only see your presentation when you allow them to.
• Presentations cannot be corrected by outside sources after conversion, meaning that copyrights will be protected.

You can turn your presentations into HTML5 format by using iSpring Converter Pro , which is shipped as a PowerPoint add-in. After installation, the iSpring tab will appear on your PowerPoint ribbon, so you can perform a conversion in a few clicks. Here’s how to do this:

• Download and install iSpring Converter Pro. 
• Open a PowerPoint presentation. 

• Click on Publish . 

Start your free iSpring Converter Pro trial now →

4. Make It Into a Video

Another way to share your email presentation easily is to convert it into an MP4 file. This is an especially useful method if you want to share your ideas via video by uploading it to a platform like YouTube. 

And this is where iSpring Converter Pro will fit nicely again. As with the HTML5 file, after conversion, a video will preserve all animations, effects, formatting, and audio embedded in the source files. iSpring lets you manage presentation specifics like video quality and size, as well as publication to YouTube from within the software itself. 

To turn presentation into a video , perform the same steps we covered above but, when publishing, choose Video instead of HTML5. 

Then you can click the Email button to send the output via email. 

If you want to upload your video presentation to YouTube, go to the YouTube tab in the iSpring publishing window. 

Log in to your YouTube account by clicking Sign In in the Account field, enter information about the video – title, description, and category in the relevant fields – and configure the settings if needed. Then, click the Publish button. After that, you can watch the published video in your YouTube account. The only thing you need to do now is email the link to the video to your users. 

See a comprehensive guide on how to publish a PPT to YouTube →

5. Share via a Link

If converting a PPT file to another format is not what you want, but the presentation is too big to email as an attachment, you can always compress it into a .zip file before sending it. Or, instead of emailing the file directly, you can upload it to a file hosting service, like Google Drive or Dropbox, and share it by sending the link to recipients.

To compress large presentations into zip files:

• Right-click on the file in your computer.
• Choose Send to .
• Select the compressed (zipped) folder.
• Log in to your file hosting service and follow the steps required to upload a file and share it via a link. When recipients receive your email, they can click on your link and view the file online or download it to their computers and watch it using the PowerPoint slide show viewer.

Choose the handiest method from among these five for your line of work and presentation needs. Plus, consider the security of the method you use and decide how much control you would like to maintain over the intellectual property in the presentation.

Do you have any other ideas for sharing PowerPoint presentations? Tell us in the comments below!

Useful Resources on PowerPoint

Are you a PowerPoint lover? If so, here are some other helpful articles for you:

• How to Share a PowerPoint Presentation Online
• How to Protect PowerPoint Presentations
• How to Add Narration to a PowerPoint Presentation
• How to Add Youtube Video Into PowerPoint Presentation
• How to Structure a PowerPoint Presentation
• How to Convert PowerPoint Presentation to an eLearning Module
• How to Remove the Background From a Picture in PowerPoint

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She enjoys combining in-depth research with expert knowledge of the industry. If you have eLearning insights that you’d like to share, please get in touch .

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How to Write an Email to a Professor (With Examples)

By Hannah Yang

Table of Contents

How to email a professor in 7 steps, email to professor examples.

Emailing your professor can be a daunting task.

Writing professional emails is never easy, but composing an email to a professor can feel especially nerve-racking. After all, your professors have a lot of control over your academic success and your future career, so you don't want to make a mistake.

So, how exactly do you write a successful email to a professor?

In this article, we’ll give you a step-by-step guide for how to write an email to your professor, plus a set of email templates you can use.

We’ve broken the process of emailing your professor into seven simple steps.

Step 1: How to Write the Subject Line

Start by writing a clear, concise subject line for your email.

Your subject line should be specific to your situation. Ideally, your professor should understand why you’re emailing them without even having to open the body of your message.

For example, if you’re emailing to request an extension for a research paper, you can use the subject line “Research paper deadline extension.” Or, if you’re emailing to ask for a clarification about the syllabus, you can use the subject line “Question about class syllabus.”

