8 Must-Have Emails in English

for Entrepreneurs

Hi there!
Thank you for getting my email templates.
How can you use and personalize these templates for YOUR emails?

To download this as a Word Document:

In the menu at the top of this page, choose “File” > “Download As” >
“Microsoft Word” and you’ll have these emails in a Word document.

How you can use these emails to save time and grow your
business:
Congratulations! You’ve got business to do in English.
You’re ready to reach out to new clients, pitch your services, or send your invoice!

These are email templates--designed to help you write an email without…

● Spending a LOT of time finding the right words
● Worrying about how to structure the email, how to start, what to say first, how
to end it…
● Asking yourself if your email is too long…or too short. Or if you sound rude!
● Just not sending the email at all…

I’ve picked the 8 top emails that entrepreneurs like you said they need for
international business. Use them as you need them (and keep the others on file for
later as your business grows).

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
for Entrepreneurs
How you can change these emails to represent you--and your
company. (And why you should).
Remember: these emails are just templates--models to show you how an
advanced speaker of English would typically write a great business email.

You’ll have to make changes before you use these emails:

● Words that are in [brackets] should be replaced with your own client names,
product names, dates etc.
● You can change the words that are outside the [brackets] too! Make
changes to match your company’s style. Do you usually use more formal
wording? Do you have specific phrases you always use? Make the changes you
need, so the emails reflect you and your business.
● As you gain experience, you can even create your own templates, with your
own personality.

Ready to write a great email and grow your business?

Let’s get started!

What if you’re still not sure about your email?

When you’re an entrepreneur, sometimes, international business is
complicated. Maybe you need personal help with your emails, or other
situations?

If you’d like to get extra help with your business communication,

click here to book a Diagnostic Session with me here.

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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Table of Contents

Emails you need to grow your business:

● Email to cold contact potential clients: Find the right contact, get a meeting.
Page 4.
● Email to contact warm leads 1: Share an article they might enjoy. Page 6.
● Email to contact warm leads 2: Suggest a meeting. Page 8.
● Email to pitch your product or service: Show you know your client, and that
you know what you’re doing. Page 10.

Emails you need to run your business:

● Email to cancel an appointment: Cancel without annoying your client. Page
12.
● Email to say "no" to a proposal: Saying “no” politely. Page 14.
● Email to conclude work and send an invoice: send an invoice, build rapport.
Page 16.
● Email to follow up on unpaid invoices: when a client needs a friendly
reminder to pay their invoice. Page 18.

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
for Entrepreneurs

Email to cold contact potential clients:

When to use this email:

This is your first contact with a company you hope your business can work with in
the future. You need to find out who is the best person to contact…and see if they will
meet you.

Your Template

Subject: Improving [WHAT YOU HELP WITH--FOR EXAMPLE, SECURITY, LOGISTICS,

COMMUNICATIONS,PUBLIC RELATIONS] at[COMPANY YOU’RE CONTACTING]

Hello [NAME],

I’m writing because I hope to find the person who handles [DEPARTMENT, FOR
EXAMPLE, SALES, IT]? I also wrote to [PERSON A, PERSON B--OTHER PEOPLE IN THE
COMPANY YOU CONTACTED ] for that reason.

If you are the right person to speak with, what does your calendar look like? If not,
who do you recommend I talk to?

Thanks,
[YOUR FIRST AND LAST NAME]
[SIGNATURE]

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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Example Email

To: Your Potential Client

From: You, your company
Subject: Improving Security at Amazing Corp

Hello An,

I’m writing because I hope to find the person who handles Logistics and Security at
Amazing Corp. I also wrote to Anita Alvarez and Ahmed Aamer for that purpose.

If you are the right person to speak with, what does your calendar look like? If not,
who do you recommend I talk to?

Thanks,

Edouard Marquand

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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Email for warm leads: #1 An article you might enjoy

When to use this email:

Use this email to contact someone you’ve already met or spoken to. Perhaps you
both attended a networking event. Or perhaps you’ve done business before, or used
to work together. Here, you’re not necessarily selling something. Just keeping in
touch.

Your Template

Subject: An article I thought you’d find interesting.

Hello [NAME],

I don’t know if you saw this article from [NEWS OUTLET/BLOG/SOCIAL MEDIA]. It’s
related to what we discussed [THE PLACE/OCCASION YOU LAST SPOKE: Ex at the
conference, in our last meeting].
[LINK TO ARTICLE]

I hope you find it interesting.

[YOUR NAME]

[SIGNATURE]

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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Example Email: An article you might enjoy

To: Your Potential Client

From: You, your company
Subject: An article I thought you’d find interesting.

Hello Jacques,

I don’t know if you saw this article from Forbes. It’s related to what we discussed at
the conference last week in Berlin.

Great Leaders Know How to Pivot.

I hope you find it interesting.

