A business email is written and sent for several different purposes. It is an effective tool for communication in which information may easily be distributed through.
In the professional world, you will often need to write a business letter. From applying to a new job, to writing a thank you note, sending a note of apology, or sending a farewell email when you depart, there are many circumstances that will require an appropriately formatted letter.
What should you include in a professional letter written for business purposes? A business letter is a formal document, with a set structure. As you can see from the examples in the links below, a business letter has a very defined format. A business letter includes contact information, a salutation, the body of the letter, a complimentary close, and a signature.
There are rules for everything, from how wide the letter's margins should be to what size font to use.
Below, you'll find a list of business letter examples for a variety of employment and business-related correspondence, as well as tips for how to write an appropriate and effective business letter. Use these samples as a starting point when you have to write your own letter.
This is a business letter example. Download the business letter template (compatible with Google Docs and Word Online) or see below for more examples.
7 Half Moon Drive
Bayberry Heights, Massachusetts 02630
November 14, 2018
The Yarn Company
324 Central Ave
Bayberry Heights, Massachusetts 02630
Dear Ms. Price:
Thank you so much for taking the time to meet with me to discuss selling my handmade sweaters in your wonderful shop.
As I mentioned in our conversation, I’ve been a customer of your store since I used my third-grade allowance to buy my very first pair of knitting needles. I’m honored that you’d consider selling one of my original creations at The Yarn Company alongside your own work.
We discussed a trial consignment arrangement in which a portion of the sales would go to the store. This is more than agreeable to me.
Let me know how you want to proceed. I’m available most afternoons at 555-555-5555, or you can email me at email@example.com, and I’ll respond to your message ASAP.
Thanks, and best,
Business Letter Template
This template includes all the information that should be included in a business letter. There are examples of each section of the letter, and tips on how to choose a style for your correspondence.
Format for Writing a Business Letter
This letter format includes information on choosing an appropriate layout, font, salutation, spacing, closing, and signature for business correspondence.
Very often, feedback at work is dominated by the negative. If someone you work with closely does a great job, don't miss the opportunity to give praise and positive feedback. Sending a letter is a nice way to let employees, co-workers, colleagues, clients, and others know how much you appreciate them.
Business Thank You Letters
If someone does you a favor or helps you out in any way, always remember to send a thank you note. Browse this link for business thank you letter samples for a variety of business- and employment-related scenarios.
Candidate Rejection Letter
When you are in charge of hiring, you will need to inform job applicants when they do not receive the position. Here is an example of a candidate rejection letter to send to an individual who was not selected for a job.
Email Message Examples
While it's often nice to send a handwritten or printed out note in the mail, it's more common these days to email. Here you’ll find business- and employment-related email message examples.
Review sample employee letters and letters for job applicants for employment including employee reference letters, job offer letters, appreciation and congratulation letters, and more letter examples.
Employment Verification Letter
Employment verification letters are often requested by landlords to confirm that a person is employed at a company. See information on what should be included in the letter and a sample employment verification letter.
Farewell message examples to let colleagues, clients, and your connections know that you are moving on. Sending a farewell letter is a good way to update people with new contact information so you can keep in touch in the future.
Use inquiry letters to request meetings and to inquire about job opportunities that haven't been advertised. These letters are a way to get your foot in the door at a prospective employer who hasn't publicly listed available jobs.
Job Promotion Letter
A job promotion letter gives information on the promotion, including the employee's new title, salary, and the date the employee is transitioning into the new role.
New Employee Letter
Sample welcome letter to send to a new employee, as well as details on the information to include in this type of letter.
See examples of reference letters, recommendation letters, personal references, professional references, character references, and academic references.
Referral letter examples including letters and email messages requesting a referral, letters referring employees, a colleague, or an acquaintance for a job, and examples of referral cover letters and thank you letters.
If you are planning on quitting a job, review these resignation letter and email examples. They can be used in a variety of situations, including resigning with notice, resigning over email, and resigning effective immediately.
See letter examples for retirement announcements when you're retiring, and congratulation letters and emails for connections who have retired.
Welcome Back Letters
Examples of welcome back letters for new employees and employees returning to work after a leave.
Microsoft Word Letter Templates
When you need to write an employment letter, it can be helpful to start from a template. Microsoft Word templates are available for resumes, cover letters, resignation letters, reference letters, and interview letters.
Even worse, people—even marketers at big companies—inexplicably sometimes send emails with no unsubscribe link—and no footer links at.
For all the advances in technology we’ve witnessed over the last two decades, the business world still runs on email.
You don’t even need to cherry pick the statistics. Email wins across virtually every metric:
But like with anything worth doing, effective email marketing requires some persistence and attention to detail. You need to know when and what to send and you have to take advantage of every opportunity.
Looking for a better way to organize your sales emails? Close keeps track of all your emails, regardless of where you prefer to send or receive them. With Close's built-in emailing, you can view conversation history, send bulk emails, create personalized email templates, schedule emails, enable email reminders, and review email insights. Experience better emails with Close—sign up for a free 14-day trial today.
Today, we’re going to be looking at how to use follow up emails to convert in a variety of scenarios. We’ll be looking at examples and providing templates for the following types of email follow up:
Let’s get started!
Cold email outreach is a big part of modern sales, and we’ve covered it fairly extensively on the Close blog.
Before we can get to the follow up email, it’s important that our initial email is strong, so we wanted to start by sharing a tried and tested cold sales email template with you.
Subject Line: "Trying to connect"
Hey [first name],
My name is [my name] and I'm with [my company name]. We work with organizations like [company name] to [insert one sentence pitch].
[One sentence unique benefit].
Could you direct me to the right person to talk to about this at [company name] so we can explore if this would be something valuable to incorporate into your events?