Step 2: How to Address a Professor in an Email

You should start your email with a formal salutation.

You can use formal greetings, such as “Dear” or “Hi,” followed by your teacher’s preferred title, whether that’s “Professor [Last Name],” “Mr. [Last Name],” “Ms. [Last Name],” or simply “[First Name].”

If you’re not sure about your professor’s title, “Dear Professor [Last Name]” is always a safe bet.

Step 3: How to Start an Email to a Teacher

Start your email by introducing yourself and explaining which class you’re in. For example, you might write, “My name is Hannah, and I’m a freshman in your ENGL 453 class.”

It’s common for professors to teach multiple classes, especially at large universities, so they don’t always know all their students by name. If you’re emailing from your academic account, they’ll likely be able to see your full name in the system, but it’s still better to be safe than sorry.  

Of course, if you’ve already established a working relationship with your professor, and they know who you are, you don’t have to introduce yourself. Instead, you can start your email with a friendly greeting, such as “I hope your week is going well” or “Happy Friday!”

Good writing = better grades

ProWritingAid will help you improve the style, strength, and clarity of all your assignments.

Step 4: How to Explain Your Request

Now that you’ve finished your introduction, it’s time to explain all the essential information about why you’re writing this message.

Professors lead busy lives, so try to keep the body of your email as concise as possible. Don’t use a whole paragraph when a single sentence would do.

Try to keep a professional tone while you explain your request. You don’t need to sound overly stiff, but you should generally avoid using slang or making jokes.

If you’re writing about an issue that includes personal details, such as a health issue or the loss of a loved one, it’s okay to be vague when explaining your reasons. Don’t feel pressure to include details about your personal life that you’re not comfortable sharing.

Finally, be specific about what kind of follow-up action you’re requesting from your professor, if any. For example, you can write, “Please let me know if it would be possible to extend the deadline,” or “Please send me your feedback on this draft at your earliest convenience.”  

Step 5: How to End an Email to a Professor

You can end the body of your email with a simple expression of gratitude. You can write something like, “Thank you for your understanding and support,” or simply “Thanks for your time.”

Step 6: How to Sign Off an Email

Sign off your email with a simple closing salutation, followed by your first name.

Keep it simple and polite. Popular choices include “Best,” “Thanks,” “Sincerely,” and “Regards.”

Step 7: Edit Your Email with ProWritingAid

You don’t want to send your professor an email riddled with grammar mistakes, especially if it’s your English professor! And even if they teach a different subject, like math or biology, you still want to make sure you’re putting your best foot forward.

Editing your email with ProWritingAid can help you avoid mistakes. Our editing tool will correct grammar errors, spelling typos, and weak word choices.

You can even ask the tool to help you ensure you’re using a formal tone so your email doesn’t come across as casual or unprofessional.

Now that we’ve gone over the seven steps for writing an email to a professor, let’s look at some examples.

Here are some email templates you can use, depending on your specific situation.  

Sick Email to Professor Example

Subject line: Missing class today

Dear Professor [Last Name],

My name is [your name], and I’m a student in your class [class name]. I’m writing to let you know that I won’t be able to make it to class today, due to health issues. [Insert details if needed].

Please let me know what material we’ll be covering so I can make it up before the next class.

[Your name]

Sample Email to Professor Asking for Help

Subject line: Help with [class name]

My name is [your name]. I’ve been really struggling with your class [class name] this semester, and I’m having a hard time understanding [details].

Would you have time to sit down with me and help me better understand the material? I would welcome any support you can offer.

Thank you in advance! I look forward to hearing from you.

How to Email a Professor About a Grade

Subject line: My grade for [assignment/exam name]

I hope your week is off to a good start!

I recently received my grade for [assignment/exam name], and it was lower than I expected. Could you please tell me where I lost points?

I know you have a busy schedule, but I would really appreciate more details, since I’m sure that information could also help me improve my grades in the future.