Alex

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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Email for warm leads: #2--I’m going to be in town…

When to use this email:

Use this email to contact someone you’ve already met or spoken to and have built a
bit of rapport with. (If you don’t have rapport at all see the two previous emails!). In
this email, you can suggest getting together for a quick business lunch or coffee if
you’re going to be in the same city…

Template

Subject: Connecting in [CITY YOUR CLIENT WORKS]

Hey [FIRST NAME],

I’m going to be in [CITY YOUR CLIENT WORKS] in [WHEN YOU WILL BE THERE: two
weeks, the next month] on business and have a few hours free on [FIRST DATE
YOU’RE AVAILABLE ] and [AN ALTERNATE DATE YOUR AVAILABLE].

Do you have [A PERIOD OF TIME TO CONNECT: half an hour, fifteen minutes, an

hour…] to connect on either of those dates?

I hear your [OFFICE/AREA] is [DESCRIPTION HERE: an interesting place to visit, quite

dynamic…] and it would be great to finally meet in person.

Best,

[YOUR NAME]

[SIGNATURE]

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
for Entrepreneurs

Example Email

To: Your Potential Client

From: You, your company
Subject: Connecting in Singapore

Hey Jamie,

I’m going to be in Singapore in a couple of weeks on business and have a few hours
free on September 1st and September 8th.

Do you have half an hour to connect on either of those dates? I hear the
neighborhood around your offices is a cool place to visit and it would be great to
finally meet in person.

Best,

Dominique

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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Email to: pitch your product or service…

When to use this email:

In this one, you may not already know the person you’re reaching out to--or have any
business relationship with them. But you’ll show them you know something about
their company and their needs. And you’ll also tell them a tiny bit about yourself…

Your Template

Subject (Option 1): Congratulations and your new priorities.

Subject (Option 2): Can we help you with [YOUR AREA OF EXPERTISE].

Hello [FIRST NAME],

Because I work so much in the [INDUSTRY NAME(financial, security, logistics, IT,

Human Resources…] field, I like to follow the news in the industry.

And I noticed that you [SOMETHING THE COMPANY ACHIEVED--opened a new office
or branch, launched a new product, started research and development on_____].
Congratulations!

Often when that happens, [A NEW NEED FOR YOUR CLIENT THAT YOU CAN HELP
WITH] becomes a new priority. That’s why I thought you might like to know how we
helped [COMPANY THEY KNOW OR COMPETITOR] with their new direction —
without [ INCLUDE A COMMON PROBLEM HERE for example, without overextending
their budget, without overburdening their relatively new staff, without the typical
delay…]

You’ll find some of our previous projects here — [LINK TO PORTFOLIO/CASE

STUDY/PROJECTS COMPLETED].

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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If you’d like to find out more, let’s schedule a quick call. You can find an appointment
here on my calendar: [CALENDAR LINK]. Or email me with a time that works for you.

Regards,
[YOUR FIRST AND LAST NAME]

Example Email

To: Your Potential Client

From: You, your company
Subject: Can we help you with your new course?

Hello Sofia,

Because I work so much in the virtual education field, I like to follow the news in the
industry.

And I noticed that you launched a new course for remote workers. Congratulations!

Often when that happens, promoting your course becomes a priority. That’s why I
thought you might like to know how we helped Superteam with their new direction
— without the overwhelm that usually comes from marketing while you put a new
program in place.

You’ll find some of our previous projects here — on our Education Projects Page.

You can find an appointment here on my calendar. Or email me with a time that
works for you.

Regards,
Kevin Liu

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
for Entrepreneurs

Email to: cancel an appointment politely

When to use this email:

You had an appointment scheduled with a client or collaborator but you need to
cancel politely.

Your Template

Subject: Our appointment on [DATE OF SCHEDULED APPOINTMENT]

Hello [FIRST NAME],

[SELECT ONE OF THESE: I was looking forward to our meeting/ we had a meeting
scheduled ] on [DATE/TIME].

Unfortunately, I’m going to have to cancel this time. [SHORT REASON YOU CAN’T
MAKE IT IF APPROPRIATE: we’ve got a company-wide event, there was a last-minute
meeting scheduled for our team, there was an error in our scheduling service… ].

Can I suggest another meeting on the [DATE] at [TIME] or perhaps you’d like to
reschedule using my calendar [ADD LINK HERE].

And of course, you can always reach me before then at [YOUR PHONE NUMBER].
I look forward to connecting.

Cheers,

[YOUR NAME]

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
for Entrepreneurs

Example Email

To: Your Potential Client

From: You, your company
Subject: Our meeting on the 1st.

Hello Remy,

I was looking forward to our meeting on November 1st. Unfortunately, I’m going to
have to cancel this time. We’ve got a company-wide event, linked to the launch of
our new product on that day.

Can I suggest another meeting on November 2nd at 3 PM? Or perhaps you’d like to
reschedule using my calendar here’s the link.

