Properly Formatted Email: Best Practices for Writing Professional Emails

Properly Formatted Email: Best Practices for Writing Professional Emails
Properly Formatted Email

Are you struggling to write professional emails that get results? Crafting a properly formatted email is crucial for conveying your message effectively, and it can make a big difference in how your email is received.

In this article, we'll explore best practices for writing professional emails based on the top search results from the web.

What is a properly formatted email?

A properly formatted email is a message that is easy to read, understand and reply to. It includes all the necessary components to convey the message, such as a clear subject line, greeting, main message, and a closing. By following the guidelines for properly formatting an email, you can increase your chances of getting the response you need.

Best Practices for Writing a Properly Formatted Email

Subject Line

  • The subject line is the first thing the recipient sees in their inbox, so it needs to be short, simple, and to the point. [1] Use a subject line that clearly states the topic of your message, and make it as specific as possible.
  • This will help your email stand out in a crowded inbox and improve the chances of getting a response. Try to include the query “properly formatted email” 1-2 times in the subject line, if relevant.


  • The greeting is the next step in writing a properly formatted email. Use the recipient's first and last name if possible, such as “Dear John Smith” or “Dear Mr./Mrs. Last Name.” [1]
  • If you are unsure of the recipient's gender, use their full name instead of a title.

First Paragraph

  • The first paragraph is the most important part of your email and should be clear and direct.
  • In this paragraph, you should introduce yourself and state the reason for your email. [1] Use the first paragraph to explain why you are contacting the recipient and what you hope to achieve. Keep it short and to the point.


  • The body of your email should be well-organized and easy to read. Use short paragraphs and bullet points or numbered lists when necessary to break up the text and make it more scannable. [2]
  • Choose a font size and type that are readable and avoid using bright colors, excessive formatting, or emoticons. Make sure to watch out for typos and grammatical errors.


  • The closing should be courteous and professional.
  • End your email with a thank you or other polite closing, and include your email signature containing your full name, email address, and phone number. [2]

Professional Email Address

  • If you're working for a company or operate under the umbrella of a brand, your email address will likely include the company or brand name domain.
  • For example, the emails in WiseStamp are all in the following format: [employee_name] This ensures that you have a professional business email address. [3]


How can I make sure my email is properly formatted?

  • Use the guidelines outlined in this article, including a clear subject line, greeting, introduction, organized body, and professional closing.
  • Avoid using excessive formatting or emoticons, and proofread your email for typos and grammatical errors.

What should I include in the subject line of my professional email?

  • Your subject line should be concise and clear, reflecting the main purpose of your email.
  • Avoid using vague or misleading subject lines that might confuse the recipient. For example, if you're requesting a meeting, your subject line could be "Request for Meeting: [Your Name] and [Recipient's Name]."

Is it necessary to use a professional email signature?

  • Yes, including a professional email signature is important as it can help provide the recipient with important contact information about you.
  • Your email signature should include your full name, job title, company name, and contact details. It can also include links to your social media profiles and a call-to-action.

How do I ensure that my email is readable on different devices?

  • To ensure that your email is easily readable across different devices, you should keep the formatting simple and use a clear, easy-to-read font.
  • Avoid using fancy or hard-to-read fonts, multiple colors, and large images that might not load properly.
  • You can also test your email on different devices before sending it out.

How do I address the recipient in a professional email?

  • It is important to address the recipient in a professional and respectful manner. If you know the recipient's name, use it in the greeting, for example "Dear [Recipient's Name]."
  • If you're unsure of the recipient's name, you can use a generic greeting such as "Dear Sir/Madam" or "To Whom It May Concern."

Is it okay to use humor or slang in professional emails?

  • While it's important to show some personality in your emails, it's best to avoid using humor or slang as it can come across as unprofessional.
  • Stick to a polite and respectful tone, and use simple and straightforward language that is easy for the recipient to understand.


Writing a properly formatted email is crucial for conveying your message effectively and making a lasting impression. By following the best practices for writing professional emails, you can increase your chances of getting the response you need.

This includes using a short and specific subject line, addressing the recipient with a proper greeting, introducing yourself and stating the reason for your email in the first paragraph, organizing the body of your email, and ending with a courteous and professional closing.

Additionally, having a professional email address that includes your company or brand name domain can help establish your credibility and professionalism.

By implementing these guidelines, you can improve your email communication and make a positive impact on your professional relationships.