Knowing how to write an email to a company is an essential skill for work, job searches, customer service, and business inquiries. A clear, professional email increases your chances of getting a response and makes a strong first impression.
This guide explains exactly how to write a professional email to a company, step by step, and includes multiple email templates you can copy and use right away.
Table of Contents
What Makes a Good Email to a Company
A strong business email should:
- Clearly state why you are writing
- Be easy to read and respond to
- Use a professional tone
- Respect the reader’s time
- End with a clear next step
Most emails fail because they are too long, unclear, or sound unprofessional. The steps below prevent that.
Step 1: Use a Professional Email Address
Before writing the email itself, make sure your email address looks professional. This affects whether your message is taken seriously.
Best practices:
- Use your name or business name
- Avoid nicknames, numbers, or jokes
- Keep it simple and readable
Examples:
- jane.doe@email.com
- contact@yourbusiness.com
Step 2: Write a Clear Subject Line
The subject line determines whether your email gets opened.
A good subject line should:
- Clearly explain the reason for the email
- Be specific and direct
- Avoid vague phrases
Examples:
- Inquiry About Your Services
- Question Regarding Product Availability
- Job Application for Marketing Coordinator
- Partnership Opportunity Inquiry
If the subject line does not clearly explain the email in a few seconds, rewrite it.
Step 3: Use a Professional Greeting
Always start your email with a greeting.
If you know the person’s name:
- Dear Ms. Taylor,
- Dear John Smith,
If you do not:
- Dear Hiring Manager,
- Dear Customer Support Team,
- Hello [Company Name] Team,
Avoid casual openings like “Hey” or skipping the greeting entirely.
Step 4: State Your Purpose in the First Sentence
Companies receive many emails every day. Get to the point immediately.
Good opening lines:
- I am writing to inquire about your services.
- I am reaching out regarding a recent order.
- I am contacting you about a potential partnership.
- I am interested in learning more about your company.
Your reader should understand why you are emailing within the first sentence.
Step 5: Keep the Body Clear and Focused
After stating your purpose, include only the information needed to respond.
Best practices:
- Keep paragraphs short
- Ask direct questions
- Use bullet points when asking multiple questions
- Stick to one main topic
This makes your email faster to read and easier to reply to.
Step 6: End With a Clear Call to Action
Always tell the reader what you want them to do next.
Examples:
- Could you please provide more information?
- Please let me know the next steps.
- I would appreciate your guidance on how to proceed.
Clear calls to action increase response rates.
Step 7: Sign Off Professionally
Use a simple, professional closing:
- Sincerely,
- Best regards,
- Thank you,
Then include your full name and any relevant details.
Email Templates You Can Copy and Use
Below are clean, professional templates for common situations. These work well in WordPress, email clients, and mobile.
General Inquiry Email Template
Subject: Inquiry About Your Services
Dear [Company Name] Team,
I am writing to inquire about your services. I came across your company while researching options for [brief reason], and I would like to learn more.
Specifically, I am interested in:
- [Question or detail one]
- [Question or detail two]
Thank you for your time. I look forward to your response.
Best regards,
[Your Full Name]
Email to a Company About a Product or Service
Subject: Question About [Product or Service Name]
Dear [Company Name] Team,
I am writing to ask a few questions about your [product or service].
I would appreciate clarification on:
- [Question one]
- [Question two]
Thank you for your assistance.
Sincerely,
[Your Name]
Job Inquiry Email Template
Subject: Job Inquiry – [Position Name]
Dear Hiring Manager,
I am writing to express my interest in opportunities with [Company Name]. I am particularly interested in roles related to [field or position].
I would welcome the opportunity to learn more about your team and any current or upcoming openings.
Thank you for your time and consideration.
Best regards,
[Your Full Name]
Customer Support Email Template
Subject: Assistance Needed With Recent Order
Dear Customer Support Team,
I am reaching out regarding an issue with a recent order.
Order number: [Order Number]
Issue: [Brief description]
I would appreciate your help in resolving this matter.
Thank you,
[Your Name]
Follow-Up Email Template
Subject: Follow-Up on Previous Email
Hello [Name or Team],
I’m following up on my previous email regarding [topic]. I wanted to check in and see if you had a chance to review it.
Thank you again for your time.
Best regards,
[Your Name]
Common Mistakes to Avoid When Emailing a Company
- Writing long, unfocused emails
- Using casual language or slang
- Forgetting a subject line
- Not including a clear request
- Sending follow-ups too quickly
Professional emails are clear, polite, and easy to act on.
Final Thoughts
Knowing how to write an email to a company comes down to clarity, professionalism, and respect for the reader’s time. When your email clearly explains why you are writing and what you need, responses come faster.
Use the templates above, adjust them slightly for your situation, and you will have a professional email ready in minutes.