{"id":3143,"date":"2021-01-14T18:27:54","date_gmt":"2021-01-14T15:27:54","guid":{"rendered":"https:\/\/snov.io\/glossary\/?p=3143"},"modified":"2026-03-05T16:35:32","modified_gmt":"2026-03-05T13:35:32","slug":"business-email","status":"publish","type":"post","link":"https:\/\/snov.io\/glossary\/business-email\/","title":{"rendered":"Business email"},"content":{"rendered":"\n<p><strong>Business email<\/strong> has become the main way of communication at work that plays a significant role in <a href=\"https:\/\/snov.io\/glossary\/rapport\/\">building rapport<\/a> with chief executives, customers, sponsors, suppliers, and partners.&nbsp;<\/p>\n\n\n\n<p>When setting up a<strong> <\/strong><a href=\"https:\/\/snov.io\/blog\/email-drip-campaigns\/\"><strong>triggered email campaign<\/strong><\/a>, there are many details to consider, including the priority \u2014 the <strong>business email address <\/strong>and the<strong> business email format<\/strong>.<\/p>\n\n\n\n<p>Let\u2019s start with the business email address definition first.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"what\">What is a business email address?<\/h2>\n\n\n\n<p>A<strong> business email<\/strong> <strong>address<\/strong> is simply an email used specifically for your organization. It <a href=\"https:\/\/snov.io\/knowledgebase\/what-is-a-valid-email-address-format\/\">includes the company\u2019s name<\/a>, for example, my@<strong>snov.io<\/strong>. The addresses of the CEO and their team are usually formatted in the same way.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"business\">What are some business email address examples?<\/h2>\n\n\n\n<p>When selecting a professional business email address, the emphasis should be on representing your name or your company name accurately and concisely. Here are examples of different formats:<\/p>\n\n\n\n<ol>\n<li><a href=\"mailto:firstname.lastname@yourdomain.com\">firstname.lastname@yourdomain.com<\/a>. For instance, <a href=\"mailto:john.doe@yourcompany.com\">john.doe@yourcompany.com<\/a>.<\/li>\n\n\n\n<li><a href=\"mailto:firstnameinitial.lastname@yourdomain.com\">firstnameinitial.lastname@yourdomain.com<\/a>. For example, <a href=\"mailto:j.doe@yourcompany.com\">j.doe@yourcompany.com<\/a>.<\/li>\n\n\n\n<li><a href=\"mailto:firstname@yourdomain.com\">firstname@yourdomain.com<\/a>. For instance, <a href=\"mailto:john@yourcompany.com\">john@yourcompany.com<\/a>.<\/li>\n<\/ol>\n\n\n\n<p><strong>Please note!<\/strong> Before conducting an <a href=\"https:\/\/snov.io\/email-finder\">email lookup<\/a> for your cold outreach campaign, you need to create a professional website, register a domain, and set up your email address correctly.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"format\">What is a proper business email format?<\/h2>\n\n\n\n<p>For a business email to look right, it\u2019s important to know the structure first. It helps convey your message clearly. Poorly formatted email can make a bad impression.<\/p>\n\n\n\n<p>The correct business email format should include such elements:<\/p>\n\n\n\n<ul>\n<li>Sender name;<\/li>\n\n\n\n<li>Subject line;<\/li>\n\n\n\n<li>Preheader;<\/li>\n\n\n\n<li>Greeting;<\/li>\n\n\n\n<li>Email body;<\/li>\n\n\n\n<li>Sign off and signature.<\/li>\n<\/ul>\n\n\n\n<p>Structure your business email so that the first sentences of the body text clearly explain what it is about. The final sentences should summarize your letter. A <a href=\"https:\/\/snov.io\/glossary\/call-to-action\/\">call-to-action (CTA)<\/a> is appropriate here, which will tell the reader what to do next and how.<\/p>\n\n\n\n<p>Below we will tell you more about each element.