14+ Business Email Templates for Digital Agencies

photo of Justyna Waciega
business email templates - cover photo

Digital media marketing keeps changing, with new algorithms and platforms launched every year. But throughout that rapid change, one thing remains constant – email. Email marketing consistently provides the best return on investment at $36 for every dollar spent.

But if you’re a digital marketing agency, you know that those numbers are wishful thinking and that it takes a superb offer and a lot of skill to get anywhere close to that. However, when done right, business emails can bring you new clients, unlock more revenue from existing clients and get people to talk about you.

Let’s show you some great email templates for business emails that you can use on your mailing list today, so you can send your subscribers relevant content and hopefully, solve their pain points with ease.

What is a Business Email Template?

A business email template is a pre-written, pre-designed, and pre-formatted email that you can adjust and change and send out to your target audience. These email templates can be used for a variety of purposes: marketing, sales, communication, customer support, sending out reminders, and more.

Business email templates are emails that are about 90% finished and require just the final touches and some personalization before being ready for use. Most often, these templates are proven to be effective, which makes them ideal for businesses wanting to give email marketing a try.

A business email template is a quick way to get started with email marketing without spending considerable time learning the ins and outs of email copywriting.


email users from 2020 to 2023



Business Email Templates

We’ve prepared a list of business email templates for different use cases, specifically for an agency use case, complete with subject lines and a value proposition for each.

Email template for offering digital marketing services

Email template subject line: [Your Agency’s Name] – Your Marketing Boost

Dear [Prospective Client’s Name],

I’m [Your Name] from [Your Agency’s Name], and we excel in crafting targeted marketing strategies. With a track record of delivering results like [specific achievement], we offer customized solutions across channels. Let’s schedule a brief call to discuss how our expertise can elevate [Prospective Client Company Name]. Are you available for a quick chat next week?

Best, [Your Full Name] [Your Position] [Your Agency’s Name]

Follow up email template for offering marketing services

Follow up email subject line: Quick Follow-Up: Elevate Your Marketing Strategy

Dear [Prospective Client’s Name],

I hope this message finds you well. I wanted to follow up on my previous email regarding our marketing services at [Your Agency’s Name]. We’re enthusiastic about the possibility of collaborating with [Prospective Client Company Name] to enhance your marketing strategy. Could we schedule a brief call next week to discuss any questions you may have?

Looking forward to connecting,

[Your Full Name] [Your Position] [Your Agency’s Name]

Feedback form email template

Email template subject line: Your Feedback Matters to Us

Dear [Client’s Name],

We value your partnership with [Your Agency’s Name]. To enhance our services, we’re seeking your valuable feedback. Your insights are crucial in helping us better meet your expectations. Could you spare a few minutes to share your thoughts? Click [Feedback Survey Link] to get started. Thank you for your time; we truly appreciate your input.

Best regards,

[Your Full Name] [Your Position] [Your Agency’s Name]

Introduction email template

Email template subject line: Greetings from [Your Agency’s Name]

Dear [New Client’s Name],

I hope this email finds you well. I’m [Your Name], and on behalf of [Your Agency’s Name], I’m excited to introduce our innovative services to you. We specialize in [brief description of services], providing tailored solutions to elevate your business. Our team is dedicated to delivering impactful results, and we look forward to the opportunity to collaborate with you. Please feel free to reach out if you have any questions or if you’d like to schedule a conversation. Thank you for considering [Your Agency’s Name].

Best regards,

[Your Full Name] [Your Position] [Your Agency’s Name]


Blog post promotion email template

Email template subject line: Unlock Digital Marketing Insights in Our Latest Blog Post!

Dear [Subscriber’s Name],

Exciting news from [Your Agency’s Name]! We’ve just published a must-read blog post on [Topic]. Dive into expert insights, tips, and trends to stay ahead in digital marketing. Check it out here: [Link]. We value your engagement and hope you find this resource valuable. If you have any questions or want to explore how we can further boost your digital presence, feel free to reach out.

Best regards,

[Your Full Name] [Your Position] [Your Agency’s Name]

Confirmation email template

Subject line: Welcome to [Your Agency’s Name] Newsletter!

Hi [Name],

Thank you for subscribing to [Your Agency’s Name] newsletter! We’re thrilled to have you on board. Get ready for exclusive insights, industry trends, and tips to supercharge your digital presence. If you ever have questions or want tailored advice, we’re here for you. Stay tuned for our upcoming newsletters, and let’s embark on this digital journey together!

Best regards,

[Your Full Name] [Your Position] [Your Agency’s Name]

Customer service email template

Email template subject line: Your Feedback Matters!

