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Learn Proper Email Formatting In 7 Easy Steps For Professional And Effective Communication

Want to Change your emails with proper email formatting? Follow our 7-step guide to improve professionalism and effectiveness. Click here for easy-to-follow tips!
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Published on
June 21, 2024

Introduction to Proper Email Formatting

Introduction to email formatting
Introduction to Proper Email Formatting

Email formatting is the structure and layout of your email. It makes your email easy to read and understand. A proper email format ensures your email looks neat and leaves a good impression on the reader.

What is Proper Email Formatting?

Proper email formatting means writing your email in a clear and professional way. Important elements of email formats are:

  • Subject Line: A good subject line is short and tells the reader what the email is about. For example, "Meeting Reminder for Tomorrow" is clear and direct.
  • Greeting: Start with a proper salutation like "Hello," or "Dear [Name]."
  • Email Body: Keep your sentences short and to the point. Use paragraphs to break up text, making it easier to read. For instance, if you are writing to a sales rep, you might say, "I hope you’re doing well. I wanted to discuss our sales strategy for next quarter."
  • Closing: End with a polite closing like "Best regards," followed by your name.
  • Signature: Include your job title, company name, and social media links.

Why is Proper Email Formatting Important?

Proper email formatting is important for several reasons:

  1. Clarity: Well-formatted emails are easier to read. They help your reader understand your message quickly. For example, a cold email with a clear call to action will get better responses.
  2. Professionalism: Using the correct email format shows you are professional. It helps you make a good impression on your reader. A professional email can be the difference between getting a reply or being ignored.
  3. Efficiency: Good email formatting saves valuable time. When emails are easy to read, people can respond faster. This is especially important for sales reps who send many cold emails daily.
  4. Response Rates: According to a study by HubSpot, emails with clear formatting and a specific subject line have a 29% higher response rate. This means more people will read and reply to your emails.
  5. Building Trust: Proper email formatting can help build trust with your prospects. When they see a well-organized email, they know you are serious and respectful of their time.

Step-by-Step Guide to Formatting Emails

Email Writing Formats
Step-by-Step Guide to Formatting Emails

1. Write Clear Email Subject Lines

The subject line is the first thing your recipient sees. Make it clear and direct.

  • Be Specific: Use subject lines this way "Meeting Reminder for Tomorrow" instead of "Reminder."
  • Keep It Short: Aim for 6-8 words. For example, "Sales Strategy Discussion."
  • Use Keywords: Include words that tell the recipient what the email is about

2. Write Greetings Based on the Recipient

Start your email with a proper salutation. This sets a friendly note respectful tone.

  • Formal Greeting: Use "Dear [Name]" for formal emails.
  • Casual Greeting: Use "Hi [Name]" for more casual emails.
  • Use Their Name: Personalize the greeting by including the recipient’s name.

3. Write Opening Line in an Email

An opening line in an email is the first sentence or sentences in personalized email you write after the greeting.

  • Formal Email: "I hope this email finds you well."
  • Cold Email: "I noticed your company recently launched a new product."
  • Follow-Up Email: "I wanted to follow up on our previous conversation."
  • Introduction Email: "My name is John, and I am reaching out to discuss a potential collaboration."

4. Keep the Email Body Concise and Focused

The body of your initial email, should be clear and to the point.

  • Short Sentences: Write in short, simple sentences.
  • Paragraphs: Break up text into small paragraphs. Each paragraph should have 2-3 sentences.
  • Bullets: Use bullet points to list important information.

5. Give a Descriptive Name to the Attachments

If you can add links to attachments, name them clearly so the recipient knows what they are.

  • Be Specific: Name files this way "Sales_Report_Q1.pdf" instead of "report.pdf."
  • Include Date: Add a date it helps with organization, e.g., "Budget_March_2024.xlsx."
  • Keep It Simple: Use simple and clear names to avoid confusion.

6. Have a Clear and Visible Email CTA

A Call to Action (CTA) tells the recipient what you want them to do next.

  • Be Direct: Use clear language like "Please review the attached report and provide feedback by Friday."
  • Highlight CTA: Make the CTA stand out by placing it in its own line or using bold text.
  • Provide Details: Include all necessary details for the action, such as deadlines or links.

7. Always Close Emails with a Proper Salutation

End your email with a polite closing and your contact information.

  • Formal Closing: Use "Best regards," or "Sincerely."
  • Include Your Name: Always sign off with your name.
  • Add Contact Info: Include your job title, company name, and social media links.

6 Types of Email Formats with Examples

Different Types of Email Writing Formats
6 Types of Email Formats with Examples

1. Professional Email Format

A professional email should be clear and concise.


