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10 Best Free Email Templates for Business in 2026
Updated February 27, 2026 · 11 min read
The average professional sends 40 emails per day. Writing each one from scratch wastes hours every week. These 10 copy-paste email templates cover every business scenario — from cold outreach to invoicing — and they actually get replies.
1. Cold Outreach Email
Cold emails that work in 2026 are short, personalized, and value-first. The days of long pitches are over.
Subject: Quick question about [their company]'s [specific thing]
Body:
Hi [First Name],
I noticed [specific observation about their business — something you actually saw on their website, LinkedIn, or product]. Impressive work on [specific detail].
I help companies like [similar company] [achieve specific result]. For example, [1-sentence case study with numbers].
Would a 15-minute call this week make sense to see if I can help [their company] with [specific problem]?
Best,
[Your name]
Why it works: Opens with genuine personalization (not "I love your company"). Leads with a result, not a feature. Low-commitment ask (15 minutes, not a demo).
- Average open rate: 45-55% (with good subject line)
- Average reply rate: 8-12%
- Keep under 100 words
2. Follow-Up Email
80% of sales require 5+ follow-ups, but 44% of salespeople give up after one. Here's the follow-up that gets replies without being annoying.
Subject: Re: [original subject line]
Body:
Hi [First Name],
I know you're busy, so I'll keep this short.
I shared [value prop] last [day]. Since then, I helped [company] achieve [specific result] — thought it might be relevant to what you're working on at [their company].
[One new piece of value: article, tool, insight]
Worth a quick chat?
[Your name]
Follow-up timing:
| Follow-Up # | Wait Time | Approach |
|---|
| 1st | 3 days | Add new value, reference original |
| 2nd | 5 days | Share a resource or case study |
| 3rd | 7 days | Different angle or offer |
| 4th | 14 days | Breakup email (see #10) |
3. Proposal Email
Send this when a prospect is interested and you need to formalize the engagement. Attach the proposal but summarize key points in the email.
Subject: Proposal for [Project Name] — [Their Company]
Body:
Hi [First Name],
Thanks for our conversation about [project]. I've put together a proposal based on what we discussed.
Summary:
- Scope: [1-sentence scope]
- Timeline: [duration]
- Investment: [price range]
- Start date: [proposed date]
Full proposal is attached. Happy to walk through it on a call if that's helpful.
What questions do you have?
[Your name]
4. Invoice Email
Professional, clear, and includes all payment details. Don't make clients hunt for how to pay you.
Subject: Invoice #[number] — [Project/Service Name]
Body:
Hi [First Name],
Please find attached Invoice #[number] for [service/project description].
Amount: $[amount]
Due date: [date]
Payment methods: [bank transfer / PayPal / Stripe link]
If you have any questions about this invoice, just reply to this email.
Thank you for your business!
[Your name]
5. Introduction Email
When connecting two people, make it easy for both parties. Give context so nobody has to guess why they're being introduced.
Subject: Intro: [Person A] <> [Person B]
Body:
Hi [Person A] and [Person B],
I wanted to connect you two.
[Person A] — [Person B] is [role] at [company]. They're working on [relevant thing].
[Person B] — [Person A] is [role] at [company]. They [relevant expertise/connection to Person B's work].
I think you'd have a great conversation about [specific topic]. I'll let you two take it from here.
Best,
[Your name]
6. Meeting Request Email
Subject: [Topic] — 20 min this week?
Body:
Hi [First Name],
I'd love to discuss [specific topic] with you. I have a few ideas about [how it benefits them].
Are any of these times available?
- [Day], [Time]
- [Day], [Time]
- [Day], [Time]
If none work, send me a couple times that do and I'll make it happen.
[Your name]
7. Thank You Email
Subject: Thanks for [specific thing]
Body:
Hi [First Name],
Thank you for [specific thing — your time, the referral, the feedback, the opportunity].
[One specific detail about what you valued from the interaction].
I'll [next step — follow up with the proposal, send the resources, keep you posted on progress].
Really appreciate it.
[Your name]
8. Referral Request Email
Subject: Quick favor?
Body:
Hi [First Name],
I hope [project/work together] has been going well for you. I've really enjoyed working with [their company].
I'm looking to help more companies like yours with [service]. If you know anyone who might benefit from [specific result you achieved for them], I'd really appreciate an introduction.
No pressure at all — just thought I'd ask since you've seen the results firsthand.
Thanks!
[Your name]
9. Nurture Sequence Email
For prospects who aren't ready to buy yet. Stay top of mind with value, not pitches.
Subject: [Resource] that might help with [their challenge]
Body:
Hi [First Name],
I came across [article/tool/resource] and thought of your situation with [specific challenge they mentioned].
[1-2 sentence summary of the resource and why it's relevant]
Here's the link: [URL]
Let me know if it's helpful. Always happy to chat about [topic] if you want to brainstorm.
[Your name]
10. Breakup Email
The final follow-up. Ironically, this often gets the highest reply rate because it creates urgency through scarcity.
Subject: Should I close your file?
Body:
Hi [First Name],
I've reached out a few times about [topic] and haven't heard back. I completely understand — timing might not be right.
I'll assume this isn't a priority right now and won't follow up again. But if things change, my door is always open.
Wishing you and [company] the best.
[Your name]
Why it works: No guilt-tripping. Respectful closure. Leaves the door open. Gets 15-25% reply rate because people hate losing options.
Email Writing Tips for 2026
- Subject lines under 6 words. Mobile screens show 30-40 characters. Front-load the value.
- One ask per email. Multiple CTAs confuse people. Pick one action you want them to take.
- Write at a 5th grade level. Short sentences. Simple words. People skim, not read.
- Send Tuesday-Thursday, 8-10 AM. Highest open rates by far. Avoid Monday morning and Friday afternoon.
- Personalize the first line. Generic openings get deleted. Reference something specific about the recipient.
- Mobile-first. 65% of emails are opened on phones. Short paragraphs, no walls of text.
- Use the PS line. It's the second most-read part of any email after the subject line.
FAQ
How many follow-up emails should I send?
4-5 follow-ups is the sweet spot. Space them 3-14 days apart, with increasing gaps. Each follow-up should add new value, not just "checking in."
What's the best time to send business emails?
Tuesday through Thursday, between 8-10 AM in the recipient's timezone. Avoid Monday mornings (inbox overload) and Friday afternoons (people check out early).
How long should a cold email be?
Under 100 words for the initial outreach. Studies show emails between 50-125 words get the highest reply rates. Every word must earn its place.
Should I use email templates or write from scratch?
Use templates as a starting point, then personalize 20-30% of each email. The structure and flow should be templated; the details should be custom to each recipient.
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