Sending Professional Business Emails To Corporate Clients

Sending professional business emails has become a primary, trusted form of corporate communications. In fact, nearly two-thirds of small businesses across the globe rely on business emailing as their primary channel for client communications, customer acquisition, and marketing. More than three hundred billion emails are sent every single day, according to recent research.

For small business owners, perfecting email outreach strategies builds trust, avoids spam folders, and optimizes business credibility. Enterprise companies can enhance professional perception, maximize open rates, and bolster stakeholder confidence. Read on to learn about sending professional business emails to corporate clients.

Sending professional business emails. Image by 200 Degrees from Pixabay
Sending professional business emails. Image by 200 Degrees from Pixabay

Write Subject Lines

First write an engaging subject line that will resonate with professional business people. Essentially, subject lines must summarize the entire message of emails in five to nine words at the most. To better results, keep it short and place logical keywords at the beginning. In addition, create a sense of urgency, make audiences feel special, and leverage actionable messages. Other things that can work include taking advantage of numbers, concise language, and list segmentation to maximize results.

Marketing experts alwats craft email subject lines to improve open rates and convey a professional tone for their audience.

With a strong subject line in place, draft a professional email that offers value, builds trust, and piques reader interest.

Write With A Formal Tone

Throughout composition, it is important to draft emails with a formal tone. The tone of emails must remain courteous, consistent, and professional throughout the entire message. Avoid using informal slang, idioms, or emotional wording at any point the email.

Simultaneously, try to leave out any abbreviations or contractions, which may convey a rushed, unprofessional tone. Writing in a formal tone helps establish a sense of trust and respect for the audience. Be serious and confident about the topic being written about. Experts say this can prove highly effective for small business digital marketing efforts as well. Drafting emails with the right tone is key when sending professional emails to valuable clients.

Add An Email Signature

Next, add a professional email signature to the footer of formal business communications. Using a free signature generator like WiseStamp, business owners can easily add styled Gmail, Mac Mail, and Outlook signature templates to all company messages.

Start by browsing popular default templates by feature, design, and profession. Then, set specific goals regarding email signature performance. For example, convey a professional impression, maximize social exposure, or enable access to the latest business products. In addition, use detailed email signatures to function as a robust channel for lead generation by including links, icons or buttons. Indeed, adding an email signature is important to start effectively communicating with clients so they remember the company.

Write A Professional Closing

In addition to using a crafted email signature, write a formal send-off at the end of the message. There are many popular email closings that are suitable before signatures. Some of the most popular, formal options include “Sincerely,” “Kind Regards,” or “Have A Nice Day.”

Similarly, close communications with something like “All The Best,” “Take Care,” or “Thanks Again” work well, depending on the context. This will portray the underlying tone, demeanor, and formality of emails. Simultaneously, it is a great opportunity to indicate how the relationship will progress. This way, teams increase retention and loyalty across client mailing lists.

Try a closing that fits the overall tone of the brand and personal voice. Definitely, writing a closing is key to send a professional business email.

Proofread Messages Carefully

Before sending, it is essential to thoroughly proofread client emails. Start by checking the recipient’s name and mailing address. Ensure that everything is spelled correctly, and is being sent to the proper destination. Then, review the overall tone of the email. Check to make certain emails do not sound too rude, informal, or tense. Afterwards, check for clarity, detail, and wordiness.

Consider how the message will be received. At this point, begin proofreading for spelling mistakes, grammatical errors, or typos. Of course, this provides a final polish to messages, guarantees clarity, and reduces unwanted errors. Some companies use third party add-ons to manage small grammatical errors or mistakes. Absolutely, proofreading messages is important to start sending emails to clients.


There are plenty of important steps to send professional business emails to company clients, stakeholders, and customers. First off, write a subject line to pique interest, deliver value, and drive credibility. Next, write an email professionally with a formal tone that shows confidence and authority. Now, write a formal business email sign off which is appropriate to your company.

Check that the email signature is the correct one – some people have more than one. There are a few free online generators that can help create a memorable brand call to action.

Prior to sending, it is important to carefully proofread every written message. Follow the points highlighted above to send consistently professional business emails to company’s clients.

Shruti Gupta
Shruti Gupta is a writer and digital marketing consultant at She has a passion for technology, startups and other business topics. She lives and breathes digital marketing, and has contributed to a number of famous websites. Her aim is to spread her thought-provoking ideas to all generations.