Subject Line: "Meeting Reminder for Tomorrow"

Greeting: "Dear Mr. Smith,"

Email Body: "I hope you are doing well. This is a reminder for our meeting tomorrow at 10 AM. Please find the agenda attached."

Closing: "Best regards,"


  • John Doe
  • Sales Reps
  • ABC Company
  • [LinkedIn Profile]

2. Promotional Email Format

Promotional emails advertise products or services. Here’s an example:

Subject Line: "20% Off All Items - This Weekend Only!"

Greeting: "Hello [Name],"

Email Body: "Don't miss out on our exclusive weekend sale! Get 20% off all items in our store. Use code SAVE20 at checkout."

Closing: "Happy Shopping,"

Signature: The ABC Company Team

3. Transactional Email Format

Transactional emails provide important information about a transaction. Here’s an example:

Subject Line: "Your Order Confirmation #12345"

Greeting: "Hi [Name],"

Email Body: "Thank you for your purchase! Your order #12345 has been confirmed. You will receive another email once your order has shipped."

Closing: "Thank you,"

Signature: The ABC Company Team

4. Cold Emails Format

Cold emails are sent to people you don't know to start a conversation. Here’s an example of cold email campaign:

Subject Line: "Quick Question About Your Sales Strategy"

Greeting: "Hi [Name],"

Email Body: "I hope this email finds you well. I am reaching out to discuss how our product can enhance your sales strategy. Let's schedule a call next week."

Closing: "Best regards,"


  • John
  • Sales Rep
  • ABC Company
  • [LinkedIn Profile]

5. Newsletter Email Format

Such emails share updates and news. Here’s an example:

Subject Line: "ABC Company Monthly Newsletter - June 2024"

Greeting: "Hello [Name],"

Email Body: "Welcome to our June newsletter! This month, we launched new products, hosted events, and shared industry insights. Read on to learn more."

Closing: "Best regards,"

Signature:  The ABC Company Team

6. Follow-up Email Format

Such emails are sent after a response rate of a previous email or meeting. Here’s an example:

Subject Line: "Follow-Up on Our Last Meeting"

Greeting: "Hi [Name],"

Email Body: "I hope you are well. Following your follow up emails on our meeting, I wanted to discuss the next steps. Please let me know your availability for a call to action call."

Closing: "Best regards,"


  • John Doe
  • Sales Rep
  • ABC Company
  • [LinkedIn Profile]

5 Best Practices For Email Subject Line

1. Craft Effective Subject Lines

Crafting a catchy subject line is essential. Shown below is how you can do it:

  • Be Clear and Direct: Tell the recipient what the email is about. For example, "Meeting Reminder: Tomorrow at 10 AM."
  • Keep It Short: Aim for 6-8 words. This makes it easy to read quickly.
  • Use Action Words: Start with a verb to encourage action, like "Join," "Discover," or "Learn."
  • Personalize It: Include the recipient's name or specific details relevant to them.

2. Importance of Subject Lines in Email Marketing

Subject lines are important for several reasons:

  • First Impression: It’s the first thing people see. A good subject line can make a great first impression.
  • Open Rates: Clear and compelling subject lines increase open rates. According to Campaign Monitor, emails with personalized subject lines are 26% more likely to be opened.
  • Engagement: An engaging subject line can encourage readers to engage with your email content.

3. Subject Line Examples

Below are some of the good example subject line examples:

  • "Exclusive Offer Just for You, John!"
  • "Don't Miss Out on Our Sale!"
  • "Your Weekly Newsletter Inside"
  • "Reminder: Your Appointment Tomorrow"

4. High-Performing Subject Line Examples

High-performing subject lines often use certain strategies. Below are a few:

  • Urgency: "Last Chance to Save 20%!"
  • Curiosity: "You Won’t Believe What Happened Next..."
  • Personalization: "John, Here’s Your Special Offer"
  • Relevance: "New Arrivals in Your Favorite Category"

5. Analyzing Subject Line Performance

Analyzing how your subject lines perform helps you improve. Below's how to do it:

  • Track Open Rates: See which subject lines get the most opens.
  • A/B Testing: Test two different subject lines to see which performs better.
  • Use Analytics Tools: Tools like Mailchimp provide insights into how your subject lines are performing.

How Can Sales Reps Use Basho For Cold Email Outreach

Use Basho For Cold Email Outreach
How Can Sales Reps Use Basho For Cold Email Outreach

A Basho for cold email outreach  is a highly personalized email sent to a prospect. It is named after the basho brand sales trainer Jeff Hoffman, who popularized this technique.

