How to Start an Email to a Company? — Crafting Openings and Sign Offs Like a Pro (For Marketers & Individuals)
An email written to a company can often sound stiff, outdated, or boring. To make a point, you need to follow a rigid format while sounding professional, and you may not know where to start.
Whether you’re trying to expand your business, reach out to B2B customers or get a job interview, writing an email to a company can be tricky, especially when your recipients are pressed for time.
In this guide, you’ll learn to craft formal emails that land with a friendly bump instead of a dull thud.
Understanding the Structure of a Formal Email
A formal email uses a professional structure, introduction, and closing, all quite strict compared to other email types, commonly used in email marketing.
Similar to phone and video calls, your email is the first impression of yourself or your business. Writing a well-structured email with a good beginning can encourage recipients to continue reading and take the required action, especially in a B2B setting. If you’re a B2B email sender, maintain a clear structure that keeps your messages professional and easy to understand.
Before you begin composing the messages, evaluate who you’re writing to and why they should open your emails.
This short guide will help you construct clear and convincing messages.
1. How to Write the Subject Line
The subject line is the most critical element in emails, and it showcases the quality and urgency of messages.
In formal emails, you don’t have the freedom to weave in humor or emojis in the subject lines. They must contain concise information relevant to your email content, such as deadlines or the application process. If you’re a B2B marketer emailing a business or organization, ensure the subject line is concise and professional.
You may be required to use professional subject lines in business communication, job applications, client proposals, official announcements, networking, and introductions.
Additionally, you must follow the protocols below:
- Be specific: State the main topic of the email and keep it short, ideally under ten words.
- Use key phrases: Include keywords or phrases that quickly summarize the email and help recipients understand its importance.
- Maintain professionalism: Avoid using slang or emojis and be respectful of the recipient.
- Avoid ALL CAPS: Using ALL CAPS in emails is considered unprofessional and bad email etiquette.
- Proofread: Double-check for spelling and grammar errors and ensure the subject line reflects the email content.
In all possibilities, avoid using vague phrases like “Following up,” “Just a Question,” or “Act now.” These can come off as unprofessional and even trigger spam filters.
Instead, use these formal subject line examples as a starting point to craft your own:
- “Regarding your inquiry on [project name]”
- “Proposal submission for project ABC“
- “Feedback required: A draft review”
- “Schedule confirmation: Interview on [Date]”
- “Invitation to the annual conference: RSVP required”
2. How to Start an Email to a Company
Writing a professional message starts with a proper email tone and salutation. It’s good to match the tone of the company you’re writing to.
Start a casual email to a company with:
- Hey,
- Hello [Recipient’s name],
- Hi [Name].
If promoting your products or services or looking for a partnership, start the email to a company with a simple:
- Hi, or
- Hello [Recipient’s name].
If you don’t know the recipient’s first name, use salutations similar to “To whom it may concern,” “Dear Hiring Manager,” or “To the Manager [of the department you need].”
You can also address people by a title followed by their last names, for example:
- Mr. Smith,
- Mrs. Smith,
- Ms. Smith, or
- Joe Smith.
Use the variation with the entire name and last name if you’re unsure of the recipient’s gender.
The key is to choose an appropriate salutation based on your relationship with the recipient.
3. How to Write the Body Copy
While good subject and opening lines will get the recipients to open your emails, you must keep their interest with relevant and intriguing email body copy.
The tone of your email will differ based on the reasons for sending the message.
For example, if you’re a B2B company wanting to establish a new business connection, try building a personal relationship instead of forcing sales. You can achieve this through personalization techniques or by researching the person in charge. Immediately explain the purpose of the email and the grounds on which you can connect.
However, you should maintain a friendly and professional tone if you’re contacting a recruiter or a colleague. Address the need for their response and highlight key aspects of your message.
4. How to Sign Off an Email to a Company
Email sign offs in formal email are is as important as the beginning. It shows professionalism and attention to detail, which are critical factors in a business setting where recipients are likely to be busy and skim through emails.
Keep the email closing warm and friendly by using these phrases (or their variations):
- Thank you for your time [and consideration].
- I would be happy to provide more details.
- I hope to hear from you soon.
- Kindly let me know when’s a good time to chat.
- Looking forward to your thoughts on [subject matter].
Finally, end the email with a polite valediction such as “Kind regards,” “Best wishes,” or “Looking forward to your feedback/reply” followed by your contact information.
Whether you’re trying to close more deals or reaching out to potential employers, understand the best time to write a formal email.
