What Is Business Email?
08 Nov 2022
5 min

What Is Business Email?

Regardless of your role in the team, writing emails seems to make a huge part of every career. Every day, professionals across different industries send an average of 40 business emails.

But what is business email and how to make it work for your benefit? In this article, the experts from LeadsForce will walk you through this matter and share helpful tips for success!

What Is a Business Email Address?

An email address is a unique designation used to identify a specific mailbox. Basically, this identifier is used to ensure that all emails get delivered to the right recipient.

In the past, different messaging systems used different addressing formats. However, these days, there is a uniform valid email address format that consists of two primary elements:

  • Local part - A unique username selected by a user.
  • Domain - A domain used by a sender (often the email service provider’s domain like gmail.com).

These two parts are separated by @ and that’s what an email address is.

Now, what is business email address? In a nutshell, it is the same mailing address but designated to a specific company. As a rule, it uses the first and last name of the inbox’s owner as a username and the company’s name as a domain and is used by the entire organization for professional correspondence.

Why do businesses use corporate addresses? Because it is also a part of advertising. When every point of contact (read to learn the point of contact meaning) communicates with prospects, partners, or clients via email that has the company’s name in its address, this boosts brand awareness and trust. As a result, the company’s brand image gets stronger and allows driving more sales with ease.

And what is work email? Simply put, it can be any email sent for professional purposes, from emails to coworkers and team members to letters to the company’s clients and partners.

Business Email Address Examples

Now that you know the business email definition, you might be as well wondering what such corporate addresses look like.

As you already know, the traditional business email example formula looks like this:

name.surname@company.com

Here are a few actual examples to help you grasp the idea:

  • Jack.doe@apple.com
  • Jennifer.decker@google.com
  • Nathan.lee@pepsi.com

That’s what personal corporate addresses may look like. And here are a few examples of corporate addresses meant for a specific department or team:

  • Sales@apple.com
  • Marketing.department@google.com
  • Support@pepsi.com

What Is a Proper Business Email Format?

So, we’ve already answered the question “what is a work email address”, now let’s look deeper into the basics of business emailing.

Business emails can have various purposes. It can be an introduction to a new client, a sales pitch to a potential partner, a price increase letter, and pretty much anything else. Regardless of the purpose, in order to achieve your goals, you must know what the right email format is used in business.

In short, the correct formatting should include the following:

  • Sender name - Every inbox has a display name (the name your readers will see in their inbox). In business communication, this element must show the sender’s full name.
  • Subject line - Another element readers will see before opening the letter is its subject line. It has to be a short sentence (6-10 words long) that is straight to the point and engaging to make the recipient want to open the email.
  • Preheader - One more thing that makes the first impression on the readers is a preheader. It’s a brief text that follows after the sender’s information and subject line. If you use it, it has to give your reader more reasons to read your email.
  • Greeting - In business correspondence, you can either use a friendly (Hi, Hello) or formal (Dear Mr./Mrs.) greeting. In order to know which one is the right option, you must know who you are appealing to and define what greeting would be the most appropriate.
  • Email body - The body of your email is where you introduce yourself (read: how to introduce yourself in an email) and deliver the main message of your email. It has to be concise, clear, and engaging. And don’t forget that it should also include a clear CTA to help you achieve set goals.
  • Sign-off and signature - A sign-off is the final piece of your email and, though it seems small and insignificant, it matters a lot to the impression you leave on the recipient. According to Boomerang, the best sign-offs are “thank you”, “thanks”, and “thanks in advance”. But you can also try options like “kind regards” or “best regards”. As for a signature, it has to look professional and provide your contact details.

Good vs. Bad Company Email Example

Wondering what an effective business email text looks like? Below are two examples of a good and bad email to help you see the difference:

Bad

Subject: New Project

Hey!

Our new project [name] is starting soon and you will be working on it. I’ll be leding this project and must set a few rules for further communication. Don’t put irrelevant messages on this thread. Include one idea per email. And if there ae any questions, check the thread for the answer before asking.

Welkome and can’t wait to work with you all!

  • Unprofessional
  • Unstructured
  • Grammar mistakes
  • One paragraph that’s hard to focus on
  • Too informal

Good

Subject: [Project name] launch: handy notes and guidelines

Dear [recipient’s name],

My name is [your name], I’m the head of [your department] and I will be leading the new project [project name], which kicks off on [date]. I welcome you to this project and look forward to working with each of you.

Before we get started, I’d like to set some basic rules for proper communication through this thread:

  • Focus on one idea per email.
  • Don’t send emails that are irrelevant to the project to this thread.
  • If you have a question, review this thread before sending an email to ensure that it wasn’t already answered.

Please, let me know if there are any additional questions or concerns.

Kind regards,

[Name and title]

  • Clear and to the point
  • Professional and formal
  • Error-free
  • Well-structured

Tips for Creating a Business Email

Here are a few extra tips to help you craft a sample business email that will work:

  • Paragraph and sentence length - If you want to keep your message clear, you want to avoid lengthy sentences and paragraphs. Keep everything concise and straight to the point. And make sure you focus every paragraph on one specific idea to avoid confusion.
  • Audience - Always do enough research to know who you are writing to.
  • CTA - Don’t forget your purpose of writing and make sure that every email ends with a strong call to action.
  • Language - Sometimes, business correspondence requires using industry-related language. But try to write your emails in simple language to help readers get everything right.
  • Recipient - Always double-check the validity of the recipient’s email address. Whether you collect prospects’ emails manually or buy lead list, you want to ensure that all contact details are accurate in order to reduce bounce rate.

Conclusion

Hopefully, after reading this article, you know how to create effective business mails that make the right impression on the reader and help you achieve your goals. Use the tips and samples from this guide to get the most out of your business emailing efforts!

Daniel Gorbenko
Daniel Gorbenko
Product Marketing Manager
Daniel is a Product Marketing Manager with more than 4 years of experience with B2B and B2C products. Daniel is a Product Marketing Manager with more than 4 years of experience with B2B and B2C products. Daniel is a Product Marketing Manager with more than 4 years of experience with B2B and B2C products.
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