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Email Format: Definition and Best Practices (+ Template)

There is a common misconception that email format doesn’t matter as long as you get the message across.

As shocking as it may sound, it actually does matter. In fact, it matters a lot.

With so many messages flooding our inboxes every single day, ensuring that your emails not only get noticed but also easily understood requires proper formatting.

One study even showed that over 347 billion emails are sent and received each day. If I were you, I would do everything I could to ensure that mine stood out among those emails.

Since improving your email format is one way to achieve this, let’s learn about it, shall we?

Email Format Definition

So, what exactly is an email format?

In simplest terms, email format is the structure and organization of an email. It includes different elements within the email, such as the subject line, the body, the salutation, and the signature at the very end. Even the font or colors you use can be a part of the professional email format.

Some of the most common formats are:

HTML emails: Great for crafting attractive emails with images, videos, and embedded links. In fact, emails with multimedia have the highest performance, according to research by HubSpot. So, next time you craft emails for your campaigns, take this into consideration to achieve better results.
Multipart emails: It is the combination of HTML and plain text versions in one message. The HTML version can include colors, graphics, certain fonts and links, while the plain text part is well, plain.
Rich text emails: A good balance between plain text and HTML. They provide basic formatting options, like bold or italic text.
Text-only emails: These are simple emails without any images or formatting. Although they are easy to make and read and load faster, plain text emails might look boring.

Remember, the email format you use is just as important as your email content.

So, regardless of the purpose of your email, be it a sales pitch or a follow-up message, having a clear, organized, and correct email format will have a positive impact on engagement and reply rates.

Why is Proper Email Format Important?

Formatting an email is not only about creating a visually pleasing message. It serves so much more than that.

Professionalism: First, it shows the recipient that you’re professional and enhances your credibility, which is never a bad thing.
Clarity and readability: Proper formatting makes the message easier for recipients to read and helps them understand the critical points quickly.
Brand image and consistency: Adding branding elements like your logo, colors, and fonts in your emails helps you stand out and enhance your brand image.
Enhanced engagement: The correct email format can help you grab your readers’ attention and interest, leading to increased engagement among your subscribers.

Now, imagine you send an email written in different fonts. The colors don’t match, there is no proper structure, and it’s hard to tell where the beginning and end of the content are.

Would you read that email and take it seriously?

Yes, I don’t think so, either.

This is why it’s so important to learn how to properly format an email, as a properly formatted email is more likely to help you achieve your goals. Even a simple email format can make all the difference and help you avoid spam traps, so don’t underestimate it.

Before we discuss how to properly format your emails, let’s explore the main components of a proper email format to help you better understand how to write clear emails.

Standard Email Format Components

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We have learned what a proper email format is and why it’s so important, so now, let’s quickly go through some of the main components of a standard email format.

Subject Line: A concise and informative summary of the email’s content is usually the first thing the recipient sees, so make sure to make it as engaging as possible.
Salutation: A greeting addressed to the recipient by name (e.g., Dear [Name, Surname]). It’s important to address whoever you’re writing to politely and correctly; otherwise, your email might be immediately ignored.
Body Content: This is the main message of your email, where you should clearly state your point. When formatting emails, remember that people don’t have much time, so avoid beating around the bush and get straight to the main point.
Closing: This is where you wrap up your thoughts, express gratitude, and include a call to action. Here, remind the reader why you are writing and provide any extra information. Also, make sure to use “Best,” “Regards,” or “Sincerely” to end your email.
Signature: Don’t forget to add your contact information, including name, title, company, and phone number. You can also include a brand logo and links to your social media accounts.

Email Format: 6 Best Practices to Follow for Success

So, how do you format an email?

We don’t want to keep you waiting anymore.

It’s time to head to the next section of our article, where you will learn how to properly format your emails.

Let’s start!

1. Define the Purpose of Your Email

As with any other strategy, the first and arguably the most important step is to clearly define the goals you’re trying to achieve with these emails and craft them using the proper email format.