(For more cold email templates, click here)
Even the best cold emails rarely hit a 40% response rate, so how do we reach the other 60+%?
We follow up.
Many salespeople make the mistake of trying to win over prospects who simply aren’t interested. They will try to get creative with the follow up and reframe their value proposition, but in our experience, that’s a mistake.
We’ve found that the initial email is where the content matters. When it comes to follow up, it’s primarily an issue of timing.
Many recipients will see the original email when they were too busy or distracted to open the email or take action after they’ve opened the email. If they receive your follow up email at a time when they have the mental bandwidth to consciously process and respond to your email, they are likely to respond.
The Close follow-up formula
To make things easier, you can turn these emails into a new follow up email sequence in Close. With email sequences, you can increase engagement with leads and save time writing new emails.
Since cold emailing is a topic we’ve spent so much time on here at Close, we put together an entire book on following up for you, including templates and more.
2. The warm lead follow up formula
With cold email outreach, there’s a timeline. If you follow our formula, it’s 1, 2, 3, 4, done. You spend a week on a prospect and move on.
With warm leads, it’s a different story. There is no timeline. You continue following up until you get a yes or a hard no.
Our very own Steli Efti says it best:
“I have a simple philosophy: I follow up as many times as necessary until I get a response. I don’t care what the response is as long as I get one. If someone tells me they need another 14 days to get back to me, I will put that in my calendar and ping them again in 14 day
If they tell me they are busy and they don’t have time right now, I will respond and ask them when they feel like a good time would be for me ping them. The key here is to actually keep following up. If someone tells me they are not interested—I leave them alone.
But here is the kicker—if they don’t respond at all, I will keep pinging them until they do. And trust me, they always do. :)”
The two things to keep in mind when following up on warm leads are frequency and relevance. You want to be persistent without being annoying, and you want your emails to be simple yet relevant.
For frequency, here’s what we recommend:
Day 1: First follow-up (+2)
Day 3: Follow-up (+4)
Day 7: Follow-up (+7)
Day 14: Follow-up (+14)
Day 28: Follow-up (+30)
Day 58: Follow-up (+30)
… (from there on once a month).
If you are using Close, it’s very easy to set these simple follow up reminders.
The follow up emails themselves don’t need to be complicated. Just keep them simple and relevant.
Example Template #1:
“Hey [first name], how is it going? Can we schedule a time to talk this week?”
Example Template #2:
“Hey [first name], we got some new press coverage [link]. I’d love to pick up on our conversation. When’s a good time to chat?”
Example Template #3:
“Hey [first name], can we hop on a quick call Wednesday 4 p.m. or Thursday 11 a.m.?
PS: thought you might find this article interesting [link]”
Another great example of a follow up email is John Barrow’s “Did I lose you?” email. You follow up several times with a prospect, and each time you hit reply all to answer. You always keep it in the same email thread. After doing this about six or seven times, you hit reply all, but you change the subject line to “Did I lose you?” and hit send. This will often get prospects who’ve gone dark to respond to you.
It doesn’t have to be complicated. If they aren’t giving you a “no”, there’s a reason. Your job is just to keep putting your business in front of them and reminding them how relevant your offer is to them.
That’s the core of sales follow up. Be willing to persist. If you aren’t convinced, grab your free copy of Steli’s book: The Follow-up Formula: How to Get Everything You Want by Doing What Nobody Else Does
The SaaS business model is a bit different than most other business models. Rather than pursuing a one-time sale, your goal is to get users signed up for an ongoing subscription to your software.
Many SaaS businesses offer a free trial to get interested users on their platform and actively using their product. This entails many of the same challenges as selling the product outright, but even when you get the signup, you still have to turn those free trial users into premium customers.
Doing this well requires you to hit a number of key objectives:
Hitting all three of these objectives is not easy to do within a brief free trial window, but it’s essential if you want to maximize your free trial conversion rate.
A great example of this in action comes from Groove, a simple help desk software platform. (They’ve also been documenting the journey of building their startup on their blog, sharing lessons learned along the way. Highly recommended reading!) Groove’s follow-up sequence starts with a welcome email focused on making a connection with the user rather than diving right into the product.
This initial email has also ended up being a significant source of feedback for Groove, which they’ve used to improve the product, the website, marketing campaigns, and the onboarding experience itself.
From that point forward, Groove sends emails based on user behavior. For example, users who have taken the step to create a mailbox on the platform get this email:
While users who haven’t reached that stage would get this email:
Groove’s follow up sequence is composed of six core emails sent out over 14 days. With the above customization, they end up sending 22 different messages. Adding this type of customization improved Groove’s trial-to-customer conversion rate by 10%.
Once the sequence is over, Groove sends out a “win them back” email. Some users opt in for a trial and then it just doesn’t end up being a good time for them to try out a new platform. The goal of this email is to get those users back at a better time where they can actually try out the software.
Groove has tested sending out this email 7, 21, and 90 days after the free trial expires, and the 90 day version has converted best with a 2% customer conversion rate.
A more aggressive example comes from SamCart, a platform for quickly creating high-converting checkout pages. SamCart offers a 21-day trial and sends users a new email EVERY SINGLE DAY of the trial period.
Here’s Day #1:
Notice that SamCart is doing some very important things here:
This is the perfect formula for accomplishing all those objectives we just talked about.
Clear expectations (along with an intuitive UI) will get the user straight into your app. Providing added value will get users feeling really good about your brand AND stir excitement, leading to more app time.
And most importantly, you need to be taking users on a journey that plugs your app straight into their challenges.
SamCart does this by walking users through a simple new feature each day.
They take the user through a journey, from initial checkout page, to upsell...