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Sender name, subject line, and preheader<\/h3>\n\n\n\n<p><a href=\"https:\/\/snov.io\/glossary\/cold-email\/\">The sender name, subject line, and preheader<\/a> are the first thing your readers will see. Their first impression will determine whether they will open your letter.&nbsp;<\/p>\n\n\n\n<p>Your sender name shouldn\u2019t be just a random email address. Make sure it includes a company name or an employee&#8217;s name. Another way to convey a personal touch is to send emails using this pattern: <em>First Name at\/from Company.<\/em><\/p>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img decoding=\"async\" src=\"https:\/\/lh6.googleusercontent.com\/WMOBotZa2kJrbIVWSg09uDLdJfqzADX6yKUV-pi0HyZjO5_yprjAtTtq91vMbY4x7Ym7O-bLsKlPUQmobgzAF7zsELFHyNWPLJcP7yszkR4uY4uoYNxm8N4eXr0qLOuAQIqeK5YT\" alt=\"Sender name\" style=\"width:680px\"\/><\/figure>\n\n\n\n<p>It\u2019s also essential not to forget that the <a href=\"https:\/\/snov.io\/blog\/best-email-subject-lines-for-sales\/\">subject line<\/a> should be short, from six to ten words, and carry specific information. Otherwise, what&#8217;s the use of it if people can&#8217;t read it? For example:<\/p>\n\n\n\n<p>Lastly, a preheader is used to summarize an email message and usually consists of one sentence. The subject line and headline text can \u2014 and should \u2014 work together to arouse your readers\u2019 interest so that they open your email.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img decoding=\"async\" src=\"https:\/\/lh3.googleusercontent.com\/K4EnVEN0p4F7a0sH55JZONDSoO01iNrRixw0xuMndv7gvSPap0P7FG2kaccgubk4gUKSI5-TRhFU8Sj8urAlHak1xBvqtmvZ56z29bg8JBNQfhVgpe7TVQm-n84waWPIquEPM1jd\" alt=\"Subject line and pre-header\" style=\"width:680px\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Greeting<\/h3>\n\n\n\n<p>It\u2019s not so simple when it comes to writing a greeting because you need to understand whether you are addressing your audience formally or friendly. Don\u2019t forget that we are talking about business correspondence, and your tone needs to be appropriate.&nbsp;<\/p>\n\n\n\n<p>For example:&nbsp;<\/p>\n\n\n\n<ul>\n<li><em>Dear Mrs. Smith, I\u2019m writing to you in response to\u2026 <\/em>(very formal)<\/li>\n\n\n\n<li><em>Dear Mary, I would like to tell you\u2026 <\/em>(formal)<\/li>\n\n\n\n<li><em>Hi Barbara, we are glad to see you on our team&#8230;<\/em> (friendly)<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img decoding=\"async\" src=\"https:\/\/lh4.googleusercontent.com\/AlRbRGXrhuPZkKmQJggsAYtMBOF9GKrCrHEH1XPU-xRJhIK41fzJ_deqZyN3P8anod4zzem6MUVGG3ZNTMt9dboOjkuqESRgSE_6cO7uqlJjoo0IrocFrKwQ7Jxmqnp6FT29l6x6\" alt=\"Greetings\" style=\"width:680px\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Email body<\/h3>\n\n\n\n<p>No one reads huge one-paragraph messages with great enthusiasm. Get to the point quickly and write short paragraphs with one or two sentences. Brevity will add more clarity. It\u2019s also a wonderful idea to use bulleted or numbered lists. For example:<\/p>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img decoding=\"async\" src=\"https:\/\/lh5.googleusercontent.com\/hlB9uoh-Mlc5WCgu6MWxCPFarRvH7CLrXRIv1thISzdWH52ix48ztqwBkijXG-0hBML36VHsNdVBCzIqa9mg29iha2jefojhsTsu4H7tZ0IHQcq7qPHg1vE74oahZC-cA-KamwPE\" alt=\"Email body\" style=\"width:680px\"\/><\/figure>\n\n\n\n<p>And don\u2019t forget about the CTA!