Thank you so much for your time!

Sample Email to Professor for Research

Subject line: Research opportunities in your lab

I hope you’re doing well!

My name is [your name], and I’m a [year, major]. I’m writing to ask about research opportunities in your lab next semester.

I’m really interested in the topic you’re researching because [details], and I have experience conducting research with [previous experience, if any].

Please let me know if you have any openings that might be suitable for me. I look forward to hearing from you!

How to Write an Apology Email for Missing a Class

Subject line: Missing class yesterday

I hope your week is going well.

I’m writing to apologize for missing your class [class name] yesterday. I was unable to attend because [details].

I know it was an important class and that I shouldn’t have missed it. I’ll do my best to ensure this doesn’t happen again. Thank you for your support and understanding.

Extension Email to Professor Example

Subject line: Extension for [Assignment Name]

My name is [your name], and I’m a student in your class [class name]. I’m writing to request an extension for our assignment about [assignment details].

I’ve been struggling to complete the assignment in time because of [reasons]. I would really appreciate it if you could extend the deadline to [new deadline date], due to my situation.

Please let me know if that would be okay. Thank you so much for your flexibility.

Thanks again,

How to Write a Follow-Up Email to a Professor

Subject line: Follow-up re: [subject]

I recently emailed you about [topic].

I’m just writing to follow up on my previous email and make sure you’ve received it. If you have, please let me know when I can expect a reply.

Thank you again for your time!

Warm regards,

How to Email a Professor About Getting Into Their Class

Subject line: Joining your class [class name]

My name is [your name], and I’m a [year, major] at [school name]. I’m interested in joining your class [class name]. I’m really fascinated by [topic] because [reasons], and I’ve heard that your class is a must-take class for students interested in [topic].

I don’t know how much demand there is for the class, but I’m curious if there’s anything I should do in advance to increase my chances of getting into the class.

Thank you for your consideration! I look forward to hearing from you.  

There you have it—our guide for composing a clear and professional email to a professor.

Good luck, and happy writing!

Hannah Yang

Hannah is a speculative fiction writer who loves all things strange and surreal. She holds a BA from Yale University and lives in Colorado. When she’s not busy writing, you can find her painting watercolors, playing her ukulele, or hiking in the Rockies. Follow her work on hannahyang.com or on Twitter at @hannahxyang.

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How To Write A Presentation 101 | Step-by-Step Guides with Best Examples | 2024 Reveals

Jane Ng • 05 April, 2024 • 9 min read

Is it difficult to start of presentation? You're standing before a room full of eager listeners, ready to share your knowledge and captivate their attention. But where do you begin? How do you structure your ideas and convey them effectively?

Take a deep breath, and fear not! In this article, we'll provide a road map on how to write a presentation covering everything from crafting a script to creating an engaging introduction.

So, let's dive in!

Table of Contents

What is a presentation , what should be in a powerful presentation.

• How To Write A Presentation Script
• How to Write A Presentation Introduction 

Key Takeaways

Tips for better presentation.

• How to start a presentation
• How to introduce yourself

Start in seconds.

Get free templates for your next interactive presentation. Sign up for free and take what you want from the template library!

Presentations are all about connecting with your audience. 

Presenting is a fantastic way to share information, ideas, or arguments with your audience. Think of it as a structured approach to effectively convey your message. And you've got options such as slideshows, speeches, demos, videos, and even multimedia presentations!

The purpose of a presentation can vary depending on the situation and what the presenter wants to achieve. 

• In the business world, presentations are commonly used to pitch proposals, share reports, or make sales pitches. 
• In educational settings, presentations are a go-to for teaching or delivering engaging lectures. 
• For conferences, seminars, and public events—presentations are perfect for dishing out information, inspiring folks, or even persuading the audience.

That sounds brilliant. But, how to write a presentation?

