Have you ever found yourself rushing to hit the "Send" button on an email without giving it a second thought? Or you could spend hours perfecting your message's language and formatting to ensure it's top-notch. The latter group that knows how to format an email is onto something. Taking the time to check your email correctly can make a difference in how your audience receives it.
Keep reading if you're curious about email formatting, how it can benefit your business, and how to do it like a pro. We've covered you with tips on composition, things to avoid, and even some of the best email templates. By the end of this article, you'll be sending professional-looking emails with confidence and ease.
Ensuring that your emails are well-structured can make a significant difference in how you come across to others. No one wants to risk reputation. That's why it's crucial to write emails that reflect your experience, whether you're communicating with colleagues, boss, or potential clients.
According to the Report of the Radicati Group, we exchange an average of 126 business emails daily. With so many emails, making a positive first impression is essential. That means following basic email etiquette rules, such as using proper greetings, avoiding typos, and keeping your message concise and clear. That said, your email is the leading actor in the role, capturing the reader's attention. Hence, you need a polished email that is appropriately optimized.
When it comes to structuring an email, there are two sides you need to consider: the technical side and the content. Both represent the overall structure and visual layout of your email.
On the technical side, a few types of email formatting are commonly used.
There is also the content side of things. Each email should follow a standard structure, which includes the subject line, salutation, body, closing line, and signature. Following this structure ensures that your email is clear, concise, and easy to read.
Imagine writing an email only to realize that you made typing mistakes or addressed the person incorrectly. The horror! That's why optimizing is a big part of the giant email marketing scheme. It has multiple benefits, and some of them include the following.
Much like commercials you watch on TV, you have 30 seconds to introduce yourself and make a positive first impression on your prospect or reader. That impression depends on the content of your email. It's not solely about what it says. It's also about the message you convey and how. That means formatting or how you present your message to make it clear and easy to read.
Having properly checked and formatted an email also means that you paid attention to it before sending it. Respecting someone's time by sending clear and concise messages means you are an expert in your work, instantly creating a positive effect on the receiver.
You must have felt frustrated if you ever received an email you couldn't understand or read appropriately from the start. That applies to formatting email for readability using line breaks, spacing, and paragraphs. Adding white space and bullet points when needed makes sections visually appealing and easier to read.
Have you ever received an email that has no visible unsubscribe link? It's not just annoying; it's considered unethical in modern business. Formatting goes beyond the layout. It means ensuring compliance with legal requirements. For example, it includes an accurate physical address and an unsubscribe link that aligns with the CAN-SPAM Act. In other words, respecting recipients' preferences and privacy demonstrates your commitment to responsible and business communication.
When you speak to someone in person, you use eye contact and speech breaks to make your conversation run smoothly. It's the same with an email. You need to keep text and other content clear, concise, and to the point to deliver the correspondence properly. Let's run through some of the steps you can take to format an email.
Addressing the recipient means saying hello before you request anything from them. When you meet someone, you greet them and start the conversation, right? It's the same in email communication; use their name correctly because it's the first thing they will read. Otherwise, they might have a negative first impression of you, and it's not the best start in the business world.
Marketing specialists often compose a subject line that captures attention. However, interpretations of it are something completely different. Many people often confuse it with a clickbait strategy or beat around the bush, sort of speak. The subject line should summarize your email in less than 60 characters. That means you should clearly state your motives for sending the message.
Apart from writing an email with a clear intention and conveying to the reader what you want them to do, you should also think about email formatting. It organizes content into clear sections and structures the message logically. That includes styling fonts and content for more excellent readability and conciseness.
A formal email is about language appropriateness. Being overly personal can give a wrong impression of your prospect. Staying respectful and error-free and stating your interest or how you can help them in their endeavors is a better way to introduce yourself and keep your emails consistent properly.
Like you include your name at the end of the email, signature blocks are one of the best practices to have the entire block at the bottom. With new technology and online tools, you can create more than simple text signatures. Creative ways to personalize your contact details are in a small section at the end of your message.
People often confuse the length for the quality of professional email. Everything is necessary: what you write, how you write it, the elements that follow an email, and the arrangement of that message. The point is to be brief, courteous, free of grammar errors, and easily read. The latter means your paragraphs should be structured logically, allowing readers to skim your content. Let's look at the practical example of an introduction email:
Subject Line: [Topic] | [Who or What It Affects]
Salutation: Hi [Recipient's First Name],
Introduction: I recently stumbled upon your latest post on [Topic] and couldn't resist contacting you.
Body: I was impressed by [specific aspect or accomplishment that caught your attention], and I think we have a lot in common. I work at [company name], where we help [your target market], and I specifically work to solve [business issues] for our customers.
We could collaborate or support each other, and I would love to explore this opportunity further. If you're open, I'd be happy to schedule a brief call or meet for a coffee to discuss our shared interests and stay in touch.
Closing: I am looking forward to hearing back from you soon!