<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Sign-off and signature<\/h3>\n\n\n\n<p><a href=\"https:\/\/snov.io\/blog\/how-to-end-an-email\/\">Sign-off<\/a> is the conclusion of the email. Yes, it\u2019s crucial to write a well-thought-out body of your message, but it\u2019s just as important how you end a business letter if you want to leave a positive impression on the reader. For instance, here are the best sign-off options according to Boomerang:<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/lh5.googleusercontent.com\/qFJF3yg1lEMONHrea5fvx76I1p7jfEnW_o-wi2Njt1qZQs83Dtxj2HQ2-g6JvAIi4tEIIHFYX6YLH0U6UIAdBxnduwZhPmjzElJZMQO_X1MQYMSfVXJoRR_NN3RPmpqbfpNGfg7Z\" alt=\"Sign-off\"\/><\/figure><\/div>\n\n\n<p>At the end of your message, add a prominent <a href=\"https:\/\/snov.io\/blog\/email-signature-designs-and-tools\/\">email signature<\/a> that will help your reader find all the information they need about you. It usually has 4-7 lines of text. All you want to include is your name, job title, company name, email, website link, social media accounts, and phone number. For example:<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/lh5.googleusercontent.com\/LMAZIq5agJNZztz4Ig-N1QeVnV9vmyIWc-xd6ZtPLhdLppnSvYUcr35yjjF1od73OUrzk8_lEtSXii4kI1seUwbIdGoSailbG1yI2nfe-ZZTGEx0j4j5Cf0kknY0pjG95DIEDMWu\" alt=\"Signature\"\/><\/figure><\/div>\n\n\n<h2 class=\"wp-block-heading\" id=\"good\">Good vs. bad business email examples<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Example of a bad business email<\/h3>\n\n\n\n<p>Here&#8217;s an example of how you shouldn\u2019t write business letters. Take a minute to read it and see what is wrong there.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter is-resized\"><img decoding=\"async\" src=\"https:\/\/lh6.googleusercontent.com\/sAyDA6Ik_y2_mn0COSxa2LRpMT8OVZZmmYdlx5aa1mMq0QENpDVhNVqzZNiih623sYxq9_FslMH-r-UuDUsJwqHuke2nfWhyVRme2CFnYmoscv1LrCUs-NOe0sC44_ydv0tPc1-e\" alt=\"Example of bad business email\" style=\"width:580px\"\/><\/figure><\/div>\n\n\n<p>This is the worst way to present your project. It looks sloppy, and the <strong>subject line<\/strong> is too short and vague. Yes, it shouldn&#8217;t be too long, but one word isn\u2019t enough in this case. With a subject line like this, you even risk getting hit by a spam filter.&nbsp;<\/p>\n\n\n\n<p>Pay attention to the <strong>body of the supposedly business letter<\/strong>. This is one big paragraph that is impossible to focus on. A solution here will be adding a bullet list and paragraphs.&nbsp;<\/p>\n\n\n\n<p>Besides, don\u2019t forget about the most important thing \u2014 there are <strong>typos<\/strong> here. In the text, you may notice some of them, for example, the word \u201cmake\u201d is written twice. You should also avoid poorly formulated phrases.&nbsp;<\/p>\n\n\n\n<p>Finally, it&#8217;s worth noting that the <strong>sign-off <\/strong>is too informal for most business letters. Plus, there isn&#8217;t even a signature. How will the new team figure out who the sender of this strange letter is and how to contact them if needed?<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Example of a good business email<\/h3>\n\n\n\n<p>This re-formatted email will help a sender build a more professional image in the eyes of the recipient.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter is-resized\"><img decoding=\"async\" src=\"https:\/\/lh5.googleusercontent.com\/jsktCuLgkT9F9A-Mgx3UF7bLJ4h_lgCBldmnh9o5nYtpvuxBz2-FHY4epJdnPD6eIrgNFQU5qcAkV1c4Fftb7lXXiIUPHHytcWWaOWBXK6fp2cmUUQAbXe_GYBigEL_Imq9DzBbA\" alt=\"Example of a good business email\" style=\"width:580px\"\/><\/figure><\/div>\n\n\n<p>When you look at this business email, you will immediately notice that it\u2019s ready to be sent, and the recipient will probably read it with pleasure. So, what&#8217;s changed?