• Clear and Engaging Introduction: Start your presentation with a bang! Hook your audience's attention right from the beginning by using a captivating story, a surprising fact, a thought-provoking question, or a powerful quote. Clearly state the purpose of your presentation and establish a connection with your listeners.
• Well-Structured Content: Organize your content logically and coherently. Divide your presentation into sections or main points and provide smooth transitions between them. Each section should flow seamlessly into the next, creating a cohesive narrative. Use clear headings and subheadings to guide your audience through the presentation.
• Compelling Visuals: Incorporate visual aids, such as images, graphs, or videos, to enhance your presentation. Make sure your visuals are visually appealing, relevant, and easy to understand. Use a clean and uncluttered design with legible fonts and appropriate color schemes. 
• Engaging Delivery: Pay attention to your delivery style and body language. You should maintain eye contact with your audience, use gestures to emphasize key points, and vary your tone of voice to keep the presentation dynamic. 
• Clear and Memorable Conclusion: Leave your audience with a lasting impression by providing a strong closing statement, a call to action, or a thought-provoking question. Make sure your conclusion ties back to your introduction and reinforces the core message of your presentation.

How To Write A Presentation Script (With Examples)

To successfully convey your message to your audience, you must carefully craft and organize your presentation script. Here are steps on how to write a presentation script: 

1/ Understand Your Purpose and Audience

• Clarify the purpose of your presentation. Are you informing, persuading, or entertaining?
• Identify your target audience and their knowledge level, interests, and expectations.
• Define what presentation format you want to use

2/ Outline the Structure of Your Presentation

Strong opening.

Start with an engaging opening that grabs the audience's attention and introduces your topic. Some types of openings you can use are: 

• Start with a Thought-Provoking Question: "Have you ever...?"
• Begin with a Surprising Fact or Statistic: "Did you know that....?"
• Use a Powerful Quote: "As Maya Angelou once said,...."
• Tell a Compelling Story : "Picture this: You're standing at...."
• Start with a Bold Statement: "In the fast-paced digital age...."

Main Points

Clearly state your main points or key ideas that you will discuss throughout the presentation.

• Clearly State the Purpose and Main Points: Example: "In this presentation, we will delve into three key areas. First,... Next,... Finally,.... we'll discuss...."
• Provide Background and Context: Example: "Before we dive into the details, let's understand the basics of....."
• Present Supporting Information and Examples: Example: "To illustrate...., let's look at an example. In,....."
• Address Counterarguments or Potential Concerns: Example: "While..., we must also consider... ."
• Recap Key Points and Transition to the Next Section: Example: "To summarize, we've... Now, let's shift our focus to..."

Remember to organize your content logically and coherently, ensuring smooth transitions between sections.

You can conclude with a strong closing statement summarizing your main points and leaving a lasting impression. Example: "As we conclude our presentation, it's clear that... By...., we can...."

3/ Craft Clear and Concise Sentences

Once you've outlined your presentation, you need to edit your sentences. Use clear and straightforward language to ensure your message is easily understood.

Alternatively, you can break down complex ideas into simpler concepts and provide clear explanations or examples to aid comprehension.

4/ Use Visual Aids and Supporting Materials

Use supporting materials such as statistics, research findings, or real-life examples to back up your points and make them more compelling. 

• Example: "As you can see from this graph,... This demonstrates...."

5/ Include Engagement Techniques

Incorporate interactive elements to engage your audience, such as Q&A sessions , conducting live polls, or encouraging participation. You can also spin more funs into group, by randomly dividing people into different groups to get more diverse feedbacks!

6/ Rehearse and Revise

• Practice delivering your presentation script to familiarize yourself with the content and improve your delivery.
• Revise and edit your script as needed, removing any unnecessary information or repetitions.

7/ Seek Feedback

You can share your script or deliver a practice presentation to a trusted friend, colleague, or mentor to gather feedback on your script and make adjustments accordingly.