All the way to split testing checkout pages and other parts of the funnel:
Since SamCart’s free trial automatically converts to a premium account if the user doesn’t cancel, their goal isn’t to convert the user but simply to help them make SamCart a part of their marketing and sales system.
And even if the user doesn't follow along actively, they are being exposed each day to a new benefit of using the product.
A lead magnet is simply something of value given away in exchange for a website visitor's email address. They go by many different names: content upgrade, opt-in bribe, etc. and often come in the form of free checklists, ebooks, reports or whitepapers.
Lead magnets tend to be educational in nature, and accordingly, the follow up should nearly always be educational in nature.
For businesses with big tickets items to sell and a consistent content marketing strategy, there is really no need to use email marketing for direct sales as part of their normal follow up. These businesses will often use the email list primarily as an audience building asset, allowing them to send 30-40% of their list to new content any time they want.
Popular marketers like Pat Flynn, Brian Dean, and Sujan Patel use this strategy to keep their business on readers’ minds and to drive consistent traffic back to their websites. They will then run dedicated product launches to their email lists 2-4 times a year.
So essentially, their follow up model looks like this depiction of Pat Flynn’s autoresponder sequence:
With this model, the bulk of your follow up strategy is delivering educational content - tips, tricks, how-to’s, guides, case studies, resources - and then every few emails, you attempt to directly engage subscribers by getting them to actually reply to your email.
And as you can see from my inbox, guys like Sujan Patel consistently send out emails focused on education and marketing training, as opposed to attempted sales.
When’s it time to launch a new product, they do a specific, limited-time launch sequence, like this example from Brian Dean:
And then they go back immediately to providing free content and training.
With this content and engagement focused strategy, you can keep your list open and click-through rates incredibly high, allowing you to send large amounts of eyeballs wherever you please. Sujan Patel maintains a 35% open rate and 18% click-through rate, while according to Hubspot, the average open rate in the marketing niche is 25%.
When you get this level of engagement with your emails, your list becomes a true promotion asset, and with high-ticket products to periodically sell, you really don’t even have to sacrifice direct revenue.
At Close, we follow this model, sending our best new sales content out to our marketing leads once a week. We also send out a special offer to sign up for a free trial once per month.
If you’re curious about how your own open and click-through rates stack up against your industry, check out these benchmarks from Wordstream.
It costs 5x more to attract a new customer versus keeping an existing one. The sale is just the beginning of the story, especially if you are running a SaaS business or offering some other type of recurring product or service.
What you do after the sale is just as important as what you do before the sale—and will only gain in importance in the coming years.
Every business model demands a slightly different approach, but we’re going to focus on three highly effective strategies for the purpose of this discussion:
The Onboarding approach is all about getting users to experience an “aha moment” with your product. This terminology was coined during Facebook’s meteoric rise. They determined that their users’ “aha moment” would come when they added 7 friends in 10 days, and they focused all their energy into making that happen, as Chamath Palihapitya explains in this video:
The Education approach is all about educating your audience, establishing your brand as an authority and driving regular re-engagement with your website.
Buffer offers a great example of this in action. The start with a great, personable confirmation email:
And then they follow it up with a rock solid content marketing campaign. And by “rock solid”, I mean this thing is thorough. Look at my inbox. This is from just one and a half months.
The emails themselves don’t need to be in-depth. Buffer simply includes the headline, a short description, and a CTA to read more on the blog.
While these sorts of automated campaigns seem to be working for Buffer, we’ve found that custom, text-based emails works significantly better for us here at Close.
Not only does this content help Buffer educate their users, but it also establishes them as a major authority on social marketing and sends a flood of new traffic to their site every time a new article is published.
It’s fairly high investment compared to the other strategies, but it also doubles as both a customer retention strategy AND a lead generation strategy, so in the end, it’s a sound investment.
The third strategy is all about incentives. It’s about giving the user monetary reasons to come back.
This could look like daily (or twice daily) coupons, as we see from record breaking lingerie retailer Yandy.
Yandy regularly sends out these emails offering a variety of discounts twice per day. The constant offers keep the brand top-of-mind at all times.
It’s important to note that this type of email follow up strategy fits with Yandy’s branding as a discount fashion retailer and tends to be more effective for ecommerce businesses. As a B2B business, it’s often best to stay away from discounts—they’re an easy way to make some extra sales in the short-term, but can do more harm to your brand in the long term. Plus, if you keep hitting people with discount offers, you can be sure that a lot of prospects will insist on discounts once they talk with a sales rep.
Incentives can also look like a loyalty program, like the following example from New England food chain Boloco. The company uses a points-based loyalty program to provide discounts and rewards to members, sending updates via email and app notifications.
Southwest Airlines does this as well. By offering rewards that accrue with use of your product or service, you can incentivize customers to use your brand on a more consistent basis.
You can follow this up with exclusive discounts and member-only specials:
Another incentive strategy that toes the line between upsell and incentive is paid membership, like you might see from Costco or Amazon Prime. The price can act as a value signal, and it also plays on confirmation bias, encouraging members to purchase more from you, so as not to waste the money they spent on membership.
There are, of course, many other strategies. Customer retention is it’s own topic that deserves your attention, but hopefully these strategies spur some creative ideas for retaining and expanding your customer base.
As we discussed earlier, lead magnets are a fantastic way to build your email list over time.
But sometimes you want a quick boost. Maybe you have an upcoming product launch, or you are just getting started, and ten new emails per weeks isn’t good enough.
Giveaways can be another way to quickly collect more emails. Keep in mind that the quality of these emails will generally be lower, because the primary motivation of the people who sign up is just to get the free thing you're giving away. This is a big reason you want your giveaway item to be something that's relevant to your ideal customer.
