ビジネス英語メールの作成方法（サンプル）

このブログでは、ビジネス英語のメールを作成する方法とともに、すぐにでも使用できるサンプルメールを紹介します。

目的に合わせてメールを作成することは、仕事において非常に重要です。メールはいまだとても重要なコミュニケーション手段の1つです。最近は、Slackのような協業ツールがメールを代替する場合が増えていますが、他社もしくは他チームとのコミュニケーションには、依然としてメールを頻繫に使用します。私の場合も、アメリカ・韓国の大企業にて重要なコミュニケーションのためには殆どメールを利用していました。

業務で多く使用する電子メールを目的によって分類すると以下の通りです。

とりあえず、ビジネスメールの作成基本について説明した後、それぞれの詳細について詳しく紹介します。

ビジネス英文メール作成の基本

すべてのビジネスメールに適用される原則は、以下のとおりです。

ビジネスメールを送る際は、会社の公式アカウントを利用します。
公式アカウントがない場合は、名前が明示されたメールアカウントを使用します。（例:john.r.smith@gmail.com ）
タイトルを明確に作成します。
他社にメールを送信する時は、タイトルに会社名が含まれようにします。
メール内容の最初は、挨拶から始めます。(例:Dear Melissa, Dear Mr. Smith, Hi George, Dear Company A, Dear Marketing Team)
メールの最後には、適切な表現を使います。(例:Regards、Thank you、Sincerly、Best regards)
メールの電子署名(electronic signature)には、名前とポジション、そして連絡先を明示します。

文書送付

文書の送付は、仕事中に頻繁に発生することです。メールに文書を送付する時は、添付のファイル名を明確に書いておくことが重要です。添付のファイル名は、メール受信者がファイルの内容を簡単に把握できるように作成することをお勧めします。以下は、文書送付を目的としたメールサンプルです。

件名 : 2022 PR Guidelines for Company B

Hi Justin,

This is Evan, Assistant Manager of the PR Team. We briefly met in yesterday’s meeting for the re-strategizing of our company’s marketing plan.

I recall that you requested the most recently updated version of the PR Guidelines for our company for reference. I have attached the document as a PDF to this email.

Feel free to let me know if you have any questions about the guidelines.

Best regards,
Evan John
PR Assistant Manager
evanjohn@companyb.com

File name: PR_Guidelines_20221002.pdf

以下は、メール作成者が他社の職員に文書を送信するメールのサンプルです。他社に文書を送るときは、その背景について簡単に説明することが重要です。

件名 : Company C Brochure for 2022

Dear Company D Team,

Nice to e-meet you. My name is Dawn, and I am the B2B Sales Manager for Company C. Company C is the leading innovator of renewable energy technology for both corporations and households, saving the planet one step at a time.

I got a referral from Rachel John from Company D’s marketing department whom I met at the 2022 Innovation Expo last Friday. She informed me that Company D is considering working with Company C for their Spring 2023 project, so I wanted to send our company’s brochure on our products along with other reference material.

Looking forward to hearing back from you!

Let me know if you have any questions.

Best regards,
Dawn Evans
B2B Sales Manager
P: (111) 111-1111
E: dawnevans@companyc.com

2022_Company_C_Product_Brochure.pdf
2022_Intro_to_Company_C.pdf
Collaberating_with_Company_C_Ver3.pdf

協業要請 (他社・外部企業、インフルエンサーなど)

他社・外部企業、もしくはインフルエンサーに協業要請・提案するためのメールを書くことは頻繁にあります。こういった用途のメールでは、肯定的な期待感を込めて作成する必要があります。以下は、サンプルメールです。

件名 : Partnership Proposal with Energy Drink Company B

Hello Shoe Company A,

My name is Braiden Garcia from Energy Drink Company B where our mission is to bring vigor and passion to our adventure-loving clientele with our energy drinks.

We have been following (and wearing) Shoe Company A’s shoes for quite some time, and we love how your slogan “Adventure in every step” aligns with our own company mission.