More on Script Presentation

How to Write A Presentation Introduction with Examples

How to write presentations that are engaging and visually appealing? Looking for introduction ideas for the presentation? As mentioned earlier, once you have completed your script, it's crucial to focus on editing and refining the most critical element—the opening of your presentation - the section that determines whether you can captivate and retain your audience's attention right from the start. 

Here is a guide on how to craft an opening that grabs your audience's attention from the very first minute: 

1/ Start with a Hook

To begin, you can choose from five different openings mentioned in the script based on your desired purpose and content. Alternatively, you can opt for the approach that resonates with you the most, and instills your confidence. Remember, the key is to choose a starting point that aligns with your objectives and allows you to deliver your message effectively.

2/ Establish Relevance and Context

Then you should establish the topic of your presentation and explain why it is important or relevant to your audience. Connect the topic to their interests, challenges, or aspirations to create a sense of relevance.

3/ State the Purpose

Clearly articulate the purpose or goal of your presentation. Let the audience know what they can expect to gain or achieve by listening to your presentation.

4/ Preview Your Main Points

Give a brief overview of the main points or sections you will cover in your presentation. It helps the audience understand the structure and flow of your presentation and creates anticipation.

5/ Establish Credibility

Share your expertise or credentials related to the topic to build trust with the audience, such as a brief personal story, relevant experience, or mentioning your professional background.

6/ Engage Emotionally

Connect emotional levels with your audience by appealing to their aspirations, fears, desires, or values. They help create a deeper connection and engagement from the very beginning.

Make sure your introduction is concise and to the point. Avoid unnecessary details or lengthy explanations. Aim for clarity and brevity to maintain the audience's attention.

For example, Topic: Work-life balance

"Good morning, everyone! Can you imagine waking up each day feeling energized and ready to conquer both your personal and professional pursuits? Well, that's exactly what we'll explore today – the wonderful world of work-life balance. In a fast-paced society where work seems to consume every waking hour, it's vital to find that spot where our careers and personal lives harmoniously coexist. Throughout this presentation, we'll dive into practical strategies that help us achieve that coveted balance, boost productivity, and nurture our overall well-being. 

But before we dive in, let me share a bit about my journey. As a working professional and a passionate advocate for work-life balance, I have spent years researching and implementing strategies that have transformed my own life. I am excited to share my knowledge and experiences with all of you today, with the hope of inspiring positive change and creating a more fulfilling work-life balance for everyone in this room. So, let's get started!"

🎉 Check out: How to Start a Presentation?

Whether you're a seasoned speaker or new to the stage, understanding how to write a presentation that conveys your message effectively is a valuable skill. By following the steps in this guide, you can become a captivating presenter and make your mark in every presentation you deliver.

Additionally, AhaSlides can significantly enhance your presentation's impact. With AhaSlides, you can use live polls , quizzes , and word cloud to turn your presentation into an engaging and interactive experience. Let's take a moment to explore our vast template library !

Frequently Asked Questions

How to write a presentation step by step .

You can refer to our step-by-step guide on How To Write A Presentation Script: Understand Your Purpose and Audience Outline the Structure of Your Presentation Craft Clear and Concise Sentences Use Visual Aids and Supporting Material Include Engagement Techniques Rehearse and Revise Seek Feedback

How do you start a presentation? 

You can start with an engaging opening that grabs the audience's attention and introduces your topic. Consider using one of the following approaches: Start with a Thought-Provoking Question: "Have you ever...?" Begin with a Surprising Fact or Statistic: "Did you know that....?" Use a Powerful Quote: "As Maya Angelou once said,...." Tell a Compelling Story : "Picture this: You're standing at...." Start with a Bold Statement: "In the fast-paced digital age...."

What are the five parts of a presentation?

When it comes to presentation writing, a typical presentation consists of the following five parts: Introduction: Capturing the audience's attention, introducing yourself, stating the purpose, and providing an overview. Main Body: Presenting main points, evidence, examples, and arguments. Visual Aids: Using visuals to enhance understanding and engage the audience. Conclusion: Summarizing main points, restating key message, and leaving a memorable takeaway or call to action. Q&A or Discussion: Optional part for addressing questions and encouraging audience participation.