Giveaways allow you to place tangible, irresistible value in front of your target audience without breaking the bank. Imagine if you could offer a physical lead magnet that costs $1,000? Who would say no to that? Giveaways basically allow you to use the appeal of a $1,000 lead magnet while only requiring you to pay for it once (or maybe not at all).
There are a lot of places you can go to learn about giveaways, but very few spend much time talking about the aftermath. Once you have 2,000 new subscribers... what then? How do you follow up with them?
The answers to those questions are insanely important, which is why we are turning to marketer Robbie Richards for an example of how to run a giveaway the right way. On only his first try, Robbie was able to grab 1,171 new email subscribers and turn that into 27 immediate sales.
He selected a SaaS license his audience would love as his giveaway prize and then sent out the following email to his list:
It’s essentially sales pitch, but you aren’t asking for money. You are giving something away for free.
But that’s pretty straight forward. Let’s get to the follow up.
Robbie had a 3-pronged strategy for his follow up campaign pushing the giveaway:
The first two are absolutely essential to running a successful giveaway. You have to have a great prize and be able to sell its value to your audience. And you absolutely need to have incentives in place for sharing.
Let’s look at each one of these elements more closely.
Robbie’s first follow up email was all about reinforcing the value through a personal narrative.
Let’s break this down into a makeshift template you can use.
The next email in Robbie’s follow up sequence was focused on incentivizing entrants to share the giveaway with their networks. As I mentioned earlier, this is absolutely mandatory if you want to succeed with your giveaway.
People won’t just share your giveaway on their own. In fact, if you don’t have it set up correctly, it’s in people’s best interest NOT to share. It lowers their chance of winning... unless you have it set up to where getting referral entries gives them an increased chance of winning.
Tools like Rafflecopter or KingSumo Giveaways make it easy for you to incentivize entrants to receive additional entries by referring their friends.
The third part of Robbie’s strategy was to give people a guaranteed, surefire way to win. People are optimistic, but they understand odds. They know it’s highly unlikely they will win a giveaway. In order to increase participation, you should give them a guaranteed way to win something.
Robbie did this by following up with a special prize package for anyone who got 5 additional people to sign up for the giveaway through their referral link.
This final piece also positioned Robbie to turn his list into affiliate sales, as he was directly signing people up for SEMRush. He could have probably tried to get 30-day trials for every contestant.
Here’s his follow up that resulted in 27 affiliate sales.
First, he announced the winner:
Next, he sent out the awards.
There are a few key takeaways here that will help you launch your own campaign:
You really can’t go wrong with giveaways. There’s not much more to say on the matter.
One phenomenal way to amplify your content’s quality and reach is to tap into the expertise of other influencers in your niche.
These types of posts are typically referred to as “roundup posts” and they are starting to get a bad rap... with good reason. Over the last few years, marketers have been butchering this technique with lazy, generic topics that rely on volume to be “noteworthy”, BUT that doesn’t mean you can’t do it the right way.
The key is identifying a topic that would actually be enhanced by expert insight and then getting a small group of legitimate experts to provide meaningful commentary.
A great example comes from marketer Jacob McMillen, who used expert insight to create this guide to A/B testing tools and rank it #1 in Google for the post’s target keyphrase. Jacob shared his outreach emails with us, pictured below.
Notice how he specifies that the recipient is on a short list and will be “featured” in the upcoming post. This frames the outreach uniquely from the standard trope of 100 influencers with one sentence each.
In this example, the recipients already had past connection with the host blog, so it wasn’t cold outreach. If you are attempting this cold, you could specify that you are asking 10 total experts to provide input, that you will be spending $500 on paid advertising, or anything that establishes value to the contributor.
For his follow up email, Jacob kept it super simple.
This campaign got a 60% response rate and resulted in Conversion Science’s most successful post of 2016.
As more and more marketers are realizing, creating really great content is just the first step in the content marketing equation. You can create the greatest resource on the internet, but if you don’t get it in front of the right people, you won’t see an ROI.
How important is promotion?
Brian Dean, who built his blog Backlinko to over 100k visitors per month, spends 80% of his total content marketing time on promotion. In other words, for every hour he spends writing, he spends 4 hours promoting what he wrote.
There are many, many ways to promote your content, but one of the most effective methods (and the reason we are covering this in today’s article) is direct email outreach.
Sam Oh of Money Journal offers a great example of this strategy in action:
Notice how Sam’s email is short, to the point, and doesn’t ask me to do anything right off the bat. He asks me if I’d like to see his content when it goes live, and he also offers to lend his own aide if I ever need anything, letting me know he’s not just looking to use me for a quick share.
And while Sam didn’t end up needing to use his follow up email on me, he reveals the template he uses as part of his 74 Step SEO Checklist.
Just a friendly follow-up. Were you interested in the article on [topic]? I’m sure your inbox gets bombarded daily, so no hard feelings if you’re too busy. It just got me thinking…
If [name] saw value in [competitor company’s] article, then [name] will definitely want a unique take on the topic.
Not trying to get anything from you. Just want to impress lol 🙂
This exact follow up template increased Sam’s replies by 23.5% and even began a number of relationships with fellow influencers in his niche. He sends it within one week of the original email.
If this can work in the marketing niche, where people are constantly bombarded by hundreds of emails, it will most likely work in your niche as well.
The success of email marketing is ultimately in the follow up.
We’ve tried to cover every scenario your business will likely face in this article, but in an evolving marketplace, there will always be new opportunities for follow up.
There's a free tool that can help all job hunters give their careers an important boost: email.
While unemployment is currently low, competition is always tougher at top companies and for any role considered a "dream job." Getting into the inbox of the right people can help you create important relationships and stand out among a sea of talented applicants.
Furthermore, some of the most successful leaders and entrepreneurs have proven that the right emails can yield some surprising results.