Dear [Client’s Name],

We hope you’re well. At [Your Agency’s Name], we strive for excellence in customer service. Your satisfaction is our priority. Could you take a moment to share your thoughts on your recent experiences with our customer service team? Your feedback is invaluable and helps us enhance our services. Click [Survey Link] to get started. Thank you for choosing [Your Agency’s Name].

Best regards,

[Your Full Name] [Your Position] [Your Agency’s Name]

Client onboarding email template

Email template subject line: Welcome to [Your Agency’s Name] – Your Digital Success Partner!

Hi [Name],

Welcome to [Your Agency’s Name]! We’re thrilled to embark on this digital journey with you. Our team is dedicated to driving your online success. Your main point of contact is [Account Manager’s Name], reachable at [Email Address] and [Phone Number]. For immediate support, our customer service is available at [Customer Service Email/Phone]. Explore our services at [Link]. We look forward to achieving great digital milestones together!

Best regards,

[Your Full Name] [Your Position] [Your Agency’s Name]

Event invite email template

Subject line: Exclusive Invitation to [Your Agency’s Name] Digital Summit

Hi [Name],

Unlock the future of digital success! You’re invited to the [Your Agency’s Name] Digital Summit, where industry leaders share insights and strategies to elevate your brand. Join us on [Date] at [Location/Virtual Link]. This is an opportunity to connect, learn, and explore how our tailored solutions can transform your digital presence. RSVP by [RSVP Deadline] to secure your spot.

We look forward to hearing from you!

Best regards,

[Your Full Name] [Your Position] [Your Agency’s Name]

Business proposal email template

Subject line: Tailored Digital Marketing Proposal for Your Business Growth

Dear [Client’s Name],

I trust this email finds you well. Our team at [Your Digital Marketing Agency] is excited about the prospect of collaborating with [Client’s Company Name] to elevate your digital presence.

We’ve crafted a comprehensive digital marketing proposal customized to address [specific goals/challenges]. Our approach includes strategic campaigns, targeted content creation, and data-driven analytics to maximize ROI.

I would appreciate the opportunity to discuss the details further at your earliest convenience. Please find the attached proposal for your review.

Looking forward to the possibility of working together.

Best Regards, [Your Full Name] [Your Position] [Your Digital Marketing Agency] [Your Contact Information]

Meeting invitation/meeting request email template

Email template subject line: Schedule a Strategic Digital Marketing Consultation

Hi [Name],

I hope this email finds you well. At [Your Digital Marketing Agency], we’re eager to discuss how our tailored strategies can amplify your online presence.

Could we schedule a brief virtual meeting at your convenience? We’re keen to understand your goals and share insights on how our expertise aligns with your vision.

Please let us know your availability for a 30-minute consultation. Feel free to choose a time that suits you best by clicking [insert scheduling link].

Looking forward to the opportunity!

Best Regards, [Your Full Name] [Your Position] [Your Digital Marketing Agency] [Your Contact Information]

Project update email template

Subject line: Project Update: Elevating Your Digital Presence

Hi [Name],

I trust this message finds you well. I’m pleased to share a quick update on our ongoing social media influencer marketing project for [Client’s Company Name].

We’ve successfully completed [milestone achieved], enhancing your brand visibility. Our focus moving forward is [next steps or upcoming phases].

Attached, you’ll find a detailed report. Let’s schedule a brief call to discuss any questions or adjustments you may have.

Thank you for your continued partnership.

Best Regards, [Your Full Name] [Your Position] [Your Digital Marketing Agency] [Your Contact Information]

Award/achievement announcement email template

Subject line: Celebrating Success: [Your Digital Marketing Agency] Wins [Award]

Dear [Client’s Name],

We are thrilled to share exciting news! [Your Digital Marketing Agency] has been honored with the prestigious [Award Name] for excellence in digital marketing strategies.

This achievement reflects our commitment to innovation and delivering exceptional results for clients like you. We’re grateful for your partnership, which contributes to our continued success.

Thank you for being a part of our journey. We look forward to elevating your brand even further with our award-winning expertise.

Best Regards, [Your Full Name] [Your Position] [Your Digital Marketing Agency] [Your Contact Information]

Campaign update professional email template

Subject line: Exciting News: Surge in Your Website’s Visibility!

Dear [Client’s Name],

Hope this message finds you well. We’re delighted to share fantastic news regarding your ongoing digital marketing campaign. Over the past month, we’ve witnessed a significant increase in organic traffic to your website, resulting in enhanced visibility across key search engines.

This positive trend is a testament to the effectiveness of our strategies. We’re thrilled about the continued growth and look forward to capitalizing on this momentum.

Please find the detailed analytics attached. Feel free to reach out for further insights or to discuss the next steps.

We look forward to hearing from you.

Best Regards, [Your Full Name] [Your Position] [Your Digital Marketing Agency] [Your Contact Information]

What to Avoid in Business Email Templates

The business email templates above are just about ready to send out, with some personalization and changes. However, you can make some mistakes when editing them. Here are the things you should avoid at all costs when reaching out to your email subscribers.