A writer who wants to create practical and valuable content for the audience

Tips to Engage with Polls & Trivia

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Nov 30, 2022

How to write an invitation email — 7 examples and a template

In this guide on how to write invitation emails, we break down the writing process into simple steps

Lawrie Jones

Table of contents

You’re invited to read the best invitation email guide online. RSVP if you’re interested in learning more.

In this guide on how to write invitation emails, we break down the writing process into simple steps.

Then, we provide 8 invitation email examples for information and inspiration. By the end, you’ll understand the building blocks to write the best invitation emails.

How to write an invitation email

Email marketers, event organizers, and interviewers all know that invitation emails are hard to write.

Get it right, and you’ll have a room full of happy faces. Get it wrong, and you could find yourself all alone.

We’ve written a lot about formal writing at Flowrite, but invitation emails are a chance to get creative and write compelling messages that demand a reply. It’s the best way to secure a slot in the calendar.

So, ready to get started?

What are invitation emails (and why do they matter?)

Invitation emails are, as you’d expect, used to encourage someone to do something. It could be an invite to an interview, an event, a meeting, a webinar, or a sales presentation.

In each case, the purpose of the message is to inspire action – generating attendees for your event, candidates for your interview, or meat in your meeting.

These aren’t sales emails (we’ve written about those before) but messages to someone you know (or who will know you). As such, you don’t have to go too hard on the sales and push the promo, but be clear about what you’re inviting the person to and why. 

The bottom line is to ensure every message has value to the person receiving it. 

Before we illustrate this with examples, let’s email the ideal invitation email format. 

Invitation email format

Invite emails are easy to write (if you follow this format). First, a strong, simple subject line spells out what you want.

That’s followed by a body copy that offers value and contains all the details people need (such as date, time, and location). Finally, you finish with more information on how people can sign-up and a positive sign-off. 

Let’s show you how that works… 

1. Invitation email subject line

Your subject line should get straight to the point. You’ll want to grab the reader’s attention and explain to them what the message is about (and why they should care). In the case of interviews or meetings with colleagues, the process is pretty straightforward:

• Interview Invitation – 25 Jan @ 9:00 am 
• Meeting Request – 2023 Strategy & Planning – 25 Jan @ 9:00 am 

Simple, clear, and straight to the point! That works for this type of invitation, where people will know who you are and what you’re asking. It gets a little more complicated when writing emails to people you don’t know (what marketers call cold emails ).

Crafting cold emails is a big challenge, with millions of words written about how to optimize them. But it boils down to finding words that grab someone’s attention and gets them to click.

Here are a couple of examples:

• Do you want priority access to our latest event? Open your invitation here!
• We’re looking for a legend. Could you be our latest guest speaker?
• Want to play a part in our industry-leading podcast?

These examples (and millions more you can find online) attempt to hook you in with a tasty proposition.

2. Invitation email body

All email invitation body copy works similarly, with the same structure. It goes a little something like this:

• Intro to you/your business
• Explanation of why you’re emailing
• Details of the invite
• Dates, times, and attendance info

Following this format will ensure you have all the essential details in your invitation email. You don’t need to be boring; you can get creative if you want – but always include everything from the list above.

You can see how we do this below in the 8 invitation email samples.

3. How to end an invitation email

You’re inviting someone to something, right? So you’ll want them to confirm their attendance. So spell it out in a clear CTA. Something like this can work well:

• Please confirm that you can attend. You can email me at (insert address) or call me at (insert number). 

If you’re inviting someone for an interview, this will be enough. However, for an event, you may want to add an incentive or put a time limit on it.

• Sign-up today, and you’ll receive a 25% discount!
• Places are strictly limited, so sign-up today (or prepare to be disappointed).

You’ll also need to include contact details or links to an online form where people can sign-up for the event. Don’t forget to add your name, job title, and company information.