Twitter and Square CEO Jack Dorsey once cold emailed a dispatch company in New York as a college student in Missouri. He found a bug in the company's web site and also mentioned he wrote software. The CEO wound up talking to Dorsey and eventually offering him a programming job, according to a 2011 article in Vanity Fair.
Emails can also expand networks and get important conversations started. Birchbox CEO Katia Beauchamp had no experience in tech or beauty before launching her startup in 2010. "I cold-emailed every CEO of the beauty industry you can imagine," Beauchamp said in 2017. "And it worked."
Emails that get results have key features, according to Beauchamp. They have compelling subject lines, a simple message and ask for favors that are hard to say "no" to.
Those basics, coupled with these expert-approved templates for some of the most common situations, can ensure you're writing job hunting emails that get opened.
This email's four-point structure is simple and can be adapted for a range of purposes. If you're writing this email, you'll cover the following:
Dev Aujla, the CEO of recruiting firm Catalog and the author of 50 Ways to Get a Job, calls this the "magic bullet" email.
Preparing for this email forces you to do some essential thought work that will help you better understand what companies and jobs you should apply for. It can also help shape future answers in interviews.
Most importantly, the research helps you understand what you want and how you will fit into this company. Those steps will set you apart and make results more likely.
I've noticed that [COMPANY OF INTEREST] has been a nominee for Best [NAME OF CATEGORY] for the past five years straight. I'm interested in that level of excellence and finding out more about [DEPARTMENT OR JOB YOU ARE INTERESTED IN].
I have [NUMBER] years of experience working with [RELATED SKILL], [RELATED SKILL] and [RELATED SKILL]. I am hoping to learn about [WHAT TO LEARN] from some of the best in the industry, and in my research, I came across [COMPANY OF INTEREST]. Our goals and interests are so aligned, I think we'd both accomplish more if I took my research and resources to your company.
Here is my LinkedIn profile [INSERT PROFILE LINK].
I'd love for an opportunity to meet and talk further about how we may work together.
It's smart to tap your network for introductions, but do your legwork first. Be sure you can explain why you're a good fit for a connection. You don't want to make your contact feel foolish for making the effort.
Give your contact context for your request. In the event you're a recent graduate and don't have a lot of work experience to discuss, reference the years you've spent studying your area of interest and the people or internships that stoked that interest.
Also, include your LinkedIn Profile, advises Jessica Miller-Merrell, CIO of Workology, a recruitment and HR resource. It can help update your contact on your most recent experience and make a connection more likely.
Earlier this month, I made the decision to begin looking for a new career opportunity. It's been a great [NUMBER] years working at [COMPANY NAME] as their [JOB TITLE]. I'm looking for a new company to challenge me and grow my skill set in [SKILL NAME], [SKILL NAME] and [SKILL NAME].
I wonder if I can get an introduction by email or phone to [NAME OF PERSON] for [THIS REASON].
Please include my LinkedIn Profile in your introduction [LINKEDIN PROFILE LINK].
Thank you so much for your assistance. Let me know how I can help you.
When emailing someone you don't know, research is just as key, says Aujla. Study that potential contact's online presence, career highlights and any recent newsworthy career moves or developments.
Then, craft an email that shows you share some common ground. For instance, you might explain that you're both alumni of the same school or belong to the same professional organization.
Your connection might even be as simple as liking the same article on Twitter or LinkedIn, but make sure make that link clear.
My name is [YOUR NAME], and I noticed your work experience with [NAME OF COMPANY]. I follow you on [SOCIAL MEDIA SITE] and noticed and we're both are interested in [TOPIC]. I find your posts insightful and helpful.
I've been a [JOB TITLE] for the past [NUMBER] years, and I'm looking to get an introduction to [COMPANY NAME] where I want to learn more about [SKILL NAME], [SKILL NAME] and [SKILL NAME].
I wonder if I can get an introduction to [NAME OF PERSON] for [REASON]. Here is my LinkedIn Profile [LINKEDIN PROFILE LINK] for you to include in your introduction. If you would prefer to speak to me before making an introduction, I am at your disposal on [DAYS] next week from [TIME SPAN WITH TIME ZONE]. You can email me at [EMAIL ADDRESS] or by phone at [PHONE NUMBER].
This technique was dubbed the "Closing The Loop" email, by Ramit Sethi, the New York Times best-selling author and founder of "I Will Teach You to Be Rich." The technique creates a reason to stay in touch follow up with a person of influence you care about. Your email should let your contact know you are grateful for any advice and are keeping this person "in the loop" about something you'd discussed.
Just wanted to thank you again for speaking with me earlier. I'm definitely going to follow up and reach out to [NAME OF PERSON] like you recommended. I'll keep you in the loop, and of course, please let me know if there's anything I can do to repay the favor.
Asking for an informational interview borrows from some of the same techniques as other cold email templates, as this template from "I Will Teach You to Be Rich" shows. While you'll do the basics (stating who you are and what you want while asking for a convenient time to meet) composing this email requires you to know enough about someone's career that you can demonstrate why you respect them and why their advice is important to you, adds Aujla.
My name is [YOUR NAME]. I'm a [YEAR] grad from [NAME OF SCHOOL]. (I know you were a few years before me), and I came across your name on our alumni site.
I'd love to get your career advice for 15-20 minutes. I'm currently working at [COMPANY], but many of my friends work in consulting and each time they tell me how much they love their job, I get more interested.
Most of them have told me that if I'm interested in consulting, I have to talk to someone at [NAME OF COMPANY]. Do you think I could pickyour brain on your job and what motivated you to choose [NAME OF COMPANY]? I'd especially love to know how you made your choices after graduating from [NAME OF SCHOOL].
