Email remains one of the most popular ways companies communicate with customers. It’s cost-effective, fast, has a global reach, and is easily accessible from multiple devices.
But it can also be incredibly demanding. The sheer volume of daily emails can cause email overload, and customers expect fast response times. Failure to respond promptly means you may have to deal with a complaint or bad review.
The good news? There are plenty of email templates for small businesses that will speed up customer communication while ensuring professionalism and the human touch.
9 small business email templates
Whether launching a new product, sending an invoice, getting customer feedback, or simply thanking them—there’s sure to be an email template to match your unique situation.
These small business email templates represent a solid starting point for efficient customer communication. Instead of writing an email from scratch, simply choose a suitable template, make the required tweaks, and hit send.
Customization is crucial; otherwise, you become just another one of those companies that send automated email responders we all hate so much.
Okay, now let’s jump in.
1. Invoice email template
Subject line: Invoice for [insert type of product] due [insert “upon receipt” or the due date]
Hi [customer name],
I trust you’re well.
Please find attached the latest invoice for [insert type of product], due by [insert date].
Please also confirm receipt—and don’t be afraid to reach out if you have any questions.
[Sign off]
[Name]
What makes this small business email template so great:
This email includes the necessary information the customer needs to make payment: the invoice attachment, what it’s for, and when payment is due. It also manages to maintain a professional and friendly tone.
When to use this small business email template:
When you’ve fulfilled a customer’s order.
2. Quote email template
Subject line: Quote for [insert project]
Hi [customer name],
I hope you’re well.
Thanks again for the chat the other day. It was great learning about you and your business.
As promised, attached is the quote for [insert description of project/product], which is valid for [insert timeframe, e.g., seven days].
As per our conversation, you’ll notice I’ve included [insert what’s included, e.g., different pricing options].
If you have any questions, feel free to call or email me. I can start working on this project as soon as you give me the go-ahead.
Will you please let me know if you’re happy to proceed?
[Sign-off]
[Name]
Why this email template works:
It starts in a professional and friendly tone, thanking the customer. It also refers to a conversation you had with the customer, which shows the customer the quote is tailored and thought was put into it (adjust depending on individual circumstances). This makes customers feel valued.
The template also helps remove any friction in the buying process by letting the customer know they can contact you if they have any questions. Finally, it encourages a response by asking if they’re happy to proceed.
When to use the quote email template:
When a customer wants to know more about your product and its cost before making a purchase.
3. Quote follow-up email template
Subject line: Your quote for [insert project] is about to expire
Hi [customer name],
This is a friendly reminder that your quote expires on [insert date].
I have once again attached it for reference.
Feel free to reach out if you have any questions—and if you’d like to proceed, simply let me know via email.
Looking forward to hearing from you.
[Sign-off]
[Name]
Why this email template works:
The email is professional and polite—all while creating a sense of urgency for the customer to commit before the quote expires. It also reinforces that they shouldn’t be afraid to ask any questions and includes a clear call to action, asking them to let you know if they’d like to proceed.
When to use the quote follow-up email template:
When you haven’t heard back from a customer for a while after sending a quote.
4. New purchase/order processed order template
Subject line: Your Order [number] is now being processed
Hi [customer name],
We just wanted to thank you for your order. Your order number is _____. You will reciegve another email once your order has shipped.
Thank you very much.
[Sign-off]
[Name]
Why this template works:
Sending a quick message that your customer’s order has been processed and is in the stages of being shipped promptly will help retain and build a positive relationship with your customers.
When to use the order process email template:
When a new purchase order has been made.
5. Sales email template
Subject line: This product compliments [insert product customer currently purchases]
Hi [customer name],
You’ve been a loyal customer for the past two years—and for that, we’re grateful.
During that time, you’ve almost exclusively purchased [insert product] from us.
But our product range has expanded, and we wanted to let you know about a product that complements this product beautifully—and will help you get the most out of your existing product.
Meet [insert product]. It’s able to: [insert how it complements the existing product in bullet form].