7 invitation email examples

OK, we’ve come to the part where we stop telling and start showing!

Here are 8 invitation email examples that cover some of the situations you might need to write one. We’ve got a simple invitation example, an interview email, and an invitation to an online video call, among others.

If you want to use these examples, you can cut and paste them, but always change them to suit your circumstances. 

1. Simple invitation email sample

Let’s start with a simple invitation sample. This covers the basics and is a standard and (if we’re honest) quite dry approach.

Of course, if you want, you can liven this up – but even if you use it as-is, it will get the job done.

2. Reply to the interview invitation email sample

In this reply to the interview invitation sample, we provide a ready-made template to agree to the interview time and date. Good luck!

3. Event invitation email sample

When writing an event invitation email, you’ll need to be more creative and create a compelling case for someone to attend. You should explain what your event is about and its relevance.

You should provide details of why the person should attend and, as outlined earlier, offer an incentive or introduce some peril. 

4. Meeting invitation email sample

If you’re employed anywhere, you’ll probably spend most of your life in and out of meetings (and probably get hundreds of meeting requests a year).

This meeting email invite is more than a simple placeholder; it provides information on the meeting and why someone would want to attend. Your recipients will thank you for this level of detail.

5. Zoom invitation email sample

This Zoom meeting invite is similar to the meeting request above but includes login information and tips to get the best out of a Zoom meeting.

How many Zoom meetings have you been to that don’t start on time because someone’s camera isn’t working or the sound isn’t on? Exactly. Tell people about the behaviors you want to see (and be sure to embody them!).

• Bullet points are great!

6. Webinar invitation email sample

Webinars are an effective way to showcase your products or services, share insights, and build an audience.

Like the event template above, you must provide reasons for someone to give up their time and attend – which we do here.

You’ll need to try and find what will motivate your audience to engage with you.

7. Guest speaker invitation email sample

Guest speakers are a great addition to your event, but how do you hook one in?

By using our guest email invite template! Anyone brave enough to stand up in front of a crowd will have an ego, so providing a few compliments alongside the context of your event is a good thing.

Set out what you want them to do and when you want an answer.

Proven invitation email template

OK, so we can’t guarantee this initiation template will work, but it follows all our rules and recommendations, so it’s about as close as you can. So fill in the gaps, and focus on providing the details, and you’ll get the results you want from every message.

Invitation email template with Flowrite

If you're still struggling to find the right words for interview invitation emails, then sign up for Flowrite – it transforms sequences of words into clear, consistent, and compelling emails, like this:

Here's another example of how Flowrite could write your event invitation email fos you:

Final words

We started by saying that writing invitation emails isn’t easy, but if you follow our advice, it is.

The crucial thing is to follow the format and ensure that you include everything – including dates, times, and essential details. Focus on cracking the structure, use the tips outlined above, and never try to be funny!

Master that, and your invitation emails will ensure you’ve got people queuing around the block for a bit of the action.

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Try it yourself

Interview invitation

Reply to: "

Dear Hiring Manager, ‍ Reading your job posting on LinkedIn for a Content Marketing Manager piqued my interest. Your description of the work responsibilities closely match my experience, so I am excited to submit my application for your consideration. ‍ In my current position as an Content Lead for BookSum, I write articles for the company website, manage the editing and posting of articles of our guest post program, manage the social media presence of the company, and write and sent out a weekly newsletter. Within six months I've grown the subscriber base of the newsletter by 40%. ‍ My resume is attached. If I can provide you with any further information on my background and qualifications, please let me know. I look forward to hearing from you. Thank you for your consideration. Sincerely, Jess Smith

Received message

interview next tue at 4 pm PST via Zoom?

Generate a reply

Generate an outreach

Event invitation

our online summit on personal productivity at work on dec 9 10 am GMT featuring adam grant and speakers from calendly and notion read more on flowrite.com/summit rsvp by answering to this email

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WPS Office vs. Microsoft Office: Which is better for you?