When Should You Write a Formal Email?
Generally, a formal email is best used when you don’t know the recipient or need to appear professional: when conducting business, sending a professional inquiry, or applying for a job.
Let’s explore common scenarios requiring you to send formal emails.
| Scenario | It applies when you’re |
|---|---|
| Job Application | When applying for a job at a company and providing a cover letter and resume |
| Business proposal | Sending a detailed proposal to business partners or potential clients outlining a business idea, scope, and collaboration |
| Formal Invitation | Inviting someone to a formal event, such as a conference, seminar, or a formal dinner |
| Inquiry | Seeking information from a company, organization, or an individual in a professional manner |
| Complaint | Expressing dissatisfaction about a product or service |
| Resignation | Notifying an employer about leaving a job position |
| Follow-up | Following up on previous interactions in a polite manner |
| Official announcement | Making official announcements inside the organization or to external stakeholders |
While keeping your email elements formal is a prerequisite, you must consider other critical factors such as your email address, email design, attachments, and call-to-action buttons.
Writing an Email to a Company: Critical Factors
We’ve established formality as a given in writing company and professional emails, although it comes in different doses depending on the situation. To determine the exact dosage of the formal tone, you should analyze your audience, use valid email addresses, and demonstrate professionalism to build trust.
Consider these factors when writing an email to a company.
| Factor | Questions to ask yourself before writing |
|---|---|
| Audience and purpose | ‣ Who are you contacting (Department or specific person)? ‣ What’s the goal of your email? (Complaint, inquiry, application)? |
| Email address | ‣ Are you using a company or personal email address to contact companies? ‣ Do your email addresses sound professional? |
| Email design | ‣ Are you using professional fonts? ‣ Is your body text well-spaced with bullets and numbers? |
| Call-to-action | ‣ Have you clearly mentioned what you expect from the recipient? |
| Attachments | ‣ Have you verified all attachments, including resumes, proposals, etc? |
Tie the above with the appropriate email opening, and you have a winning first impression.
Now that you know proven techniques for writing outstanding opening and closing lines, let’s move on to the following section, which delves deeper into its strategies and methodologies.
Strategies to Craft the Perfect Professional Email
A well-crafted email can make the difference between getting ignored or receiving a response. This section will equip you with the right strategies to win over the recipient’s attention and set the stage for a successful email exchange.
1. Find the Right Person to Talk To
Company delegates are typically busy and skim over emails. To make an excellent impression, personalize the email, and know who you’re talking to.
Use these quick strategies to create impressive opening lines:
- Check the company website: Most websites have a ‘Contact Us’ page or a team directory. Search through it to find the best person to handle your queries.
- Use social media: Check platforms like LinkedIn to search for contacts who specialize in your area of interest. You can further filter your search based on specific criteria — the search result of a job seeker will drastically differ from a CEO.
- Utilize search engines: Combine the company name with keywords, such as “Marketing Manager at [Company Name],” to find their contact information.
- Leverage mutual connections: If you know someone who works inside the company, reach out to see if they can introduce you to the relevant person.
By going through their profiles, you’ll have access to vital information, which you can use to segment and personalize your B2B emails.
2. Craft a Hook (for Marketers)
Mentioning a shared connection can be a great way to start a conversation with a company professional. Because this is not a random cold email, the receiver will be more likely to respond to your questions.
You can skim through more of these B2B email opening hooks to grab attention:
- Highlight achievements: Mention a recent company success or industry achievement to show that you’re informed.
- Share industry trends: Reference a popular industry change to showcase your understanding of their landscape.
If you’re an individual trying to set foot in the job market, follow this pattern:
- Briefly introduce yourself and the reason for the email.
- Be clear, concise, and direct the recipient toward the CTA.
- Ensure all files and documents follow email attachment policies.
3. Provide Context
Companies likely receive tons of emails daily, so how do you make yours stand out?
The best way is to give recipients relevant background information and explain why it’s important for both parties.
This piece of information can include:
- Details about your company or organization.
- Any previous discussions or agreements.
- Industry information related to your queries.
- Job application details and why you’d be a good fit.
- Include dates, numbers, or anything to help readers understand the context.
- Address potential concerns the recipients might have.
4. Sign Off With Confidence
The email opening and sign-off are two important elements readers immediately notice. You want to sound confident, polite, and persuasive simultaneously. Sign-offs support your CTAs and encourage recipients to take the necessary next steps.
