Blank-page paralysis is real - you know what to say, but writing the email takes forever. These seven battle-tested templates cover the most common business emails. Copy them, fill in your details, and hit send with confidence.

Table of Contents

1. Welcome Email

Subject: Welcome to [Company]!
Hi [Name],
Thanks for joining. Here is what you can expect from us: [2-3 quick bullets]. If you need anything, reply to this email and a real person will answer. — [Your name]

2. Quote/Proposal Follow-Up

Subject: Re: [Project] - happy to help
Hi [Name],
I wanted to make sure you received my proposal for [project]. I'd love to answer any questions - is [date/time] good for a quick call? Thanks, [Your name]

3. Invoice and Payment Reminder

Subject: Invoice #[number] reminder
Hi [Name],
This is a friendly reminder that invoice #[number] for [amount] was due on [date]. You can pay via [methods]. Reply here if you need a copy. Thanks, [Your name]

4. Order Confirmation

Subject: Order #[number] confirmed
Hi [Name],
Thank you for your order! Here is your summary: [items, total, delivery estimate]. We'll send tracking the moment it ships. — [Company]

5. Support Reply

Subject: Re: [Your issue]
Hi [Name],
Thanks for reaching out. I've looked into this and here is what's happening: [explanation]. Here is what I'll do next: [next step]. I'll update you by [date]. — [Support name]

6. Late Payment Follow-Up

Subject: Invoice #[number] - is everything okay?
Hi [Name],
I noticed invoice #[number] is still outstanding. Is there an issue I can help resolve, or a better time for payment? Just let me know. Thanks, [Your name]

7. Cold Outreach

Subject: [Specific benefit for them]
Hi [Name],
I've been following [their company] and noticed [specific detail]. We help [similar businesses] do [benefit]. Would you be open to a 10-minute call this week? — [Your name]

Frequently Asked Questions

How long should a business email be?

Short. Aim for 5-8 lines with a clear ask. Long emails get skimmed or ignored - the templates above are short by design.

What subject lines get opened?

Specific and honest ones. Include the context ('Re:', 'Invoice #1023') or a clear benefit. Avoid ALL CAPS and spammy phrases - they hurt deliverability.

Templates give you a professional starting point in seconds. Personalise, keep it short, and always include one clear next step.