This is why I would like to propose a partnership between Shoe Company A and Energy Drink Company B for a seasonal campaign next year in 2023. I believe that by working together, we can both extend our customer base, with Shoe Company A gaining exposure to our adventure-loving following and vice versa.

If you are interested in pursuing this collaboration together, let me know when your team would be available for a Zoom call. I have attached our 2021 summer campaign’s digital pamphlet for your reference.

Looking forward to hearing back from you.

Kind regards,
Braiden Garcia
Marketing Department Head
+1 (222) 222-2222
braidengarcia@energydrinkcompanyb.com

2021_EnergyDrinkCompanyB_SummerCampaign.pdf

最近には、企業とインフルエンサーのコラボが行われることも多いです。以下のサンプルメールでは、そういった状況を想定しています。企業を対象として作成するメールとは違って、もうちょっと明るい雰囲気で作成し、若干の美辞麗句を入れるのも悪くないです。

件名 : Collaboration for our new Cosmetics Company E skincare line

Hi Paula,

I’m Lena, a social media coordinator in charge of influencer outreach with Cosmetics Company E. At Cosmetics Company E, we aim to indulge your skin in only the best ingredients with our vegan and cruelty-free skincare and cosmetics.

I came across your Instagram and TikTok accounts last week, and I absolutely love your in-depth reviews on cruelty-free cosmetics, especially the one on our company’s Organic Stealth Lip Liners. We really appreciate your positive review and feedback!

I’m happy to say that Cosmetics Company E would love to collaborate with you for our new quinoa-based skincare line that is scheduled to be released at the beginning of next year. We extracted and increased the potency of the most beneficial parts of quinoa to create this game-changing skincare line.

Let me know if you would be interested in working with us so we could fly you out to try the whole line in person with our experts.

Can’t wait to hear back from you!

Best,
Lena Taylor Hall
Social Media Coordinator at Cosmetics Company E
lenathall@cosmeticscompanye.com

協業要請 (一般的な要請)

仕事中には、特定の要請のためメールを頻繫に送ることになります。メールを送る際は、ついあれこれ考えすぎてしまいますが、そんな必要はなく要請事項を簡単かつ明瞭に書くことが重要です。

以下のサンプルは、同じ職場の人に送るメールです。

件名 : Inquiries about logo changes | Media Content Team

Hi Edgar,

My name’s Madeline, and I’m a video editor from the Media Content Team.

I had a couple of questions regarding the use of the company logo.

Were there any recent changes to the company logo or mascot character? The latest version our team has is the March 2022 version. If there were any changes, could you send me the most recently updated logo and/or company mascot character?
Are we allowed to add curvature to the logo to wrap around a cup for a company video advertisement? We would be adding the curvature during postproduction. I attached an example image to the email for your reference. In the image, the text “SHAKE” is curved to match the curvature of the cup.
Could we add a hat to the company mascot character? We are planning to incorporate a cowboy theme into our next video advertisement, so we were wondering if we could put a cowboy hat on the mascot. The guidelines for the company mascot state that adding shoes to the mascot is not permissible. However, it did not mention anything about adding hats to the character, so I was wondering if it would be acceptable to add a hat.

Let me know if any of my questions were unclear. The deadline for our next video advert is at the end of this month, so I would appreciate it if you could give me a response by the end of this week if possible!

Thank you,
Madeline Blake
Video Editor at Company G
madelineblake@companyg.com

Attachments:
CupCurvatureExample1.jpg

以下は、他社の関係者に質問するメールサンプルです。

件名 : Questions concerning upcoming article on Company H

Dear Ms. Levitts,

Nice to meet you. My name is Felix, and I am a PR Specialist at Company H. I am emailing you in regards to the upcoming article you are writing on our company. I received your contact from my predecessor Archie Bell who was recently promoted to manager of our team. From now on, I will be in charge of all communication with Newspaper Company J.

To start off, I had a couple of questions regarding the upcoming article.

Would we be able to review the article before it is published?

Our team would prefer to have a final check on the information being disclosed about our proprietary biotechnology invention. We would like to review if the information is being conveyed in an accurate manner to prevent any misinterpretations of what our technology can promise.

