What is the standard format for email?

Email has become one of the most widely used forms of communication, both for personal and professional purposes. With so many emails sent every day, it’s important to follow proper email etiquette and formatting guidelines to ensure your messages are clear, professional, and more likely to get a response.

When composing an email, there are standard conventions and best practices you should follow for the structure, content, tone, and more. This includes things like having a clear subject line, using proper greetings and closings, being concise yet polite, and carefully proofreading before hitting send. Employing standard email formatting helps recipients understand your messages and makes you look more professional.

Subject Line

The subject line is one of the most important parts of an email to get right. Since many recipients will look at the subject first before deciding whether to open the message, it needs to quickly communicate what the email is about. Subject lines should be:

• Clear and descriptive – Summarize the purpose of the email in 5-10 words.
• Specific – Avoid vague subject lines that simply say “Hi” or “Question.”
• Relevant – Make sure the subject matches the content of the email body.
• Professional – Don’t use informal text speak or emojis.
• Actionable – Start with a verb to compel the reader to open the email.

Some examples of properly formatted subject lines:

• Following Up on Job Application
• Meeting Location Changed to Conference Room B
• Deadline for Project Proposal Extended to Jan 15

Email Structure

A standard email generally contains the following components in this order:

1. Recipient’s name/address – Who the email is being sent to, entered in the “To” field.
2. Sender’s name/address – Your name and email address, automatically populated in the “From” field.
3. Subject line – A brief summary of the email topic, 5-10 words.
4. Salutation – A greeting like “Hi [Recipient’s first name],” or “Hello Ms. Smith,”.
5. Email body – 1-5 paragraph message written in prose, clearly organized with proper grammar and punctuation.
6. Closing – A sign-off like “Best regards,” or “Thank you,” followed by your name.
7. Signature – Your name, title, company, phone number, address, and other contact details (optional).

Email Body Format

The body of an email should be formatted for clarity and readability:

• Use short paragraphs and line breaks between ideas.
• Avoid large blocks of text. Break content into lists and subheadings when possible.
• Be concise yet informative. Omit unnecessary words.
• Use proper capitalization, punctuation, and grammar. Avoid text speak.
• Specify any requested actions clearly.
• Close with a call to action if needed. Ex: “Let me know your thoughts by Friday.”

Paragraph and Sentence Structure

Well-structured paragraphs and sentences make emails easier to digest. Follow these guidelines:

• Limit paragraphs to 3-5 sentences.
• Begin paragraphs with topic sentences that summarize the main idea.
• Use transition words and phrases to connect paragraphs.
• Keep sentences 15-20 words long on average.
• Vary sentence structure to avoid a choppy flow.

Lists and Headers

Lists, headers, and other formatting elements break up walls of text:

• Use bulleted or numbered lists for items that aren’t sequential.
• Organize main points with headings and subheadings.
• Highlight important info with bold or italic text.
• Add images, charts, or tables to demonstrate concepts visually.

Email Etiquette

Proper email etiquette helps ensure your messages are well-received and create a good impression on recipients. Follow these etiquette guidelines:

• Use a clear subject line – See the recommendations above.
• Include an appropriate greeting – “Hi [first name]” for informal emails or “Dear [title and last name]” for formal ones.
• Stick to one topic per email – Don’t overload the recipient with multiple unrelated items.
• Be concise yet polite – Respect the recipient’s time, but avoid being curt.
• Proofread before sending – Double-check for typos, grammar issues, unclear language, and missing attachments.
• Close with a thank you or call to action – Let the recipient know any next steps or action items.

Avoid casual language, slang, sarcasm, or strong opinions that could be misunderstood over email.

Email Signature

An email signature contains your contact information and is automatically appended at the bottom of emails you send. A professional email signature should include:

• Your full name
• Job title or role
• Company name
• Email address
• Phone number
• Company address (optional)
• Website link (optional)

Tips for formatting your signature:

• Use a 10-12 point sans serif font like Arial or Helvetica.
• Bold your name to make it stand out.
• Align text to the left.
• Use your company colors if possible.
• Keep it brief – 3-5 lines maximum.
• Use a horizontal line to separate your message from the signature.

Make sure your signature is consistent across all emails you send for a professional look.

Email Design and Layout

A standard email template ensures a consistent, professional design:

• Header image – Include a banner with your company logo and colors.
• Follow a grid structure – Position elements like paragraphs, images, and buttons in organized horizontal sections.
• Use white space and borders – Add padding between sections and lines to separate content.
• Stick to 2-3 fonts – Pair a sans serif for headings with a serif body text font.
• Include call-to-action buttons – Use contrasting colors to direct readers.
• Limit width – Keep content in a 600 pixel wide column so text isn’t too wide to read comfortably.

Having a professional, branded email template will make your communications more visually appealing and engaging.

Email Formatting in Outlook

When using Outlook, you can apply standard email formatting using the formatting toolbar:

• Bold – Highlight text and click the B icon to make text bold.
• Italics – Highlight text and click the I icon to italicize text.
• Underline – Highlight text and click the U icon to underline text.
• Numbered lists – Click the numbered list icon and enter each item on a new line.
• Bulleted lists – Click the bulleted list icon and enter each item on a new line.
• Hyperlinks – Highlight text, click the link icon, and enter the URL.
• Align text – Use the align left, center, or right justify icons.
• Insert images – Click the image icon, select an image file, and choose formatting options.

Email Formatting in Gmail

Gmail has its own formatting toolbar with similar options:

• Bold, italics, underline – Icons for styling text.
• Lists – Numbered and bulleted list buttons.
• Align text left, center, right – Alignment icons.
• Insert link – Lets you hyperlink text.
• Insert image – Adds an image to the email.
• Attach files – Upload documents and files.

Use keyboard shortcuts to quickly format text:

HTML Emails

For more advanced email formatting, HTML code can be used to create emails with:

• Custom fonts, sizes, colors, and styles
• Embedded images
• Graphical headers and footers
• Tables
• Forms and buttons
• Multi-column layouts

Key HTML tags used in email include:

HTML emails have the highest compatibility across different email clients and devices when structured properly. However, they require HTML knowledge to code and design.

Email Formatting Best Practices

Follow these key best practices when formatting emails for professional, well-organized communications:

• Use a descriptive subject line, 5-10 words maximum.
• Include a proper salutation and closing.
• Be brief yet polite in your message.
• Break content into short paragraphs of 3-5 sentences.
• Use lists and headers to organize and emphasize points.
• Align images left and wrap text right.
• Proofread carefully before sending.
• Be consistent with formatting and branding.

Dos and Don’ts

Conclusion

Using proper email formatting is crucial for communicating effectively and putting your best foot forward. Follow standard conventions for elements like subject lines, greetings, email structure, signatures, and grammar to ensure your emails are readable and professional.

Simple formatting like lists, headers, and emphasis can help organize and highlight key information. More advanced HTML formatting allows greater customization and design, but requires coding knowledge. Keep emails concise yet complete while sticking to a consistent brand style.

With the right email formatting and etiquette, your messages are more likely to get opened, understood, and generate responses to drive better business communication.