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How to Write Proper Business Email Format and Avoid These Mistakes

Have you thought about, what’s the medium that is mostly used in Business communication?  It’s neither WhatsApp messages nor the letters, but business communication is possible due to emails. And probably most of the pupils don’t know the Proper Business Email Format.

You should always remember that whatever email you’ll send to your boss, HR, manager and clients it should be clear, direct and easy to read because it develops a brilliant impact on them. However, an improper email puts a negative impact.

Email develops a unique style and structure, so in this blog, we’ll discuss the proper business email format.

So, let’s get started!

Best and Effective Business Email Format

As you know that the perfect and good email develops a positive impact on whoever you send the email, so you should be able to write the best email. As you know that the perfect and good email develops a positive impact on whoever you send the email, so you should be able to write the best email, so here are 5 components to write an effective and clear business email format.

Subject Line

Subject line image

Subject line is the first part of the business email format, so it should be short, precise and define the main purpose of the email. If the subject line is too vague, so you might lose the attention of the recipients, so make sure that the subject line should be short and to the point.


Salution image

The second part of the business email is salutation/greeting. For example, Hello, Hi, Dear etc. Salutation should be correct. It depends upon to whom you send the email, first you need to check who they are, your friend, family or your business client, colleague or boss then choose your salutation accordingly and always be respectful.

Opening Sentence

Opening sentence image

“The first sentence” is known as the opening of the email. Basically, from this sentence you acknowledge the reader, so the opening sentence should be polite and it doesn’t have to be so long.

Body of The Email

body of the email image

It is the main component of the business email format. In the body of the email, start with your main point and information, so it’s easy to understand for the readers and they’re going to find your main purpose of writing the email.

Here’s the 2 important points in the body of the email, you should know:

If you need a prompt response from the reader, so you can write that “please give me a call or give me a prompt response through the email”.

Also, if you have attached some important file in your email, you must mention in it that “I’ve attached the file of” (mention whatever the file content).

Closing of The Email

closing image

The end of the email is the “closing sentence or any complimentary words or clause”. The closing may be formal or informal; it depends on whoever you send the email, so your closing should be appropriate.


Signature image

The last component of the business email is signature. It includes your full name, job title, website, contact number, business address or important links, so ensure that your signature block is error-free.

Some Essential Tips to Write a Professional Email

As you know that professional emails are for managers, professors, Boss and Directors etc, so these emails should be written in formal words. So, choose your words carefully

1. The email address should be accurate.

2. If you send the email to “multiple recipients”, so use the option of CC that stands for carbon copy and put the emails in it and “if you don’t wanna show that to whom you send the email” you can also use the option BCC that stands for blind carbon copy, so it’ll be private

3. The salutation should seem formal and pleasant if you write a professional email. For example:

  • A very good morning/afternoon/evening (Last name)
  • Dear Mr. (Last name)
  • Always use Ms. ‘instead of Mrs’ for female clients or professionals.
  • Hello/Hi (Last name)

4. If you don’t know the person you send the email, so you can mention the designation of that person for example: dear manager, doctor, boss etc

5. In professional emails, the closing should be friendly, so you may write that if you require any information don’t hesitate and feel free to ask

6. The information in the signature block must be accurate. The full name, job position, website, and contact number whatever you mention in it

No matter whatever you write in the email you just have to stay professional.

Formal VS Informal Emails

  • Formal emails are basically for the clients, manager, colleagues and the recipients that we don’t know very well. However, Informal emails are for those people that are close to us and we know them well like friends, family etc
  • In the formal emails, when you write a salutation, so always use semicolon (:) like (Dear General Manager: and in the informal emails, use comma (,) after salutation like (Hello friend,)
  • In the body of the formal emails, you should be careful about what you write because you don’t know the recipient very well but, in the body of the informal emails, you can write whatever you want
  • In the formal and informal emails, make sure that you place an empty line between every component and each paragraph of the body of the email
  • In the formal email, you can’t use emojis but in the informal emails, you can use the emojis

Avoid These Mistakes to Write a Business Email Format

In the salutation, never use dear sir/madam both at the same time. If you’re not sure to whom you send the email, so mention the designation of the reader

Avoid doing grammatical errors and spelling mistakes in the business email

Don’t write a poor subject line, so choose your subject wisely, as the subject line defines the main purpose of the email

The business email shouldn’t look too vague and boring, as the reader loses interest if it looks too long

Avoid repetition, your message should be complete and understandable

If you attach some file in the business email, edit your file title clearly, so the reader easily finds that actually what the file is about

Check each and everything before pressing the send button. Always proofread! Ensure that your email is 100% accurate

Best Professional Business Email Address Format and Example

The most recommended and innovative professional business email address format is definitely the firstname.lastname@domain.tld

But, you can write your professional business email address format in some other ways.





The imaginary names are Clara calamai and Sam parker. Some best examples of professional business email addresses are:

• clara.calamai@domain.tld

• clarac.calamai@domain.tld

• clara@domain.tld

• sam.parker@domain.tld

• sams.parker@domain.tld

• sam@domain.tld

Short Business Email Format Template

Here are the template of business email format. You can use this template in your business email.

Subject: [name of a lead company or name of your company]

Salutation: Good morning/Dear [recipient name]


[Intro] give your short formal introduction and remind the reader that how we met. Then, write your (purpose). [Call to action] and also if you want prompt response, so request the recipient for action. i.e. I am eager to receive your email back.




Business emails are the cornerstone of written communication, so business email format must be proper and best, so in this blog, I hope that you understand all business email format components and etiquettes and are able to write an effective business email. And if you have some query about business email format, feel free to ask.

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