Whether you are asking for information, proposing an idea, following up on a previous conversation, or simply sharing news, defining a clear purpose for your email is essential, and here’s why:

Focus and Clarity: Having a clear purpose keeps your email focused and prevents rambling. You’ll know exactly what information to include and what to leave out.
Increased Efficiency: A well-defined purpose saves you and the recipient time. You won’t waste effort writing unnecessary information, allowing the recipient to grasp the essence of your message and respond accordingly quickly.
Improved Response Rates: It’s easier for the recipient to understand what you want them to do, which increases the likelihood of getting a response.
Reduced Misunderstandings: Stating your email reason clearly = better communication and fewer misunderstandings.

So, before you send an email, ask yourself:

What’s the real goal of this email?
Does every sentence support that goal?
Am I using the correct email format to share my message?

This way, you might catch yourself going off-track or missing vital elements.

Remember, a focused email is more likely to get the response you want.

2. Write Clear Subject Lines

The subject line is the first impression. First impressions matter, right?

In this part of the email, you must do everything possible to grab the recipients’ attention.

Here are some tips to help you master writing subject lines that result in clicks.

Be concise, informative, and, most importantly, action-oriented. Clearly communicate why you are writing, but don’t go too crazy explaining what the whole email is about, as you only get 50 characters here.
Keep a balance between intrigue and clarity. Use catchy language while maintaining clarity. A strong subject line should spark curiosity while accurately reflecting the email’s content.
Use strong action verbs that clearly show the email’s purpose. These verbs often portray the action you want the recipient to take, like “buy,” “subscribe,” “confirm,” etc.
Avoid overcapitalizing words and using too many exclamation points. While these seem like good ideas initially, they can cause your email to end up in spam folders, which is something you should avoid at all costs.

Remember, you have seconds to hook your readers and get them to at least click on your email; subject lines are your only chance here.

3. Create a Compelling Email Body

You probably took our advice and crafted the perfect subject line. What’s next?

Well, you have to keep the recipient’s interest! The email’s body text is the only thing that can help you with this.

First things first, you must start the message with a greeting like:

“Dear [Name]”

“Hello [Name]”

If you’re unsure of the recipient’s name, you can also use more generic greetings like:

“Dear Sir (Madam)”

But if you can find out their name, make sure to include it, as this will add a more personal touch to your message.

Then, if this is your first time reaching out to this person you must include a short introduction in your email format. It tells them who you are and highlights what you want from them.

It might read,

“My name is [Your Name], and I’m the [Your Title] at [Your Company]. I’m writing to you today to…”

Now that this part is clear, continue explaining and elaborating on the details of your message. In this section of the email format, use simple language and avoid complex terms that can confuse your readers.

Make sure the flow of your text is logical, and break it down into a couple of paragraphs for better readability.

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At the end of your main content, add a CTA (call-to-action). It points the reader right in the direction of what you want them to do.

For example:

“Please let me know if you have any questions or require further information.”

“I would be grateful if you could review this proposal by [date].”

The closing of your email might be as important as the beginning. You can use common phrases like “Best Regards” and “Looking forward to your reply,” as well as spice it up using something not-so-generic.

Also, thank them for the time they took to read your email and include some words of appreciation at the end of your email format.

For example:

“Thank you for your time and consideration. I look forward to hearing from you soon.”

“I appreciate you taking the time to review my email. Please don’t hesitate to reach out if you have any questions.”

Now that everything’s set, let’s focus on email etiquette—a crucial step before sending your messages.

4. Pay Attention to Email Etiquette

It is no secret that maintaining proper email format and etiquette is essential for positive and effective communication. It ensures your message is received well, avoids misunderstandings, and portrays you in a respectful light.

Let’s look at some key points to remember when sending an email.

Professional Email Address

Your email address should be appropriate for business communication.

Ideally, a professional email address includes your name and your company domain [e.g., name.surname@company.com]. You must also verify your email address to ensure your messages are delivered and build trust with the recipient.

This is a small but essential part of learning how to properly format an email.

Consider File Size

Be mindful of the size of attachments you include with your email. Large files can take a long time to download and clog up the recipient’s inbox.

Mind Your Tone

The tone of your email should be respectful. Avoid overly informal language in your email format, slang, or humor that might be misinterpreted even in casual workplace settings. Maintain a neutral and upbeat tone throughout your message if you want to maintain proper email format.

This is especially important when emailing your whole list, as you can’t tailor it much. Before sending messages in bulk, it’s important to follow good email hygiene practices and organize your email lists. This will help you ensure your emails reach actual recipients who are actually interested.