Generic greetings

Most business email examples you run into have some sort of personalization done to them. Your typical email marketing software (such as Woodpecker) allows you to personalize the greeting based on the contact information such as the company name, the name of the new subscriber and others.

So, instead of “Dear Sir/Madam” or “To whom it may concern”, you can simply use “Hi, name” and Woodpecker will add the first name of the contact instead of a generic greeting.

This not only personalizes the email but also improves conversions for your email campaign. Research shows that companies using personalization drive 40% more revenue than their competitors who don’t.


generic greetings in an email


Especially if you’re using a follow up email template, it makes no sense to leave out the personalization from your business email.

Lack of proofreading

Before each email goes out, take the extra few seconds to review it for grammar, punctuation, spelling, and formatting. Especially if you’re sending out a blast to a large number of addresses, you want to make sure the email is perfect in every aspect.


tweet on lack of proofreading


And while the professional email templates we showed above are free of errors, they can slip by when making edits. It’s a good practice to use Woodpecker and send out a few test emails to your own addresses before going live with your emails.

This allows you to not only test the messaging, but also how the formatting looks on different devices such as mobile, tablets and desktops. And in business emails, one such blooper could make you lose an incredibly valuable client.

Being overly formal and impersonal in business emails

While these are business email templates you’re using to achieve certain business goals, remember that the people reading them are human beings too. If you’re being too formal and impersonal, the email will read like a public service announcement.


being formal and impersonal in business emails


Try to strike a balance between a personal email and a sales pitch and show the person on the other end that there is a human getting in touch with them.

Using jargon or technical language

One of the basics of email communication is to make the message easy to understand. So, unless you’re absolutely certain that you are reaching out to the right decision-maker, your emails should be free of any industry slang or overly technical language.


jargon in an emial


So, instead of “lower your CAC and increase your ROI with our ABM marketing campaigns”, try to use something like “get better leads at a lower cost”. Highlight the key benefits in plain English, ideally right from the subject line.

While they are business emails, your main goal should be to be understood and get someone to reach out for further details.

Overemphasis on urgency

Urgency and fear of missing out are some of the oldest tricks in the marketing book. A discount code or a special offer only valid for a certain time period is a good way to pique the readers’ interest. However, if it is used too often, it will do more harm than good.


overemphasis on urgency in an email


In fact, emails like these can often contain spam trigger words that could get you sent straight to spam folder and even have your domain blacklisted.

It’s therefore best to save urgency emails and subject lines only for those cases when there is an actual urgency happening.

Long paragraphs (or emails in general)

The ideal email length is anywhere from 50 to 125 words. Anything longer than that and you risk being left on read and no one taking action from your emails.

Instead of having one long email, think about chopping it up into several, smaller ones and creating a series of follow up emails. Remember that you are competing for attention with hundreds of different senders every day and your target audience only has a few seconds for your email.

Key Takeaways

  • business email templates can save time for agencies that want to start with an email marketing strategy without getting a course in marketing or copywriting
  • the key to succeeding with emails (especially cold emails) is to personalize each email that goes out so it does not feel like a blast
  • avoid generic greetings in your emails and instead of addressing someone by their job title, use the personalization that comes with your email marketing tool
  • proofread and test all emails before they go out, to make sure there are no spelling, design, or formatting errors
  • don’t use tricks such as scarcity and urgency, especially with bulk emails – instead, show how you can provide value in a few words
  • If one email does not work, don’t fret – send a follow up email reminding them about your product/service and the pain point you solve


Whether you want to jump on a quick call with a prospective client or figure out their major pain point, emails are an effective way to communicate, generate leads, and close new business. For agencies, they can be a channel with an amazing return on investment. That is if they use the right business email templates and adhere to the golden rules of email marketing.

And if you want cold email to be the bread and butter for your agency, your ordinary inbox won’t cut it. Try Woodpecker’s agency package to run all outbound cold campaigns from a single dashboard. No more radio silence – send cold emails that get results for your agency.

Grab your free trial to get started today!


What is the best format for a business email?

The best format for a business email includes a clear subject line, a polite greeting, concise content, and a professional closing. Use business email examples like a shipping confirmation email as a guide.

How to write a business email template?

To write a business email template, start with a respectful salutation, clearly state your purpose, insert link where necessary, and conclude with a call to action. Include placeholders for personal details like the shipping address.

Is info@ a good email?

An info@ business email address is common but may seem impersonal. It’s better for general inquiries than direct contact from a business owner to loyal customers.

How do you write a professional business email?

Writing a professional business email involves using a formal tone, providing all necessary information clearly, and always including your full name and position as a business owner.