Emails are a standard format of communication for work and personal use. An email is usually the first method used to communicate between businesses and their customers, as emailing allows them to reach a larger audience than they would otherwise.
Whether you run your own business and email your clients directly or whether you want to send out an email marketing campaign to potential customers, you must learn how to prepare and send out email campaigns properly.
There are some basic dos and don’ts that apply to formatting email messages:
Don’t spam people
Especially with chain emails that forward annoying jokes or stories without allowing the recipient the chance of opting out. Ensure that kind of email contains an opt-out function so those who don’t want to receive them can easily unsubscribe.
Keep email subjects lines short
If you want someone to read your email, don’t give them a reason not to do so by writing ‘important email’ in the subject line; make it exciting and relevant while still very brief.
Don’t send email campaigns too often
People will ignore emails that they feel are clogging up their inbox unnecessarily. So don’t leave people with the option of deleting your email without reading it if you can help it!
Formatting email messages is pretty straightforward: keep paragraphs short and break long texts into smaller blocks for easier reading. Use images where possible to get attention and include links wherever there is relevant information to be shared.
Be sure that email messages include the email address to which they are being sent and a reply email that will show up if someone replies to your email; this is usually standard practice and ensures that emails aren’t ignored for this reason alone.
Before email campaigns can be sent out, email messages need to be correctly formatted. This includes email etiquette, such as mentioning the recipient’s email address and including a brief subject line; it also informs about common email formatting mistakes and how to avoid them.
Keep paragraphs short
A simple trick that makes an email easier to read is keeping paragraphs of text short and not exceeding three lines per paragraph. This ensures that people read your email instead of being immediately turned off from reading further when they see a block of text before them with no breaks or images for reference points.
Include images where relevant
Wherever attention needs to be called to certain aspects of your email campaign, include images in the message body. Be aware, though, that email clients allow you to include images directly only in the HTML version of the email, so attaching a photo as a file will not work.
Format email subjects line efficiently
Keep email subjects short but relevant. A subject line that reads ‘important email’ isn’t going to convince anyone to open up your email and read it; why would they? Instead, use a brief title without abbreviations or filler words to make the email sound important enough for people to open it and read it.
Don’t send email messages with broken links.
If you include links in email messages, make sure they are relevant and do not break the email flow. Many email clients allow broken links to be spotted by scanning for certain types of code, but you can also include a live link checker on your site, so the link works before the formal emails are sent out.
Before you prepare an email campaign, you must know how to format email messages properly. This includes writing good subject lines, keeping paragraphs of text short, using images where possible, and avoiding common mistakes when formatting emails. So spend some time learning about these aspects of email marketing before sending out email campaigns to your email list!
What is the business email format?
Your email sends your brand image to your customers, so you have to ensure that it always looks good, organized, and professional. When sending email communication with clients or prospects, some things can kill the communication before it begins if proper email format is not followed – including the subject line, email content, and email signature.
The biggest question everyone asks about sending emails is what precisely the business email format is? So here are some tips on how to address an email according to its content properly:
How to address email when emailing a business colleague?
When emailing someone from the same company, you can use their name and position. For example, emailing John Doe, who is located in the HR Department – then your email format would be:
John Doe, Human Resources Specialist or John Doe | Human Resources Specialist
When emailing a team member from the same company?
Email addressed to a group of people should have one person’s name as the primary addressee. The other names should be tagged behind this person’s name with comma separations, i.e., Jane Doe, Joe Smith, and Jill Baker. However, if it has an exact number, such as 1st Grade Teacher (4), you must have a comma after every name.
How to email an email list?
When emailing a group of people outside your company, you have to tag them all behind the main email addressee in the email format that most suits each situation. For example, if it’s an email response list for a party invitation, then your email format would be:
Jane Doe | Attending, Joe Smith | Maybe attending and Jill Baker | Not able to attend
If it’s an email discussion list about business topics, then your email format should be:
Joe Smith | Discussion Leader, Jane Doe | You are on the list now! And Jill Baker | List closed for new members. 4. Email address when sending out mass emails? When emailing to a specific or distribution list, make sure that you add the email distribution email at the bottom of your email for them to respond. For example, Jane Doe | email@example.com, Joe Smith | firstname.lastname@example.org, and Jill Baker | email@example.com – Have a nice day!
How to Properly Format a Business Email
If there’s one email that you want to get right, it should be your email business emails. An email is an opportunity for you to make a good impression on the receiver, so take the time to format it before sending it out properly. Here are some email formatting tips you can keep in mind while writing email messages for business purposes:
Use the person’s name in the email subject line
As Head of HR, I’d like to say that we’re very excited that you’ve joined our team, and we hope you’ll love it here!
Thanks for your email, and we’ll email you back if we need any additional contact information.
Keep email messages brief and to the point
It can be easy to let your message get too long and not focused when emailing a colleague. As such, keep email messages brief and to the point so you don’t overwhelm the receiver with an email that’s jam-packed with information that they likely won’t even read.
Keep email subjects short and straightforward
This is especially relevant when emailing colleagues who you email frequently. Most email clients allow the subject line to be displayed by default, but it’s still important to keep email subjects short and relevant, so they’re not immediately ignored.
Be accessible online via email
If your business address is up to date, it’s less likely that people will send email messages to email addresses such as firstname.lastname@example.org (and then wonder why they haven’t had a reply yet). So keep email addresses up to date and use email signatures on all email messages you send out.
Include email signatures with contact details
When you email somebody, your email signature will include your contact information. Ensure that it’s displayed either at the end of all email messages or attached as a separate file so the email recipient can quickly see how they can get in touch with you if necessary. Keep email signatures concise and relevant to ensure that they don’t clutter up email messages.
How to write formal email greetings?
Every email worth composing should include a formal email greeting. For example, it is typical to start email marketing campaigns with an email greeting because it let the reader know the email is getting created. This email greeting can also come right after the email signature, which is at the end of the email.
The first line of the email greeting can be something like “Thank you for your interest” or “I hope this email finds you well.” This will help set up what type of email it is and how it’s going to go.
Make sure that this email greeting is short but powerful enough to make them want to read more! The next part of this email marketing campaign should have an intro about what they are reading, so they are not confused.
The email body should have some constructive and encouraging text and email marketing email copywriting. Make sure to keep it short while still being explanatory on what they are reading. Have goodbye email samples at the bottom of the email to know when the email is over.
This will help them close out your email marketing campaign easier, which can lead to more success for you!
When writing email greetings, make sure it is short and sweet, so people don’t get confused or bored with what they are reading. Keep it formal with an intro and polite in the end. That way, you won’t offend anyone, and your email campaigns can be successful instead of a flop!
To learn even more about the topic, check out these articles!
In this email marketing blog post, we’ve taken a look at how email messages should be formatted for email marketing purposes. We’ve discussed email subject lines, email signatures, and the importance of keeping email messages short and relevant.
Before you send out an email campaign or start emailing interested customers about products or services, take some time to carefully format your email campaigns and make sure they’re free from common layout issues.
I hope you found this article useful! If you’d like to ask any questions or leave feedback, I’ll love to hear from you in the comment section below. Thank you for reading.