Best regards,
Email Signature: [Your Full Name]
[Your Title]
[Your Company]
[LinkedIn Profile (optional)]
[Phone Number]
[Email Address]
In business, email correspondence is like a tie. There is one for every occasion. Hence, the emails you write should be customized accordingly. Depending on your motifs for sending one, you should consider having different formatted email templates that align with your needs. Let's explore the examples of writing expert emails that provide value and get responses.
Cold email outreach can create leads, build brand awareness, and convert your correspondent into loyal customers. Mind you, creating a valuable message means making a personalized way of communication that will have meaning for your targeted recipient. In that way, the email will build a long-lasting relationship and trust.
Subject Line:
[Topic | Why]
Introduction:
Body:
Additional:
[Let them suggest a time for the meeting]
Sign-off:
[Best Regards]
Email Signature:
This email template is designed for professionals who want to connect with other businesses. It introduces your expertise, products, or services in a polite and friendly tone without being pushy.
Whether referring to someone or another person who gave you a referral, it's important to start communicating through the introduction. Referrals are like endorsements. People are inclined to trust recommendations more than someone they have never met.
Subject line:
Introduction:
Body:
Additional:
[Ask them to suggest a meeting time]
Sign-off:
[Best Regards]
Email Signature:
This is the email template that you can use when referring someone. It is designed to be specific and to the point, highlighting all the critical details about the person you recommend. Using this template ensures that the recipient is fully informed and that your referral carries weight.
Meeting recaps have a versatile use. Whether it's confirming actions with the team, contacting the client about your meeting, or offering additional help with products or services. In other words, it fortifies the decision-making process.
Subject line:
[Mention the meeting and the reason for contacting them]
Introduction:
[salutations]
[name of the recipient or group]
Body:
[meeting held on exact date]
[main points from the panel]
[action items]
[decision made]
[tasks assigned, if any]
[responsible person for each job]
[further steps]
Additional:
[attachment – meeting notes]
Sign-off:
[Best Regards]
Email Signature:
Meetings are crucial for securing a deal with a company, but following up is often overlooked. Networking after a meeting is an excellent way to stay in touch and clarify the next steps. Maintaining contact with your business partners or teams and keeping communication open is essential.
In the business world, there is always a new connection you make. Whether it's through events or email, you still need to maintain those relationships. Networking follow-up emails is a common practice on such occasions; by sending them, you are showing your potential prospects that connecting with them is essential to you.
Subject:
[question/how can you help them]
Introduction:
[their name]
[mention event or email how you know them]
Body:
[mutual interest]
[how you can help them with your product/services]
[schedule meeting]
Sign-off:
[Best Regards]
Email Signature:
[Your Full Name]
[Your Title]
[Your Company]
[LinkedIn Profile (optional)]
[Website (optional)]
[Phone Number]
[Email Address]
When crafting an email, it's essential to introduce a mutual interest or event that you and the recipient have attended. Personalizing your message will help build trust and demonstrate that you've done your research. By establishing a connection based on shared interests, you can improve your chances of converting a prospect into a loyal customer.
Job application email can have multiple benefits. It shows the potential employer that you did homework to research their company, find an email address, and are interested in working for them. It can also save time for the hiring manager who conducts interviews.
Subject:
[Application for job title]
[CompanyCompany]
[Your name]
Introduction:
[hiring Manager's Name]
[Job Title]
[Company Name]
[experience]
[industry/field]
Body:
[current CompanyCompany]
[key responsibility or achievement]
[related skill or knowledge]
[their company value or mission statement that aligns with your skills or interests]
Additional:
[attachments/resume/portfolio/cover letter]
Sign-off:
[Best Regards]
Email Signature:
[Your Full Name]
[Your Title]
[Your Company]
[LinkedIn Profile (optional)]
[Website (optional)]
[Phone Number]
[Email Address]
It's often best to put yourself in front of the hiring manager to increase your chances of getting hired. It can be achieved by crafting a professional email with all relevant information about your skills and expertise, highlighting how you can contribute to the company's success. Doing so will make you a valuable asset and increase your chances of being selected for the job.
Emails have been exchanged for the last two decades and so. Nowadays, we use tailored templates that provide guidelines for sending an email to the right inbox and getting an answer. Since everyone receives emails daily, writing a professional and formatted business email can cut through the digital noise and make a difference for your organization. Let's look at some tricks to format business emails and the necessary parts to pay attention to.
Although, for the most part, in the salutation, you are referring to the recipient by name, many people wonder about what goes before that. It depends on the person you are sending it to. Starting with "Hi" or "Hello" is fine for most correspondence. However, there are exceptions when it comes to formal email, for example, that job application, in which case you might want to consider starting with "Dear."
That said, don't skip it because you must pay attention to punctuation in a professional email. If you have correctly written the recipient's name, add a comma after their name. In professional correspondence, you have to pay attention to layout. That means hitting enter on your keyboard twice, which spaces paragraphs appropriately.
You may have heard of numerous debates about what the subject line should contain. The truth is the more interesting, the better. However, not all subject lines can stand out, and your best shot is to address the recipient's pain point, ask a relevant question, or directly state your email's purpose.