Use “Reply All” Strategically

The “Reply All” function can be a time-saver when responding to group emails. However, use it carefully. We’ve all misused it at some point, but that doesn’t mean we should keep doing so.

5. Add Relevant Links or Attachments

Want to make your emails pop even more? Add some links and attachments!

Including relevant links or attachments in your emails can be a powerful way to enhance your message and provide the recipient with additional information.

However, it’s crucial to use this strategy carefully to avoid overwhelming the recipient, cluttering their inbox, or, worse yet, changing the email deliverability rates negatively.

If you decide to include attachments in your email format, add only things relevant to your message that the recipient will definitely need. Avoid attaching unnecessary documents or overloading the email with information.

Also, make sure to mention in the body of your email that you have attached a file and explain what it is. Moreover, don’t forget to name those attachments and use names that accurately reflect their essence.

If the file is too large or you don’t want to include it as an attachment, links are here to save you! This can be particularly useful for publicly available information or frequently updated documents.

Linking keeps your email concise and ensures the recipient can access the most current version of the information.

Remember, the goal is to provide additional information that strengthens your message, not overwhelm the recipient with unnecessary files.

6. Double-Check Your Emails

You must always double-check emails before hitting send. Your professional email format might seem perfect, and you might be completely confident that you made no mistakes, but sometimes, the most minor details slip out.

Taking a few minutes to read your email can save you time, embarrassment, and even potential misunderstandings.

We already discussed using tools to help you, but let me give you some more tips on avoiding all this.

One way to check for mistakes is to read your email out loud. Reading your email aloud can help you catch awkward phrasing, typos, and clarity issues you might miss while silently reading. Don’t do this while sitting in a room full of people out of the blue, though; just saying.

You can also take a break after you have an initial draft and come back later to skim the text with fresh eyes.

And, speaking of a fresh pair of eyes, ask a colleague to go through the email. A second opinion never did any harm, did it?

There you have it; after all of this, there is no way any typo or other issue survived.

Email Format Template and Example

It might be challenging to format your emails, which is why we have prepared a detailed template for you:

Let’s closely examine what a professional email format looks like:

Subject line: Your subject line should be short, concise, and summarize your email content.

Greeting: It’s a common way to start your emails using “Dear [First & Last Name]” or “Dear [Mr./Mrs. Last Name].” However, you can use other options depending on who you write to.

First paragraph: The first paragraph of your email is decisive. It’s where you should introduce yourself and clearly state why you are reaching out. Whether you’re following up, applying for a job, or offering a service, the first few sentences of your email should emphasize that.

Second paragraph: Here, you need to go into more detail about the reason for your message. If you’re offering a product, you can describe how your product solves the recipient’s pain points.

Third paragraph: Conclude your email by thanking the recipient for their time and consideration. Be polite and respectful, but don’t act like they’re your best friend or like you’re doing them a huge favor by getting in touch.

Closing: “Sincerely/Best Regards/Best/etc. [Your First & Last Name]”

Signature: (First & Last Name)(Your email address). You can also add your phone number and links to your LinkedIn account, which are both optional.

This is just one example of how to format emails easily and efficiently but feel free to add your tone of voice and elements.

To illustrate this email format in practice and help you better understand how to format emails, let’s look at a follow-up email example to enhance your understanding.

Note: This example is for reference. We recommend you change it to match the tone and formality level for different recipients or occasions.

https://docs.google.com/document/d/1gJJCKLuWSFVn0XQHAmHMi5L9cvVPLyNmFP057XT0i7w/edit

This is just one of many different email format examples. There are other types of emails, such as thank you or sales emails, and it’s important to use different email formats that fit each type.

A correctly formatted email, regardless of the type, can significantly impact your email campaigns.

So make sure to discover what is the correct email format for your needs and get writing!

Conclusion

Proper email formatting is not simply a preference; it’s a must.

By paying attention to the way you write your emails and following these email formatting best practices, you will definitely improve your email marketing game. From crafting clear subject lines to ensuring a polished final product, these steps will empower you to send impactful emails that get noticed and show results.

So, next time you start composing, take a moment to implement these practices and watch your email communication thrive.