<\/p>\n\n\n\n<ol>\n<li>The subject line has changed dramatically. It\u2019s now the ideal length of 6 to 10 words as well as clear and specific.<\/li>\n\n\n\n<li>The updated greeting makes it clear to whom the letter is addressed \u2014 to new team members.<\/li>\n\n\n\n<li>The introduction, body, and sign-off are not cobbled together into one huge paragraph, as in the previous example. The body text is broken down into short parts and includes a numbered list. This makes it easier to perceive information. And there\u2019s also a CTA in the sign-off that invites readers to contact the sender in case they have any questions.<\/li>\n<\/ol>\n\n\n\n<p>If you want to start sending free business emails right now,<strong> <\/strong><a href=\"https:\/\/app.snov.io\/login?lang=en&amp;signup_source=landing&amp;signup_page=snov.io&amp;cta_type=button\"><strong>sign up<\/strong><\/a><strong> <\/strong>on our website and use the <strong><a href=\"https:\/\/snov.io\/cold-email\">Snov.io cold email software<\/a><\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><a href=\"https:\/\/app.snov.io\/register?lang=en&amp;signup_source=glossary&amp;signup_page=snov.io%2Fglossary%2Fbusiness-email&amp;cta_type=banner\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"317\" src=\"https:\/\/snov.io\/glossary\/wp-content\/uploads\/2020\/01\/drips-2-1024x317.png\" alt=\"email drip campaigns\" class=\"wp-image-1098\" style=\"width:680px\" srcset=\"https:\/\/snov.io\/glossary\/wp-content\/uploads\/2020\/01\/drips-2-1024x317.png 1024w, https:\/\/snov.io\/glossary\/wp-content\/uploads\/2020\/01\/drips-2-300x93.png 300w, https:\/\/snov.io\/glossary\/wp-content\/uploads\/2020\/01\/drips-2-768x238.png 768w, https:\/\/snov.io\/glossary\/wp-content\/uploads\/2020\/01\/drips-2-1536x476.png 1536w, https:\/\/snov.io\/glossary\/wp-content\/uploads\/2020\/01\/drips-2.png 2028w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Wrapping up<\/h2>\n\n\n\n<p>Business email is critical to achieving your business goals. If you use this marketing tool incorrectly, then you will only damage the image of your company. Think well about how your business emails will be phrased and formatted. For inspiration and knowledge, you can always visit our <a href=\"https:\/\/snov.io\/blog\/\"><strong>blog<\/strong><\/a> to start doing it right.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Business email is the main way of communication with chief executives, customers, sponsors, suppliers, and partners.  Find out what a proper business email format is.<\/p>\n","protected":false},"author":10,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[300],"tags":[27,21,3],"_links":{"self":[{"href":"https:\/\/snov.io\/glossary\/wp-json\/wp\/v2\/posts\/3143"}],"collection":[{"href":"https:\/\/snov.io\/glossary\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/snov.io\/glossary\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/snov.io\/glossary\/wp-json\/wp\/v2\/users\/10"}],"replies":[{"embeddable":true,"href":"https:\/\/snov.io\/glossary\/wp-json\/wp\/v2\/comments?post=3143"}],"version-history":[{"count":1,"href":"https:\/\/snov.io\/glossary\/wp-json\/wp\/v2\/posts\/3143\/revisions"}],"predecessor-version":[{"id":8131,"href":"https:\/\/snov.io\/glossary\/wp-json\/wp\/v2\/posts\/3143\/revisions\/8131"}],"wp:attachment":[{"href":"https:\/\/snov.io\/glossary\/wp-json\/wp\/v2\/media?parent=3143"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/snov.io\/glossary\/wp-json\/wp\/v2\/categories?post=3143"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/snov.io\/glossary\/wp-json\/wp\/v2\/tags?post=3143"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}