Implement basho emails to grab the prospect's attention. It shows that you have done a thorough research, and extensive research, and understand their needs and pain points.

Steps to Create a Basho Email

1. Research Your Prospect:

  • Find specific details about the prospect’s job title, company, and recent achievements.
  • Understand their pain points and how your solution can help.

2. Craft a Personalized Subject Line:

  • Make it relevant and attention-grabbing.
  • Examples: "Improving Sales Efficiency at [Company]" or "Boost Your Team's Performance with [Product]."

3. Write a Customized Opening Line:

  • Mention something specific about the prospect or their company.
  • Example: "Hi [Name], I noticed your team at [Company] recently expanded."

4. Address Their Pain Points:

  • Clearly state the problem they are facing and how you can solve it.
  • Example: "I understand that managing a larger team can be challenging. Our sales tool streamlines team management and boosts productivity."

5. Provide Social Proof or Data:

  • Include a brief case study or statistics that show your product’s effectiveness.
  • Example: "Our clients have seen a 30% increase in sales efficiency within three months of using our tool."

6. Include a Clear Call to Action:

  • Ask for a specific action, like scheduling a call or meeting.
  • Example: "Can we schedule a 15-minute call next week to discuss how we can help your team?"

7. Close Professionally:

  • Use a formal closing and include your contact information.
  • Example: "Best regards, [Your Name], Job Title, Company Name, [LinkedIn Profile]"

How To Maintain Proper Business Email Format

How To Maintain Proper Business Email Format
How To Maintain Proper Business Email Format

It is important to maintain a proper business email format  for effective communication. Below are few of the reasons:

  • Clarity: A well-structured email makes your message clear and easy to understand.
  • Professionalism: Using the correct email format shows you are professional and respectful.
  • Efficiency: Proper formatting helps recipients read and respond quickly.
  • Trust: A well-formatted email can build trust with your prospects and clients.

Impact of Email Format on Professionalism and Brand Image

Proper email formatting impacts your sales development professionalism and brand image:

  • First Impressions: A clear and concise email makes a strong first impression.
  • Brand Consistency: Consistent formatting across all emails reinforces your brand’s professionalism.
  • Engagement: Emails that are easy to read and understand are more likely to engage recipients.

Role of Email Products in Enhancing Business Email Format

Email products play a key role in maintaining proper business email format. They offer features that ensure your emails are clear, professional, and effective.

  • Templates: Email products like Gmail and Outlook offer templates that help maintain consistent formatting.
  • Spell Check: Built-in spell check features help avoid errors that can make your emails look unprofessional.
  • Formatting Tools: These tools help you easily create bullet points, bold text, and headings to improve readability

Tools and Software for Proper Email Formatting

Use of appropriate tools and software can assist in preserving correct email formatting. This is crucial to ensure that your emails are both concise and formal.

1. Grammarly


Grammarly is a tool that checks grammar and spelling. It helps you write emails that are clear and error-free.


  • Grammar check
  • Spell check
  • Style suggestions


  • Ensures your emails are professional and easy to read.

Example: If you are a sales rep sending cold emails for new job. Grammarly can help you avoid mistakes that make your cold emails to look unprofessional.

2. Mailchimp


Mailchimp is a tool for email marketing. It offers templates and analytics to improve your email campaigns.


  • Email templates
  • Audience segmentation
  • Performance analytics


  • Helps you create professional emails and track their success.

Example: A sales team can use Mailchimp to send personalized emails to different segments of their audience. This increases the prospect's attention to the sales funnel and the sales teams' chances of getting a response.

3. Microsoft Outlook

Microsoft Outlook
Microsoft Outlook

Outlook is a popular email client with many formatting options. It helps you create professional emails with ease.


  • Rich text formatting
  • Templates
  • Calendar integration


  • Ensures your emails are well-formatted and organized.

Example: A sales rep can use Outlook templates to make other sales reps and teams save time and maintain consistency in their emails.

Concluding Thoughts for Sales Rep to Use Proper Email Formatting

Proper email formatting is crucial for effective communication. It makes emails look professional and easy to read. Whether you’re a sales rep sending cold emails or a professional writing formal emails, the right email format is important.

Using valuable resource like Grammarly and Hemingway Editor helps ensure your emails are clear and error-free. Mailchimp and HubSpot can help manage and track email campaigns. Proper email formatting improves response rates and helps you get desired results.

Incorporate relevant information into your email strategy to enhance professionalism good understanding and communication with all important elements of all your prospects. A well-formatted email gives better understanding and helps achieve your goals.

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