Standard Email Structure
HEADER
Subject: [Clear, Concise Topic]
To: [Recipient Name]
BODY
[Salutation]
Dear [Name],
[Opening]
State the purpose of your email in the first sentence.
[Main Content]
Provide necessary details in short paragraphs. Use bullet points for lists.
[Call to Action]
Clearly state what you want the recipient to do next.
FOOTER
[Closing]
Sincerely,
[Signature]
Your Name
Title
Company
Contact Info
Font & Styling Rules
- Use standard fonts (Arial, Calibri, Helvetica).
- Keep font size between 10pt and 12pt.
- Use black or dark gray text only.
- Avoid ALL CAPS or excessive bolding.
Spacing & Layout
- Single spacing within paragraphs.
- Double spacing between paragraphs.
- Keep paragraphs short (3-4 lines).
- Align text to the left (don't justify).
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Related Email Guides
The Complete Guide to Professional Email Formatting
How you format your emails is just as important as what you write. Proper email formatting improves readability, conveys professionalism, and increases the likelihood that your message will be read and acted upon.
Why Email Formatting Matters
Studies show that the average professional spends just 11 seconds reading an email before deciding to act on it, delete it, or save it for later. Good formatting helps readers quickly find the information they need.
- Scannability: Well-formatted emails can be quickly scanned for key information
- Professionalism: Clean formatting signals attention to detail and competence
- Clarity: Proper structure prevents misunderstandings and confusion
- Accessibility: Good formatting works across different devices and email clients
Email Formatting Best Practices
Paragraph Structure
- • Keep paragraphs to 3-4 lines maximum
- • Use single spacing within paragraphs
- • Add a blank line between paragraphs
- • Start with the most important point
- • Use block style (no indentation)
Font & Typography
- • Use standard sans-serif fonts (Arial, Calibri)
- • Font size: 10-12pt for body text
- • Black or dark gray text only
- • Avoid fancy fonts or colors
- • Use bold sparingly for emphasis
Lists & Bullets
- • Use bullets for 3+ related items
- • Keep bullet points concise
- • Use numbered lists for sequences
- • Introduce lists with a colon
- • Maintain parallel structure
Subject Line Format
- • Keep under 50 characters
- • Front-load important words
- • Use title case or sentence case
- • Avoid ALL CAPS or !!!
- • Include key context or action
The Inverted Pyramid
Structure your emails like a news article: put the most important information first (who, what, when, where), followed by supporting details, then background information. This way, even if someone only reads the first sentence, they get the essential message.
Email Signature Format
Your email signature is your digital business card. Keep it professional and concise:
John Smith
Senior Marketing Manager
ABC Corporation
+1 (555) 123-4567 | [email protected]
linkedin.com/in/johnsmith
- Keep to 4-6 lines maximum
- Include name, title, company, and contact info
- Optionally add LinkedIn or company website
- Avoid quotes, images, or logos in plain-text contexts
- Ensure it looks good on mobile devices
Mobile Email Formatting
Over 60% of emails are now opened on mobile devices. Optimize your formatting accordingly:
Mobile-Friendly Tips
- • Keep subject lines under 35 characters
- • Put key info in first 2 sentences
- • Use short paragraphs (2-3 sentences)
- • Avoid wide tables or complex formatting
Preview Text
- • First ~100 characters show in preview
- • Make them count—avoid "Hi [Name],"
- • Summarize your ask or key point
- • Test how your emails look on mobile
Formatting Special Content
Attachments
- • Mention in email body
- • Use descriptive file names
- • Keep under 10MB total
- • Use PDF for documents
Links
- • Use descriptive link text
- • Avoid "click here" or raw URLs
- • Test links before sending
- • Keep links to a minimum
Meeting Info
- • Bold date, time, location
- • Include timezone
- • Add calendar link
- • List attendees if relevant
Common Formatting Mistakes
- Wall of text: Long, unbroken paragraphs that are hard to read
- Inconsistent formatting: Mixing fonts, sizes, or styles randomly
- Overuse of emphasis: Too much bold, italics, or underlining
- Rainbow colors: Using multiple font colors in one email
- Giant signatures: Signatures longer than the email itself
- Missing whitespace: Not using blank lines to separate sections
Frequently Asked Questions
Everything you need to know about Email Formatting
What is WriteMail.ai?
WriteMail.ai is the AI-powered email writing platform that powers this Email Format guide. Trusted by 500,000+ professionals worldwide, WriteMail.ai helps you write perfectly formatted emails in seconds. Visit writemail.ai to try it free.
What is the best font for professional emails?
Sans-serif fonts like Arial, Calibri, Helvetica, or Verdana are best because they are easy to read on screens and render consistently across email clients.
Should I indent paragraphs in an email?
No. Modern email format uses block style (no indentation) with a blank line between paragraphs. This improves readability on screens.
Is it okay to use emojis in business emails?
It depends on the company culture, but generally, it's safer to avoid them in formal communication. Save emojis for casual exchanges with colleagues you know well.
What is the ideal email length?
Keep emails concise—ideally under 200 words. Studies show emails between 50-125 words have the highest response rates. Get to the point quickly.
How do I format a professional email signature?
Include your full name, job title, company name, phone number, and email. Optionally add LinkedIn or company website. Keep it to 4-6 lines maximum.
Should I use bullet points in emails?
Yes! Bullet points improve readability, especially for lists or multiple action items. They help readers scan and understand your message quickly.
What's the best subject line format?
Keep subject lines under 50 characters, be specific about the content, and front-load important words. Avoid all caps and excessive punctuation.
How do I format an email with attachments?
Mention attachments in the email body (e.g., 'Please see the attached report'). Name files descriptively and keep total attachment size under 10MB when possible.
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