How to Write a Business Email Using Wordvice AI
The Basics: How to Create a Business Email (Format)
Emails are one of the most commonly used forms of workplace communication. Through business emails, you demonstrate your professionalism, get your point across, and get work done by communicating effectively. The most basic structure of a business email consists of the following:
- Subject line
- Salutation
- Body text
- Closing comments
- Signature
Wordvice AI's free AI text editor can show you how to start a business email, how to create a business email that conveys your professionalism while getting your point across, and how to end a business email politely. Using nearly a decade of experience providing editing and proofreading services, Wordvice created the AI writing assistant to help you reach new heights in professional writing.
Write a snappy email subject line using Wordvice AI’s “concise” proofreading mode
The subject line of your email should be succinct and to the point. Your reader should be able to skim it in under a second and understand what the email is about. Keep the following rules in mind:
- Use fewer than 60 characters (including spaces)
- Clearly state the email’s goal in one sentence
- Refrain from overly using quotation marks, brackets, and dashes
The Wordvice AI Proofreading Tool offers a useful “Concise” mode that is perfect for snipping away extra words that harm rather than help your writing. Set the mode to “Concise” and select “Business” in the drop-down menu. This will give you results that are more suited to business writing.
Note: The “Concise” mode is only available for Wordvice AI Premium account users.
Professional email subject line examples
The following examples show how email subject headings can be made clearer and more readable by applying the “Concise” proofreading mode.
Before: “Follow up & Future Actionables from Business Perspective”
After: “Business Follow-Up and Future Actions”
- Unnecessary prepositional phrase “from Business Perspective” has been removed and replaced with the the noun phrase “Business Follow-Up.”
- Sentence is less wordy and has more a consistent text case applied.
Before: “Analyzing Our New Marketing Strategies and its Probable Impact on the Overall Business Sphere”
After: “Impact of New Marketing Strategies on Business”
- Wordy verb phrase “Analyzing Our New Marketing Strategies and its Probable Impact” has been shortened to “Impact of New Marketing Strategies.”
- The phrase “Overall Business Sphere” is a bit unnatural and vague; the shortened form “Strategies on Business” captures the meaning of this text in context
- Entire subject heading is more concise while meaning is retained.
How to Start a Business email — Email Greeting Tones with Wordvice AI
First impressions matter! Email greetings are something many struggle with. Which greeting should you use to strike the right tone?
The Wordvice AI Paraphrasing Tool offers two ways to go with professional tones. These two tones are both available with the Premium plan.
Professional - formal: Recommended for people you’ve never met, acquaintances you only know briefly, or people who are in a higher position than you are in your organization.
Professional - friendly: Recommended for people you’ve emailed back and forth a few times, colleagues, and acquaintances that you’ve known for a while.
Formal email greetings with Wordvice AI's professional-formal tone
Before: “Hello, Mary”
After: “Dear Mary”
- While “Hello” is a perfectly fine email greeting line, “Dear” is almost always a more formal and professional address in business emails.
Friendly email greetings with Wordvice AI's professional-friendly tone
Before: “Hey Joshua”
After: “Hello, Joshua”
- “Hello” is a casual greeting, but more professional than “Hey,” which is not usually used to address colleagues, clients, or partners in business emails.
Rephrase email body content with Wordvice AI Paraphraser to strike the right tone
After greeting the recipient, the body of your business email should get right down to the message to save them time. However, that does not mean that your email should be so direct that it is borderline rude.
To find the right balance, first try writing a draft yourself, then running it through the Wordvice AI free paraphrasing tool. We have found that the “professional-formal” and “professional-friendly” tones work wonders!
Business email examples: professional-formal tone
Before: “Following the review, we can initiate some process improvements, making changes where need and introduce new system for better suiting the expanding operations needs.”
After: “After conducting a thorough review, we can implement process enhancements by making necessary adjustments and introducing a new system that aligns more effectively with the growing operational requirements.”
- In “Professional - formal” mode, although the text is a bit longer, the vocabulary terms and phrases are more sophisticated and the tone is more suitable for formal business email communication.
Business email examples: professional-friendly tone
Before: “Following the review, we can initiate some process improvements, making changes where need and introduce new system for better suiting the expanding operations needs.”
After: “After conducting a thorough review, we have identified areas where we can make process improvements and implement necessary changes. Additionally, we will introduce a new system that will better accommodate the growing needs of our expanding operations.”
- In “Professional-friendly” mode, the text has a more formal tone than the input text, but it is elevated to suit more professionally casual business email tone.
How to Close a Business Email Using Wordvice AI
Now that you’ve written the main body of your email, it’s time to taper it off. When closing the email, consider including the following:
- Action items - what do you want the recipient to do? Make a decision? Email you back?
- Deadline - When would you like your recipient to complete the action items?
- Thanks - Thank the recipient for their time and consideration.
We suggest writing a draft of what you want to say first, then running your writing through Wordvice's free AI Paraphraser using the same tone that you used for the body text. That way, you maintain consistency throughout your email.
Professional-Formal email endings
Before: “I ask for your thoughts and insights about this matter. If you agree with my approach, we can schedule a meeting next week to discuss more and plan the initiative. I look forward to hear from you soon and apresiaate your consideration.”
After: “I kindly request your thoughts and insights regarding this matter. Should you concur with my proposed approach, I suggest scheduling a meeting in the upcoming week to delve further into the subject and strategize the initiative. I eagerly anticipate your prompt response and greatly appreciate your thoughtful consideration.”
- Since it is the last impression of your email the reader will have, it is important to strike the right tone at the end of your email. With the “Professional - formal” paraphrasing mode applied, this revised email ending uses more proper language and slightly more complex sentences to convey a formal tone.
Professional-Friendly email endings
Before: “I ask for your thoughts and insights about this matter. If you agree with my approach, we can schedule a meeting next week to discuss more and plan the initiative. I look forward to hear from you soon and apresiaate your consideration.”
After: “I would greatly appreciate your thoughts and insights on this matter. If you are in agreement with my proposed approach, I would be delighted to schedule a meeting next week to delve deeper into the topic and plan the initiative. I eagerly await your response and sincerely value your consideration.”
- Here, the “Professional - friendly” mode creates a more intimate and casual tone to show a warm reception to the reader.
- Terms like “delighted” and “greatly appreciate” suggest a more friendly tone than that of the input text.
How to Sign a Business Email Using Wordvice AI
Congratulations! You’ve almost finished this article on how to write a business email. Now comes the last step: how to end an email professionally.
Formal business signoffs with Wordvice AI's professional-formal tone
To end things on a serious note and show that you mean business, try the “professional-formal” mode.
Before: “Best, Kaitlyn”
After: “Sincerely, Kaitlyn”
- “Sincerely” is inarguably a more formal signoff than “Best.” It conveys a greater level of respect in most business contexts.
Friendly business signoffs with Wordvice AI's professional-friendly tone
To end on a lighter note, we recommend the “professional - friendly” mode.
Before: “Best, Kaitlyn”
After: “Warm regards, Kaitlyn”
- While “Best” is already casual and suitable for most email exchanges, “Warm regards” is more professional while conveying a “warmer” tone, literally.