What date and time would the article be released?

I am aware that the article will be released at the beginning of next week but would like to know a more specific time so our PR department can also plan accordingly.

I would also like to mention that the utility patent that was pending for our new technology was granted and published as of September 22nd, 2022. It would be great for this information to also be included in your article.

Looking forward to speaking to you again.

Sincerely,
Felix Shah
PR Specialist with Company H
felixshah@companyh.com
1 (222) 222-2222

フォローアップ、もしくはリマインダー

フォローアップやリマインダーメールも仕事中によく送るメールです。ただし、必要以上にメール受信者へ責めこむ印象を与えることもあり、どんなふうにメールを書こうか悩む状況もあったりします。丁寧に要請しながらも、とにかく望むことについて明確に伝えるほうがいいでしょう。

以下は、コラボ提案においてフォローアップするメールサンプルです。

件名 : Follow-up on collaboration proposal with Cosmetics Company E

Hi Paula,

I just wanted to send you a follow-up to the previous email I sent you regarding our collaboration proposal to you for our new Cosmetics Company E skincare line.

I would like to reiterate that Cosmetics Company E will fly you out here to our headquarters in California to get an exclusive first try of our upcoming skincare line with our experts who will also walk you through the creation process as well. All our products are vegan, cruelty-free, and organic (USDA-certified), and we use environmentally-friendly packaging which includes recyclable bottles and paper packaging.

For your stay with us, we will provide a five-star hotel and transportation, and if you decide to work with us for this collaboration, we will be offering paid promotion per Instagram post or story along with an affiliation link by which you would get a percentage of the sales.

We would love to work with you as your values of spreading cruelty-free cosmetics align with our company’s mission. If you are interested in collaborating, please let us know by September 30th.

I’m looking forward to hearing back from you!

Kind regards,
Lena Taylor Hall
Social Media Coordinator at Cosmetics Company E
lenathall@cosmeticscompanye.com

以下は、リマインダーメールのサンプルです。タイトルに[Urgent]を付ける方式で、至急を要する案件ということを伝えます。

件名 : [Urgent] Reminder of UI/UX design deadline

Hi Isabelle,

This is Tristan from the front-end team. I just wanted to remind you that the deadline for you to pass on your designs to me was yesterday, June 13th.

I need to receive the designs in a timely manner in order to have enough time to code the pages. I would appreciate it if you could send me the designs by the end of the day, as my own deadline to complete my part is tight.

Please get back to me as soon as you can.

Thank you,
Tristan
Front-End Developer for Company K
tristan@companyk.com

イベントなどの招待

以下は、ビジネスイベントに相手を招待するメールサンプルです。まだ、相手と協業関係が結ばれていない状況を想定しています。

件名 : Invitation to L Tech’s 2023 Innovation Convention

Dear Professor Boyd,

My name is Audrey Robinson, the Senior Event Coordinator at L Tech, the leading innovator for solar energy technology. I am honored to invite you to be a guest speaker at L Tech’s 2023 Innovation Convention on June 16th of next year at Venue Hall M in City P, New York.

The objective of our annual Innovation Convention is to share the latest renewable energy technology with the world and connect innovators around the globe.

We have been following your TED Talks and graduation speeches throughout the years, and our employees would be ecstatic to meet you at the event. Your vision on the future of technology corresponds to the direction of our company, so we thought it was perfect to have you as our main guest speaker.

L Tech will be providing all food, travel, and accommodation expenses along with a small team who will guide you throughout the rehearsal and event.

The event will be filmed for our social media platforms where your voice will reach hundreds of thousands of subscribers worldwide. Photographs of the event will also be shared and displayed on our website.

I have attached an introduction to our company as well as a link to a video recap of last year’s convention so you can get a feel for the event.

Let me know if you would be interested or have any questions. We are very much excited to hear back from you.

