Mastering Business Communication: The Ideal Email Structure

The business community widely acknowledges that email remains a key communication tool in the commercial sector.

A recommended structure for business emails generally includes the following elements:

1. Subject

When an email arrives, the subject line is the main factor in deciding whether to open the email or ignore it. The obvious recommendation here is to keep it short yet informative enough to outline the purpose of the message. A long or empty subject line will be regarded as unprofessional, while an attempt to make it too catchy can be considered spam and may result in your email ending up in the recycle bin.

2. Salutation/Greeting

Despite the formality of this part of your email, it is an important way to highlight your attitude toward the recipient. The approach can vary depending on whether the email is formal or informal, whether you know the addressee in person, or if you have never seen them.

3. Introduction

This section consists of 2-3 sentences in which you may want to provide a brief summary of who you are and the purpose of the email, as well as any necessary context or background related to the reason for your writing.

4. Body

This is the main component of the email. Include all necessary information in detail, along with relevant context, key points, figures, etc.

5. Closing

This is a standard closing line that you can add before signing off. Its purpose is to conform to protocols, make the email look more professional, and, most importantly, invite the reader to respond.

6. Sign-Off

This element of the email, just like the greeting, is a convention meant to emphasize your business relationship with the addressee. Both the salutation and sign-off should correspond to each other and define the email style. Here is a list of the most popular sign-offs for business emails:

7. Signature

Use your email signature to highlight who you are, how others can discover more about your business or projects, and the best way to reach you. Here is an example of a well-formed email signature:


John Smith
Project Manager
Abcdef Solutions PLC
San Francisco, California
+1 (234) 567-8910
j.smith@abcdef-solutions.com
www.abcdef-solutions.com