Would it be possible for us to meet? I can work around whatever works for you.
If you haven't heard back after one cold email, don't lose hope. Wait two weeks before following up and craft a new email.
In your new email, make a point to mention a topic this person discussed during a meeting you both attended or a news article that might have quoted this person. You might even send an update on a topic you think this person might find interesting. Write the email as if you're continuing an ongoing conversation.
Repeat your request, whether it's for an in-person meeting or news on a job interview. Most people don't follow up on an email that has been ignored once, and doing so you will make yourself stand out from the crowd, says Aujla.
If you haven't heard anything after attempt three, move on.
I was so excited after meeting you at the [EVENT] at [LOCATION] where you spoke about [TOPIC]. I'm making a point to learn more about [TOPIC] as well and have been reading this fascinating book Company email examples by [AUTHOR]. Would love to fill you in and hear your thoughts over coffee. Would it be possible to meet for 20 minutes? I can work around whatever works for you.
Select five close friends to email, people who are connectors or work in the industry or type of job you're considering. Let them know you're looking for opportunities, suggests Aujla in his book "50 Ways to Get a Job." The email will enhance your job prospects through leads and introductions. It will also kickstart your job hunt and expand the types of opportunities you might consider for yourself.
I'm looking for my next gig at the intersection of [TYPE OF INDUSTRY] and [TYPE OF INDUSTRY]. I haven't left my job yet, but I'm ready to wrap up my time at [COMPANY] doing [JOB]. Would love to chat with you and fill you in on what I'm thinking about and hear the latest from you.
Here is my LinkedIn profile [INSERT PROFILE LINK].
It would be great to catch up.
Keep the "thank you" email short. And make sure to send it soon — within two hours of the interview, recommends Sethi. Swiftness shows you're responsive, courteous and know how to take action.
Keep in mind that the email should be specific enough to trigger the hiring manager's memory. Make sure to mention something you spoke about —whether it's the company ethos or a common interest, like the fact that you're both competitive triathletes.
Thanks for taking the time to chat today. I especially enjoyed talking about [SPECIFIC TOPIC].
I really think this is a great fit for the both of us. Hope to hear from you very soon.
HR recruiters get flooded with emails, so it's important to find common ground to gain their attention, says Miller-Merrell. Research the recruiters' or hiring managers' online presence, so you can mention a post they published on LinkedIn that you enjoyed or a sports team that you both follow.
It also helps to use multiple platforms. Most of us get email fatigue. If you emailed your job application, use LinkedIn to follow up, and make sure your email requests a time and date to schedule a call and talk about the position.
I recently applied for a job opening at [COMPANY NAME] for the position of [POSITION NAME] on your online career site. The position fits perfectly with my experience in [EXPERIENCE], [EXPERIENCE] and [EXPERIENCE]. You can learn more about me by viewing my LinkedIn Profile [LINKEDIN PROFILE LINK].
I recently followed you on [SOCIAL MEDIA SITE] and appreciate the valuable resources you are providing for job seekers and interact with candidates. Also, I'm a fan of [COMMON INTEREST] too.
I'd love to set up a time to schedule a call and talk about the position and my experience. I have some availability on [DAYS] next week from [TIME SPAN WITH TIME ZONE]. You can email me at [EMAIL ADDRESS] or by phone at [PHONE NUMBER]. I look forward to scheduling some time with you.
To get a reference that will help land you the job, Sethi suggests you give the person from whom you're requesting the reference the right ingredients to not only articulate why you're a good fit for the position but also get excited to give you that reference.
Make sure to share why you're interested in the new company. Even if someone knows your work intimately, don't hesitate to give specific talking points.
The hiring manager for [COMPANY] might be calling you to do a reference check. If they do, they'll probably contact you in the next few days wanting to chat about our relationship and my use of [SPECIFIC STRENGTH in YOUR CHOSEN FIELD].
I'm applying for [POSITION] at [COMPANY] because [LIST REASON].
Here's a few achievements from my career (something for you to work off of):
● [ACHIEVEMENT 1]
● [ACHIEVEMENT 2]
● [ACHIEVEMENT 3]
If there's anything I can do to help, please let me know. Thank you.
P.S. I've attached my resume to this email for easy reference and here's a link to the job description [JOB DESCRIPTION LINK].
As you approach your job hunting emails, take careful consideration with your subject lines, according to Danny Rubin, email expert and author of "What, How do I Write This Email?"
Note the position you've applied to or your email's purpose, he suggests. If you're writing a networking email, make sure to mention where you've met someone or any connection you have in common that you're trying to leverage.
While you write, remember to keep things in perspective, suggests Aujla in his book "50 Ways to Get a Job." Not every email will yield a meeting with a dream connection or an eventual job offer.
Before you send an email, "release yourself from expectations" and remind yourself that the insights you've gleaned from your research have already given your job search a powerful boost.
And don't forget to show your excitement. If this process seems tedious or boring, you've likely picked the wrong people or companies to email. If you find that's the case, "find new people you are actually excited to learn about, hear from and talk to," writes Aujla. "The choice is yours."
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Are you in need of announcement email templates? In this post, we explain everything you need to know so that your business can perform.
In today’s modern world, much of our conversation happens through the medium of email. Whether it is for marketing purposes or for personal use, utilizing email’s power has proven to work better and be more efficient than other communication channels for a multitude of reasons.
Today, we’d like to center our focus around announcement email templates, the sort of which you will often see within the context of business.
What we love about announcement emails is that they are directly related to marketing, but they are also used for internal, company-related matters, such as the promotion or the resignation of an employee.
For that reason, we decided to create an article where you can find templates for all the different types of announcement emails you may need to use. So, let’s get started!