If this interests you, please reply to this email, and I’ll contact you personally to chat a little more. You can also visit our product page [include link] for more information.
[Sign-off]
[Name]
Why this template works:
Sales emails can easily be pushy. But this email manages to frame the cross-sell as a way for customers to get more out of their existing product. It then lists the benefits to help make the sale. Finally, it ends with clear instructions of what the prospect should do if they are interested.
When to use the sales email template:
When a customer has been using a product for a while, and you believe the complementary product will benefit them.
6. Welcome email template
Subject line: Welcome to [company name]
Hi [customer name],
My name is [your name], and I’m the [insert job title, e.g., customer success manager] of [insert company].
I wanted to personally reach out to you and thank you for signing up to our mailing list and showing an interest in what we do.
Every month, you’ll receive a newsletter with valuable resources, case studies, and blog posts to help your business thrive.
Please visit our website or FAQ page [insert link] to learn more about what we do.
Also, don’t be afraid to reach out to me personally by replying to this email if you have any questions. I’m always happy to help.
[Sign-off]
[Name]
Why this template works:
It’s always important to kickstart any relationship with a customer the right way. This email makes the customer feel special with a personal greeting from someone at your business—even better if it’s from someone high up, like a CEO.
It’s descriptive, letting customers know what to expect each month through the monthly newsletter and encourages them to learn more—either by visiting the FAQ or contacting you directly.
Keeping the communication lines open with your customers like this by encouraging them to reach out shows them that you genuinely care about them and that they’re valued.
When to use the welcome email template:
When a customer signs up to your mailing list or gives you their contact details at a tradeshow.
7. Thank you email template
Subject line: a BIG “Thank You” from [insert company name]
Hi [customer name],
[Your name or any other important point of contact] here.
I wanted to take a moment to personally thank you for your unwavering support.
It’s hard to believe that it’s been [insert time the customer has used your company] since you started working with us.
It’s been a pleasure getting to know you and your team over the last two years—and learning about your expansion plans.
We really value your business and look forward to continuing our business relationship.
To show our appreciation for the constant support, we’re giving you [insert whatever it is you’re offering them like a discount on a volume order].
[Sign-off],
[Name]
Why this template works:
The entire email shows the customer how much you value their business, making them feel recognized and appreciated.
It starts by immediately expressing gratitude to the customer with a “thank you.” These feelings of appreciation are then reinforced with a commitment to continuing the relationship and then giving them a gift for their continuous support.
When to use the thank you email template:
When you want to thank your most loyal customers.
8. New product launch email template
Subject line: It is finally here
Hi [customer name],
Today, we are incredibly proud to announce the launch of [insert new product].
This milestone is the culmination of years of dedicated effort from our product design team.
They’ve dotted the i’s and crossed the t’s, carefully considering and integrating all feedback from customers like yourself.
The result is [insert a brief product description with features].
You can learn more by visiting our [insert new product name with link] page.
Alternatively, please place an order directly from our online store.
[Sign-off]
[Name]
Why this template works:
The email starts in an upbeat tone, which helps create a sense of excitement for customers. It also manages to share the successful launch of a new product without making it just about the company. Mention is made of how the customer’s feedback was crucial in the product development process, which shows customers their input is valued.
It also makes it easy for customers to take the next step by including a link to the product page where they can learn more and the online store where they can purchase it.
When to use the product launch email template:
When you want to notify customers about a new product.
9. Customer feedback email template
Subject line: Will you help us improve?
Hi [customer name],
At [insert company name], we are always looking to improve our products and customer service—and your feedback is invaluable to that improvement.
Could you spare four minutes of your time to complete this short survey?
P.S. As a token of appreciation, if you participate, your name will be entered into a lucky draw to win [insert prize].
[Sign-off],
[Name]
[Company name]
Why this template works:
The email frames the request for customer input as a way to improve how you serve customers. It also effectively manages their expectations by mentioning that completing the survey will take four minutes of their time.
When to use the customer feedback email template:
When you want to improve your products and ask for feedback from customers who have been using your products for a while.