Best regards,
Audrey Robinson
Senior Event Coordinator
P: +1 (333) 333-3333
E: audryjrobinson@ltech.com

LTech_Introduction_2022.pdf
www.ltech.com/video/innovationconvention2021

以下は、HRチームのマネージャーのHughが職員に向けて会社ワークショップを知らせるメールサンプルです。

件名 : Company-wide Meditation Workshop | Friday, Nov 4th

Hi all,

This is Hugh, manager of the HR team. I am happy to announce that we will be having a company meditation workshop with Dr. Vincent P. Morgan who will speak on mental health and give guidance through the basics of meditation.

Dr. Morgan has traveled the world studying human psychology, given numerous TED talks on mental health, and written the hit book Human Mentality: Opening up the Mind. If you want to read more about Dr. Morgan, I attached a brochure of a previous event for which he was a speaker.

Mental health is just as important as physical health, so I would strongly encourage you all to join the workshop. A healthy mental state will translate into a happy lifestyle, whether at home or at the office.

The workshop will be held on November 4th at 3 PM at the Regency Hall. Snacks and beverages will be provided. All snacks will be vegan, non-GMO, gluten-free, and dairy-free but may contain soy and peanuts.

All company employees are welcome to attend. If you do plan to attend, please RSVP by emailing me at hughbanks@companym.com so I could get a head count for how much food to order. If you have a soy or peanut allergy, let me know so I can prepare an alternative snack.

Hope to see you there.

Best,
Hugh Banks
HR Manager
+1 (555) 5555-5555 ext. 5555
hughbanks@companym.com

Attachment:
Meditation101Conference_Speaker_Intro_2021.pdf

感謝の挨拶

感謝の気持ちを込めてメールを送ることは、ビジネス関係を形成するにあたって非常に効果的な手段です。以下のメールサンプルは、相手の良い提案に感謝するメールです。

件名 : A little thank you for your suggestion the other day!

Hi Bryce,

It’s Jodi, the product packaging design team manager. I just wanted to say thank you for your suggestion in the last all-hands meeting.

We had been having trouble figuring out how to make our boxes still close slowly to ensure there is no hard impact on our products with our new eco-friendly material.

I think your expertise as a hardware engineer helped our team immensely. I was also surprised to hear that it has only been a month since you joined the company. We will try out the new folding method for our next testing batch of boxes, and I’ll update you on how it goes.

Thanks again and hope to hear your contribution in more meetings in the future!

Kind regards,
Jodi Campbell
jodicampbell@companyn.com

以下は、相手に感謝の気持ちを伝えるメールサンプルです。

件名 : Thanks for the leads! Lunch sometime?

Dear Heidi,

This is Lora. I just wanted to thank you for the list of sales leads that you gave me the other day. I really appreciated it.

Let’s have lunch again together sometime next week when you’re free.

See you soon!

Much thanks,
Lora
Sales Representative for Company P
lora@companyp.com

日程の調整

スケジュールの調整に関するメールも頻繁に送ることになります。同じチームの職員と報告・相談の日時を決めたり、社内の会議日程や、他社の関係者と打ち合わせの日程を調整したり、メールのやりとりでほとんど決められます。

以下は、社内で複数チームの間のミーティング日程を調整するメールサンプルです。

件名 : Scheduling a Meeting for the Product Page Designs

Dear Front-end Team,

I’m Kenneth from the Web Design Team. I am writing to schedule a meeting between our teams for reviewing the current coding limitations with web design before our team starts designing the product pages for the summer line.

We briefly mentioned before in an all-hands meeting that we were wondering if scrolling animations would be possible for the product pages of the newly launching products. I just wanted to mention this so you get a general idea of the meeting.

We were wondering if 2:00 PM on Thursday would work with your team. Please let me know if that time works for you.

Thanks,
Kenneth
Web Designer
kennethgray@companyq.com

以下は、他社の担当者とスケジュールを調整するメールサンプルです。

件名 : Request for Second Meeting | Spring Collaboration 2023

Dear Tammy,

This is Scott, brand manager of Company R. I am writing to request a second meeting between our company and Company S regarding the upcoming Spring Collaboration for next year.

Our team would like to discuss the logistics of the video campaign in more detail. Our in-house video producer will also be present at the meeting this time around.

For this meeting, we would like to invite your team to our office. Would any of the following times work for your team?