Announcement emails that have the purpose of introducing a new business, allow a company to reach out to an existing customer base instantly, instead of relying on other media sources, such as TV advertisements or printed media.
The prior connection a brand has built with its existing subscriber base can act as an “unfair advantage”, effectively setting them apart from their competition. Keep in mind that business launch emails can be mainly used by two types of businesses:
In this example, we will be using the second (2) case as an example for our templates, since the first is very similar, and better covered, with “product launch announcement emails” (discussed below).
In this example, you can see how effectively ELOQUII is announcing their new store’s location. As you can see, they start by mentioning the area of the new location and follow-up by showing an image that helps their fans refresh their memory regarding all the store locations.
After the announcement of the new store, they make an irresistible offer (free appointment) and add a very strong and visible CTA (Book now).
Of course, you don’t have to be a graphic design expert to get ahold of this one. Mailigen offers a bunch of different templates that you can use to announce your new store location.
Whether you want to make your email stylish in design or keep things simple (text only), the following template can act as a great sample that you can adjust to your needs.
We are excited to announce that, due to our remarkable growth over the last [enter number] of years, we are expanding!
In fact, we are opening a new store in [enter location and specifics].
We invite you to celebrate with us during the big opening day on [enter date]. There will be many exciting surprises, including irresistible discounts.
[Add specific CTA depending on your specific offer, in this example -] If you want to make use of your opening day discount, please click on the button below so we can send you the discount code.
See you there.
Team [name of your brand]
A product launch announcement email is sent with the purpose of announcing the launch of a new product, new feature, new release, or an upcoming event related to a product.
As discussed above, it is a great way for (personal) brands to expose their new product or service to their already existing subscriber database, effectively increasing the traffic to their new store.
In general, there are three main categories in which product launch emails are used. These are emails sent for product launches (such as a new clothing line), software product launches (such as a new SaaS business) or a feature release (an updated version for an intangible product, such as an ebook or software).
It is obviously very difficult to give an example that everyone can identify with when it comes to product releases. After all, depending on the type and niche of the product, one email may look vastly different than another.
In this case, we chose to illustrate an example that represents exactly what a personal brand’s email should look like.
The author of the book is a well-known researcher and nutritionist that has published several books in the past, having amassed a large number of subscribers for his newsletter.
As such, there is no need for exciting intros or overly marketed offers. In this case, the introduction is laid out with more words than you would expect the typical email to have, explaining that the product is a result of prior engagement with his subscribers.
What is impressive here, is that he touches upon the readers’ emotions by donating part of his profits to a charitable organization that speaks to his audience, before moving to the blue-colored CTA.
Above, we gave an example that was simpler than what you might be used to seeing from big brands, especially in its design. If you rather use a more stylish approach, you can always choose from all the templates available in Mailigen.
Remember, not one template can be given for product launch announcement email, so this one may need more adjustments than all the rest. That being said, here is a simple template you can use for your next product launch email.
The new [product name] is finally here!
What makes the [product name] different is [give an introduction to the product and why people may want to buy it]
You can order your [product name] directly from our webstore or find it on Amazon.
[Only add offer if needed] The first 100 people that make an order will receive free shipping.
[Add CTA button]
When it comes to software release announcement emails, the first thing that may come to mind is the release of a new app to an already existing subscriber base. For example, if you are a fitness influencer, you might be thinking about releasing your own fitness application, to help your customers train better and scale your business.
In this case, this email is the one you need to be looking at. Below, we will give an example of Greetings, an existing company that released its own application.
The email starts by instantly letting the reader know what it’s all about – A new application. What follows is a quick intro to the product.
The design of the email, in this specific case, is important, as it gives an insight into what kind of visuals the readers could use for their greeting cards.
Another thing we like in this example is that the company is very specific about the product features and the way it works.
Finally, one can observe that the company hosts two different CTAs, namely “Download Greetings for iPhone” and “Last Button for Holiday Cards.” Companies often follow such a method to test which CTA will receive more clicks and adjust accordingly.
As with the previous template, it is very difficult to offer one template that works for all occasions. You can use the following sample as a foundation that you will build and adjust depending on your product.
We are excited to announce the release of our new app, [name of app].
[1-liner introduction about your app and its function]
In the last few months, we have been tirelessly working to improve our product/service and we believe that [name of app] will help you enjoy your experience with [company name] even more.
So what is [name of app] all about?
[explain the purpose of your app with visuals and in further depth, focusing on the features].
You can download our app directly from the App Store and Google play
[add CTA button to download the App]
The release of a new feature can be a reason for an exciting announcement email. From software companies (SaaS) all the way to gaming companies, improving your offer in any sort of way calls for communication with your fans and/or users.
We chose this feature release email template from Carbonmade, not for its beautiful design, but rather for the simple message it conveys to its readers.
Although the email only presents two areas with text, the fusion of the available space with text and visuals is used in a great way. As such, the users understand the new features thanks to the company’s informal and somewhat “laid back” tone of voice.
When it comes to a new feature release, the way of structuring your email will highly depend on your company’s tone of voice. A very big company, such as Microsoft, will not announce their updated version of Windows the same way a smaller company will introduce an update to its software.
In this case, and to stay in line with the example provided, we will focus on smaller-scale businesses, using a friendly and relaxed tone of voice. You can, of course, adjust this template to your personal needs and add visuals or further explanation if needed. In this one, we kept things relatively simple.
Our new, updated version of [product] is finally live!
We made sure to [give a short intro about what makes the updated version different].
Ready to download the updated version?
Click on the button below to get started!
Pre-order announcement emails are usually sent before the official launch of a product, to create more buzz and gain an initial idea of the orders they will need to fulfill Most of the times, Pre-order emails have the sole purpose of sending the reader to an external landing page where, before placing an order he will have the opportunity to read more upon the product he is interested in.