Summarizing the content of the email is the safest and most logical path to take in business correspondence. That said, select a subject line stating what you must display within the shortest sentence possible. Not only will you get messages across clearly, but a short amount of words optimizes for mobile and desktop viewing. Additionally, testing in marketing has proven that short subjects yield more openings because they stand out among other email messages.
In cold email, there is always a chance that you might be addressing the wrong Topic of your business. It's a wise choice to start researching your prospective audience. In other words, use customer segmentation according to your specific expertise or field.
When you address the exact pain point of your prospects, chances are that you have a greater response rate. It can also mean you will have meaningful relationships that will bear fruit soon. Being specific with who your audience is tailors the message to the recipient's needs.
Although you should know the purpose of your email, some still wonder about it in their emails. That means your prospect might not get the precise message and will ignore it altogether. Try not to overwhelm your correspondent with too much information or ask too much.
Organize the elements accordingly and make structural edits for concise and clear communication. The point is to make your email as straightforward as possible and ask them something easy for them to accept. For example, perhaps your offer needs a click or opening a website. In this case, you should format hyperlinks for easy access.
If there is something that is the most essential part of your email, then it's call-to-action clarity. The entire email depends on a single click. So, highlighting your hyperlinks or buttons is crucial to let your readers know where to go.
They will never bother with finding the link unless it's visible because people have little time to spare. With so many emails arriving throughout the day, respect their time and make it obvious what action you want them to take to proceed to the next step—the more detailed and transparent your message, the more chance you will get the response you expect.
The tone and style of your emails depend intensely on your brand. For instance, your company may be professional and trustworthy at its core. Hence, your voice use must follow the brand, for example, a positive tone. Using the language, elements, and overall style ensures branding consistency through visual and written content. Being able to format your messages accordingly means modifying techniques to suit the audience.
If you type a message, it's hard to stay laser-focused and concise to convey your message. However, even if you keep it to the point, you must finalize your message. It's one thing to write a blob of text and another to think of layout designs to guide the reader. It's like writing ramblings that no one but you understands. It's the same with standardized formatting.
You have to guide the reader through your text. That means visually making your email easy to skim through. That includes:
Ending your message without sign-off and signature is like leaving your reader questioning if there is anything else to come. When you finish a conversation, you greet the person and leave your contact. It's the same in emailing. You have to have email closing and signature integration.
Both of them play a vital role in digital communication. It represents your professionalism and transparency. Additionally, signatures can be an excellent way for your prospects to learn more about you. You can craft personalized contact information using visual elements and insert them in your email client.
We tend to write as we speak daily. However, there might be expressions and words that are inappropriate in email etiquette. The point of professional emails is to be - professional. That means communicating your unique skill and trustworthiness. Then why would you diminish your value by sending inadequate emails? Remember, the other person doesn't know your true personality or expertise.
So, let's take a look at some points you should avoid in professional emails:
Avoid criticizing anyone - it can be a double-edged sword that can backfire anytime. In addition, it's not proper to speak ill of anyone. This is especially important when speaking of competitors.
Don't take too long - your message should be precise and to the point. Keep it short, and respect others' time.
Sending it after work hours is something disrespectful. It's like saying your time is more valuable than theirs. That said, France prohibits this severely; the servers shut down after work hours, which means your message will arrive the following day.
Don't use wrong punctuation - although it may seem like a minor slip, to some people, it speaks volumes and can take a completely different meaning.
Not using the proper sign-off - it's a clear sign that the conversation ended. Be polite about it and avoid saying it's not necessary to respond.
Poor use of CC and BCC - many people need clarification on the two. Be sure to know who should be in which section. In addition, reconsider who needs to be in this conversation in the first place.
Not using enough space between paragraphs - making your text breathe with separation gives the reader time to take a break and continue. It's a great way to separate sections with different content.
Not checking for grammar - before you send an email, check for typos, as it may happen. It will be easier for readers to interpret your message if it's spelled correctly.
The best email format includes the subject line, salutations, body, closing, and signature. It means keeping the subject brief, personalizing the greetings, using clear and concise language, and ending with appropriate sign-off and contact information.
The most common email formats are plain text and HTML. Plain text emails are simple to use and devoid of visual elements.
There are several types of email formats. They include plain text, HTML, and rich text. Each one is used to emphasize something essential and convey a different message.
In conclusion, when you send professional emails, you are not representing yourself but the company. That means leaving the best possible first impression as soon as possible by writing concisely and allowing the reader to scan your message. But that doesn't mean sounding stiff; email etiquette is being clear and to the point.
We have gone through some of the main dos and don'ts of professional email. We also gave some examples and points of properly written email templates. However, let's remember your recipients. Your message might be perfect, but it can easily slip out of the recipient's inbox if it's not a verified email address.
BookYourData is a powerful tool that ensures 97% accuracy in data. The cutting-edge real-time verification system ensures that each email is always fresh and up-to-date. Additionally, it verifies catch-all emails, allowing you to get leads nobody else can access.
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