And of course, you can always reach me before then at 1 408 321 333.
I look forward to connecting.

Cheers,

Isabella

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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Email to say “no” to a proposal.

When to use this email:

You’ve been working with another business contact or potential client on a deal--but
you’re going to decline this time. You’d like to keep the rapport strong and the lines
of communication open.

Your Template

Subject Option 1: [NAME OF CLIENTS PROJECT/PLAN]

Subject Option 2: Regarding our recent [DISCUSSION/NEGOTIATION/PROPOSAL]

Hello [NAME],

It was a pleasure [HOW DID YOU WORK WITH THIS PERSON? PICK ONE: meeting
with you, working on a new project proposal, discussing your latest project with you].

At this time, unfortunately, I can’t move forward with this project. [INCLUDE A
REASON HERE IF YOU THINK IT’S HELPFUL: the timeline doesn’t work for us with our
current schedule, the budget won’t allow us to do the kind of work we think your
project deserves… we are only taking on ______projects at this time.]

[OPTION 1--if you’d like to work with this client at some point]
If you would be interested in working with us in the future [HOW/WHEN THAT CAN
HAPPEN]. Please stay in touch with any further projects or questions you may have.

[OPTION 2--you think this client/contact is not a good match for your business]
I wish you all the best with your project moving forward.

Regards,
[NAME]
© Christina Rebuffet 2022 christinarebuffet.com
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 8 Must-Have Emails in English
for Entrepreneurs

Example Email

To: Your Potential Client

From: You, your company
Subject: Regarding your proposal

Hello Gianfranco,

It was a pleasure discussing your latest project with you.

At this time, unfortunately, I can’t move forward with this project. The timeline
doesn’t work for us with our current schedule.

If you would be interested in working with us in the future our team will have more
availability in the New Year. Please stay in touch with any further projects or
questions you may have.

Regards,

Manuel

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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Email to conclude work and send an invoice

When to use this email:

You’ve just finished your collaboration with our client or provided your service. Now
it’s time to send the invoice.

Your Template

Subject: Invoice for [WORK/PRODUCT/SERVICE YOU PROVIDED]

Hello [NAME],

Thank you for your confidence in [MY SERVICES/COMPANY NAME].

I’m including the invoice for [DESCRIBE THE WORK YOU’VE FINISHED OR THE
PRODUCT/SERVICE PROVIDED].

[OPTION 1]
You’ll find a link here [INCLUDE A LINK].

[OPTION 2]
You’ll find an invoice attached.

It was a pleasure doing business with you. Feel free to keep me in the loop about
how [YOUR SOLUTION] works for you going forward.

Regards,

[Your name]

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
for Entrepreneurs

Example Email

To: Your Potential Client

From: You, your company
Subject: Invoice for our collaboration

Hello Xin,

Thank you for your confidence in Network Solutions Corp I’m including the invoice
for our work connecting your new branch. You’ll find a link here.

It was a pleasure doing business with you. Feel free to keep me in the loop about
how your network works for you going forward.

Regards,

Graciella

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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Email to follow up on unpaid invoices:

When to use this email:

You’ve sent your invoice and your client still hasn’t paid by the agreed-upon date.

Your Template

Subject: Invoice #[NUMBER OR REFERENCE OF YOUR INVOICE]

Hello [NAME],

I hope you are well. I’m writing you regarding the invoice we sent you on [DATE] for
[WORK COMPLETED/PRODUCT/SERVICE DELIVERED].

It looks like we still haven’t received your payment.

Just in case you need it, I’m attaching a copy of the invoice. [NOTE: REMEMBER TO
ATTACH THE INVOICE!].

If this is an oversight, thank you for making the payment at your earliest
convenience.
And if you’ve already made a payment, please let me know so I can make sure our
records are up to date.

Regards,

[NAME]

Example Email
© Christina Rebuffet 2022 christinarebuffet.com
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 8 Must-Have Emails in English
for Entrepreneurs

To: Your Potential Client

From: You, your company
Subject: Invoice #0307AG-22 from July 3rd, 2022

Hello Jonah,

I hope you are well. I’m writing you regarding the invoice we sent you on July 3rd for
the security upgrade we completed for your network.

It looks like we still haven’t received your payment.

Just in case you need it, I’m attaching a copy of the invoice.

If this is an oversight, thank you for making the payment at your earliest
convenience.
And if you’ve already made a payment, please let me know so I can make sure our
records are up to date.

Regards,

Sue-Anne

© Christina Rebuffet 2022 christinarebuffet.com

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 8 Must-Have Emails in English
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What if you’re still not sure about your email?

Or what if your client actually schedules to
meet with you--in English?!
My team and I are here to help you with every step you take as you grow your
business.

If you’d like to get extra help with your business communication,

book a Diagnostic Session with me here & discover the best program for you.

© Christina Rebuffet 2022 christinarebuffet.com

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