4 Tips for Formatting Business Emails

emailmarketing2-1024x461Email is the most widely used method of communication among individuals in the business world today. The way in which you compose an email is extremely important because your initial email can impact the reader’s first impression of you and your business. If your email is clean, concise and crafted exceptionally well, the recipient will likely take you more seriously than if your email is plagued with spelling and grammar errors.

In today’s post I will share 4 tips for crafting better business emails.

1. Start with the subject line. Between spam, personal emails, interoffice memos and more, individuals receive a lot of email on a daily basis, so make sure your subject line really stands out. For tips on how to create hard-hitting headlines click here. You should also be sure to stay away from certain words/characters such as $$$ or !!!; these can trigger the recipient’s spam filters and your email may end up in the junk folder, preventing it from being read.

2. Be mindful of formatting. We’re lucky to live in an age where you can access your emails from virtually anywhere so ensure your emails can be easily read across devices. Keep the following in mind when writing every single email:

  • Don’t use a graphic, colour, or texture as your background. Not only are background images extremely outdated, they make your email load slower on your recipient’s end.
  • Stick to one font size and style. Try using 12 or 14pt font, black or navy colour, and easy-to-read fonts such as Arial or Helvetica.
  • Use font styles sparingly. Do not always type in CAPS (try to avoid it at all costs!), don’t overuse italics or bold font. Try to use these styles only when showing emphasis.

3. Attachments. Rename files before attaching them whenever possible Don’t send “untitled” images or “Document 1” docs. Let people know what they’re about to open! Example: “ABC Financials 2016”, “ABC Testimonial”. If you’re attaching multiple docs that require action from the recipient (such as their signature), try renaming the files in order that they should be opened. Example:

  • 1-WelcomeToTheTeam.pdf
  • 2-EmploymentOffer.pdf
  • 3-PoliciesProcedures.pdf
  • 4-NDA.pdf

4. Your signature. Always sign off introductory emails with your first and last name, your position and your company’s name. If you want to use a more creative signature, consider the following:

  • Don’t use too many images. Try to use your logo, or create a whole signature card (using Canva or Photoshop) in order to keep the amount of graphics to a minimum.
  • Keep it simple. Format your signature with the same tips mentioned for formatting your emails; don’t use a background image, don’t use too many fonts and colours, etc.
  • Skip the quotes. Adding a quote to your signature line is very dated and may make you seem a little bit pretentious.
  • Keep it relevant. Use information that is relevant to you in your business. Add links to social profiles for your company and professional profiles only. Don’t add links to any social accounts you don’t use and be sure to keep the number of links in your signature to a maximum of 3-4.

I hope these tips help you become a pro at crafting professional emails! Good luck!


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