Apple needs no introduction. This is also probably why this email is barely 20 words in length. When structuring your own pre-order email, and considering your business is not on the level of Apple, you may want to add a little more words than Apple does in this, beautifully designed, email.
As you can see, the example above has two calls to action, with the main focus on the “Pre-order” button. Users can learn more about the product by clicking on the second call to action right beneath: “Learn more”.
Are you searching for a template you could use to create your own pre-order announcement? Then use the following template:
The big day has finally come! We just finished [the product, e.g. finished writing our latest book, and waiting for the editor to go through it].
Before we release the book on [your website] and Amazon, we’d like to reward all our loyal supporters by allowing you to pre-order the book, before anyone else.
[add an element of scarcity, e.g. There will be only 2000 books printed in this printing round, so be fast!]
[Add CTA, e.g. Pre-Order now]
Finally, when it comes to product announcement emails, remember that the three examples above can also be used, with some slight edits depending on the situation, to inform readers about Event or webinar announcements and spot reservations for future sales.
Oftentimes, within a company’s environment, it may be challenging to communicate changes with all employees on the spot. This can be due to the size of the company, or even the company’s policies. As such, oftentimes companies will share important information with their employees through email.
One of these cases is a promotion announcement email, which employees may receive during certain periods of transition. Usually, these types of emails are more formal and, as such, it may be a good idea to make use of a pre-existing template and adjust it to your needs.
As you can see, the email is written in a rather formal way, making it much easier to use and adjust a template for such occasion. The author starts by addressing the totality of the staff, making the announcement in the first paragraph, so that everyone is aware of what it is they are reading.
In the remaining paragraphs, the author compliments the individual that got the promotion, informing the rest of the staff of his achievements and giving a small glimpse into what it takes to get a promotion within the company.
You can use the following template for a promotion announcement.
Dear fellow staff,
I am pleased to announce to all of you that [name] has been promoted to [new role within the company].
[name] has worked here at [company’s name] for [length of time], and was instrumental in [address some important work and/or achievement]. Aside from spending long hours in the office and taking on additional tasks, [name] showed his team spirit by simultaneously helping others improve their work output. We are happy to reward that kind of hard work and dedication.
Please join me in congratulating [name] on this exciting news.
Emails sent out internally, within a company, to announce a new position that is up for grabs, is often referred to as an Open Position Announcement email. If you are a business owner or simply responsible for the task of filling the open position, then this is the email you need to send. Here is how such an email looks like
As most companies choose to keep such emails in their internal servers only, it proved difficult to discover impressive examples that we could show you. As such, we created an example ourselves:
If you have been following the developments within our company, you probably came across our latest job opening. For those of you that are not aware, we are currently hiring an HR manager. This announcement will, on a later date be shared with external sources as well, but we would like to get some eligible candidates from within our company.
If you’d like to get more information on the specific role and get a full description of what our ideal candidate looks like, please click here. If this job role interests you, feel free to send us your CV and give a brief explanation as to why you are the perfect person for this role, by replying to this email.
If you have more questions, feel free to ask Suzan M., who is available in her office from 9.00-11.00.
As you can see from the example above, Maria chooses to introduce the role within the company before posting it to external websites. Her goal is to see at least some people within the company reply to the email, sending their CV. She keeps the email short and adds a link to further information the candidates may need. It is a simple and comprehensive way to get her point across.
And if you are looking for a template that you can use to announce a new, open vacancy within your company, you can use the following example as a foundation.
I have some exciting news for all of you. As of today, there is a vacancy for our role in our [Department] More specifically, we are looking for a new [add job title]. Even though eventually, we plan to publish this job opening to external channels as well, we strongly recommend any current employee who is interested in this role to apply.
Our new [Job_title] will work together with the [e.g. Product Marketing] team and hold main responsibilities related to [mention two or three main duties e.g. Social media marketing]
If you’d like to be considered for this role, you [add requirements, e.g. have expertise in SEO, Google ads and Social media marketing.]
Click here [add CTA linked to the add] for a full job description.
To apply for this role, reply to this email by [date] with your resume and give a short explanation as to why you’re interested in this position.
If you have any questions regarding this position, feel free to contact our HR team [add contact details].
It is quite common, within large companies, to introduce new employees by sending out an internal email to all existing staff. Especially when the role this person undertakes is higher in the hierarchy of the company, it is a good idea to use this strategy so that everyone within the company has a good understanding of the person who will be joining the company. Here is an example of what such an email looks like:
Catherine introduces Ann to all the staff of Mediquick, mentioning she will be the new addition to the customer service team. As you may be able to tell, Ann does not have a high position in the hierarchy of the company. Nonetheless, it is a great way to make everyone aware of Ann, who will now most likely receive a heartfelt welcome.
The sender of the email makes sure to mention that, for everyone who is directly involved and/or has to communicate with Ann on a regular basis, there is an appointed person to help out.
Finally, she shares some personal information to make others find points of common interest and stimulate feelings of socialization to make the new addition feel more welcome in the work environment.
Below is a generic template you can use to introduce a new employee to the rest of the staff. Of course, feel free to adjust according to your needs.
We are pleased to announce that we found the best candidate for our long-lasting open position [enter job position]. We decided to bring [name] to the team as his/her knowledge matches and exceeds the requirements for the role.
[name] has worked in [give a short description of previous roles and responsibilities].
During his/her first month, [name] will be assisting our new hire to learn more about his/her responsibilities, the company culture and the expectations within the company.
We hope and assume you will make the first step and introduce yourself to our new [job role], helping him/her adjust to the pleasant atmosphere of our company as quickly as possible.
Preparing for this email forces you to do some essential thought work that will help you better understand what companies and jobs you should.