Whether you're a student, a newcomer to the workforce, or a seasoned professional, choosing the right office software is crucial. As a heavy user of office software, I've spent years using Microsoft Office but recently decided to try WPS. I want to share my honest experience with both, hoping it helps you make a better choice.

Cost Comparison

When it comes to cost, WPS and Microsoft Office are quite different. WPS mainly offers a free version that covers word processing, spreadsheets, presentations, and PDF reading—most features you need without paying a cent. This is great for individuals or small teams on a budget.

In contrast, Microsoft Office requires a paid license or subscription, which can be a significant expense. This was a key reason I decided to give WPS Office a shot, and I was pleasantly surprised by how much it offers.

Format Compatibility

WPS does an excellent job with format compatibility. It supports all Microsoft Office file formats like DOCX, XLSX, and PPTX. So, if you're switching from Microsoft Office to WPS, there's no need to worry about file compatibility. You can easily open and edit files from colleagues or friends who use Microsoft Office, and vice versa—this peace of mind is a big plus.

Interface and Usability

Though WPS and Microsoft Office have different interface designs, their core functions are quite similar. If you're familiar with Microsoft Office, you'll be able to switch to WPS in just half a day. Even if you're new to office software, WPS is easy to pick up. Personally, I find WPS's interface more modern and user-friendly, while Microsoft Office feels a bit outdated. For someone who enjoys fresh designs, this was a big reason for my switch.

PDF Support

WPS goes beyond the basics with a handy feature—PDF editing. PDFs are essential in everyday office work, and with WPS, you don't need a separate PDF editor. This saves you both time and money. Microsoft Office, on the other hand, is somewhat lacking in this area.

Collaboration Edit

WPS shines in cloud collaboration. You can easily share documents via links, QR codes, or other devices, enabling real-time editing with different permission levels like view-only or edit. Plus, every update is automatically saved, allowing you to revert to previous versions if needed.

Microsoft Office doesn’t have built-in collaboration features, but you can use OneDrive, another Microsoft product, to share and co-edit documents. Between the two, I find WPS more convenient.

Feature Updates

WPS is committed to continuous innovation, releasing new features and improvements every month. These updates often incorporate user feedback to ensure the features meet real needs. In contrast, Microsoft Office's features remain mostly static after purchase unless you upgrade to Microsoft 365, which requires a subscription. This makes WPS the clear winner for me.

AI Features

WPS integrates several AI features like spell check, full-text translation, ChatPDF, and text generation. These advanced tools help users work more efficiently and can save smaller companies on labor costs. Imagine reducing the time it takes to write a sales email from a whole day to just a few minutes—it's a game-changer. Currently, only Microsoft 365 offers AI capabilities; standard Office versions don’t support AI.

Microsoft Office supports open-source plugins, offering more functionality, which is a strong point. However, while WPS doesn’t support external plugins, it comes with a powerful built-in toolbox that includes resume assistants, OCR, screen recording, and more. These tools cover most work scenarios, so you won’t miss plugins too much.

Overall, both WPS and Microsoft Office have their strengths. If you've used both, like me, you'll find WPS excels in format compatibility, cloud collaboration, and built-in tools. And since most features are free, it's a great option for budget-conscious users. WPS’s interface is simple and user-friendly, making it easy to get started, even if you're not tech-savvy.

Microsoft Office, on the other hand, offers more in terms of feature variety and plugin support but comes at a cost. It’s a solid choice for those who need advanced tools. If you’ve already downloaded WPS Office, I encourage you to explore it—I think you'll be impressed with what it can do.

• 1. What you need to know before you write nursing resume objective
• 2. LibreOffice vs. OpenOffice, which is better for Windows 10?
• 3. Which one is better Microsoft Office or WPS Office?
• 4. How to Zoom Excel Sheet: Tips for Better Visibility
• 5. WPS Office vs LibreOffice in 2021: Which one is better for you?
• 6. Microsoft 365 vs Office 2021: Which suits you better

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.