A strong closing shows professionalism and leaves a lasting impression. Follow these best practices to ensure your closings are perfect.
| Email Sign Off Best Practices | Examples |
|---|---|
| Don’t leave the recipients hanging — clearly state your desired outcome | “I would be happy to schedule a call to discuss this further. Please let me know a good time to chat” |
| Provide contact information | “Joe Dane, Marketing Manager at GlobalTrade” |
| Direct to resources | “For information on [your products/services], visit our website” |
| Encourage a reply | “I look forward to speaking with you soon” |
5. Write Emails That Anyone Can Read
The ultimate goal is to get an email response and continue the process. However, in unclear situations, your emails may be handled by someone else on the team rather than the person you sent them to.
In this case, over-personalized emails may seem irrelevant to other team members.
It’s best to keep your emails:
- Free of jargon and technical terms that some team members might not understand.
- Free of generic introductions without references to past conversations.
- Free of acronyms or abbreviations only a few people will understand.
- Free of gendered language or overly specific references that might exclude some team members.
While personalizing your emails is good practice, be mindful of the alternative circumstances, too.
Now, let’s put the above pieces together and create templates you can customize for any occasion.
Formal Email Templates (Tailored for Marketers and Individuals)
Although formal emails have the same structure, they usually vary depending on the circumstances. For example, a job application email differs completely from a client proposal email.
Here are email templates for common scenarios that you can modify according to your needs.
Formal Email Template #1: Job Application
Subject: Application for [Job title/Position]
Respected [Hiring Manager’s name],
I’m writing to express my interest in the [Job title] advertised on [Job board name]. With [number of years of experience], I’m confident I can contribute effectively to your team.
[Mention relevant experience, skill sets, and achievements].
[Write about why you’re interested in the company and how you align with its goals].
I have attached my resume and cover letter for your perusal.
I look forward to discussing how my skills and needs align with your team’s needs.
Sincerely,
[Your name]
[Contact information]
Formal Email Template #2: Business Proposal
[Appropriate subject line]
Dear [Name],
My name is [Your name], and I’m reaching out on behalf of [Your company name] to [Mention the benefits you’re offering or the request you have for them].
[Provide a brief overview of your main points, bulleted and bolded if necessary].
[Include relevant CTA]
Kind Regards,
[Your Signature]
Formal Email Template #3: Meeting Request
Subject: Meeting Request Regarding [topic]
Hi Mr/Mrs [Name],
I hope you are well!
I’m writing to request a meeting to discuss [Topic or purpose of the meeting].
[Write a brief introduction and explain why it’s important.]
I’m available [Mention the date and time] and would appreciate it if we could find a time that works for both of us.
Please let me know if the suggested times are suitable for you or if you have alternative availability. I look forward to discussing this with you.
Best Regards,
[Your name]
[Your company name]
[Contact information]
Additional Tips to Write Effective Formal Emails
Learning to write effective emails will make you appear more competent to recruiters and business partners.
These small aspects in your email can make a huge difference to your prestige:
- Include a CTA in the subject line: Be ultra-specific in your subject lines. For example, write “5 Minutes: Feedback For Project X” instead of “Action Required on Project X”
- Write one topic per email: Stick to one email topic per email or email thread (in case of business follow-ups). This gives all recipients a chance to understand the context and provide input.
- Start with the main point: Don’t wait till the end to ask for what you want. Include the main message in the introduction.
- Hyperlink where possible: Instead of a clunky URL, hyperlink it for a cleaner view.
- Summarize in your replies: If the original conversation is lengthy, take the time to summarize it in your replies. This shows you are attentive to detail and professional.
- Avoid “Replying All”: ”Reply All” is the standard format in most email clients and can cause problems if incorrectly used. Change the settings to “Reply” to avoid emailing the wrong people.
Formal emailing from one person to another is a standard business practice, but for email marketers — it’s different. To get the desired response from companies, you must ensure your emails reach them first.
Campaign Refinery offers the highest email deliverability rate on the market, boosting your brand presence in recipient inboxes.
Supercharge Your Professional Emails With Campaign Refinery
Campaign Refinery is a powerful email marketing platform that helps you optimize formal emails with features such as:
- Advanced segmentation and personalization,
- Powerful automation workflows for timely email delivery,
- Real-time analytics and reporting,
- Compliance with email marketing regulations to improve email deliverability.
Campaign Refinery offers robust features and tools, including built-in campaign templates, to help you get started on the right path. You can focus on crafting great B2B email copy while we handle the technical aspects of email marketing.
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