How To Master Proper Business Email Format

By the end of this article, you will learn how to master proper email format and how to use email templates to always ensure you stay professional. Also, learn how Clean Email can enhance your email productivity.

What Is A Proper Business Email Format?

Always make sure you're using the right format when sending business emails. Without using a proper email format for business, you may seem unprofessional and untrustworthy.

When creating your business message format, keep in mind your target audience, your brand’s tone and voice, and your key message or call to action.

Without understanding your target audience, it’s harder to personalise your emails.

If you’re unsure of the tone and voice of your brand, you may find it hard to consistently create likewise email messages that portray your brand's message. For example, you don’t want to write a super formal email one week, and a very relaxed informal email the next.

Keep reading to learn more about how to write a professional email.

Key Components Of a Business Email Format

Once you understand the components to create a business email format, you’ll be writing and sending professional emails in no time!

1. Craft a Clever Subject Line

The subject line needs to entice your recipient to open the message. It gives a clear insight into what your message is about.

Read more about how to start an email professionally.

2. Correct Salutations

When creating an email format for business, make sure your salutation is a balance between formal and friendly.

3. Professional Body Format

The body text needs to be just right for the recipient to understand your message and be able to respond accordingly.

4. Call to Action

Every business message will have a call to action (CTA), or an expectation from the recipient: this may be just a response, or for them to complete a task.

5. Friendly Signature

Once you have finished your message, you need to close it correctly.

Learn more about how to end an email professionally.

6. Proofread

Always make sure your message is up to scratch to avoid the embarrassment of mistakes.

Always send a great professional email once you’ve learnt these email etiquette rules.

How to Format a Business Email

Now you know the components of a proper business email format, here’s how to write a formal email and some business email format examples to use.

  1. Your Target Audience
  2. Before you start, think about the type of person you're emailing.

    For example, if your letter is going out to young males interested in a new fashion brand, your tone and voice would be different from sending a message to older females looking for a new perfume.

  3. Why You’re Sending the Email
  4. There’s always a reason for sending an email. If you don’t have a reason, don’t send it!

    If your business letter is a simple question that can be answered with a Google search, or by calling the company directly, do that instead of wasting anyone's time.

  5. Create a Leading Subject Line
  6. Now onto writing the letter. First, you need to create your subject line. Try to explain the purpose and the outcome of your message in this short space.

    Some great examples are:

    “Approval needed by…”
    “Meeting at this place and this time.”
    “Please confirm your details.”
    “[Mutual contact] told me to reach out.”
    “Thanks for signing up!”

  7. The Greeting
  8. Your greeting will depend on who you're sending the letter to. For a business message format, always use something formal. The following examples are always safe to use:


  9. Body Text

Cover the main topic of your letter within the first couple of sentences. Keep your message short and concise to avoid any confusion or waste of time.

Here’s a simple business email format example:

  1. Close the Email
  2. By the end of the message, you want the reader to perform the action you intended. Remind them to respond to any questions, fill out a form, or even click a link.

  3. Re-read and Send

Always proofread your business message before sending it. Once you are confident with your message, hit Send or schedule the Send action.

Be sure to avoid these email mistakes when creating a proper business email format.

Manage Your Mail With Clean Email

Though Clean Email is not a mail client and it cannot help you with creating or sending business emails, this is a handy email management tool with many helpful features to assist you with creating an organised mailbox.

Clean up your inbox with Clean EmailClean up your inbox with Clean Email

With a declutter mail account, you can boost productivity and focus on things that matter (and not your clogged-up inbox)!

Clean Email will help you to rid of old emails, unsubscribe from unwanted newsletters, create automated rules, and much more.

With its Auto Clean feature, you can create rules to automatically perform actions on your emails as soon as they hit your inbox.

Auto Clean feature with Clean EmailAuto Clean feature with Clean Email

You can automatically send all emails to a certain destination without having to scroll through and manually do it yourself. All you need to do is click the Auto Clean icon on the left-side panel, click Create Rule button, and fill out the criteria for the rule. You can always go back to the Auto Clean dashboard and remove or edit your rules.

Unsubscriber is an amazing tool to help declutter your mailbox and get rid of all unwanted newsletters.

Unsubscribe from emails with Clean EmailUnsubscribe from emails with Clean Email

Simply click on Unsubscriber located on the left-side panel to see all your mail subscriptions. From here, you can choose from a few options. For example, you can send emails to the Read Later folder, keep only the newest version of the subscription, or unsubscribe.

Be assured Clean Email always keeps your privacy and security in mind, you can read more about our security here. The app works with all IMAP-based mail service providers, including Gmail, Yahoo, Outlook, AOL, and more.

Clean Email works with all popular email servicesClean Email works with all popular email services

Business Email Format - FAQs

What is the format of a business email?

To format a business email, you need to include the following: a subject line, greeting, body text, call to action, and closing. Read this article to learn more about business email components and how to format them.

How do you write a professional email format?

A professional email format is used for communicating between businesses or potential clients. Keep your language formal but friendly and follow a proper email structure.

What is the proper email format?

The proper email format is to include a subject line, greeting, body text, and a signature. Don’t just write a load of words on the page and hit send!

What is a good formatting choice for email?

Keep your email concise and use lots of spaces and bullet points to increase readability.

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