How to format an email so people actually read it
Formatting is what makes an email easy to scan on a phone. These are the rules most readers expect.
Use a clear subject line, a greeting on its own line, short paragraphs of 2 to 4 sentences with a blank line between them, bullet points for lists, one normal font at about 11 to 12 points, and a sign-off with a short signature. Avoid colored text, ALL CAPS and more than one font.
The standard email layout
Leave one blank line between each part. That white space does more for readability than any font choice.
Subject lines: capitalization and length
Two styles are both correct. Pick one and use it consistently:
- Sentence case: "Quote for 20 office chairs" (only the first word and names are capitalized). This reads like normal speech and is common in modern business email.
- Title case: "Quote for 20 Office Chairs" (main words capitalized). This looks more formal.
Avoid ALL CAPS and lots of exclamation marks, which read as shouting and look like spam to people. Keep subjects short: phones often show only about the first 30 to 40 characters.
Body text: fonts, size and spacing
- One font. The default (Arial, Calibri, Aptos, Helvetica) is fine.
- Size 11 to 12 points. Larger looks like shouting; smaller is hard on phones.
- Black or dark gray text. Colored text is hard to read in dark mode.
- Bold sparingly for one key detail, like a date or amount.
- Short paragraphs. Big blocks of text get skimmed or skipped.
When to use bullet points and numbers
Use bullets for three or more separate items, and numbered steps when order matters. Keep each bullet to one line if you can.
Attachments, links and signatures
- Name files clearly: Gonzalez-Invoice-1042.pdf, not "scan0003.pdf".
- Mention the attachment in the text so the reader knows to look.
- Send PDFs for things that should not be edited.
- Paste links on their own, or link a few clear words. Avoid link shorteners, which look suspicious.
- Keep the signature to three or four lines: name, title, company, phone and one link.
Need to send a paper document? See how to scan to email.
Reply formatting
- Reply above the earlier messages (this is called top-posting and is the norm in business email).
- Use Reply all only when everyone needs your answer.
- Change the subject when the topic changes, so the thread still makes sense later.
Questions people ask
- Should email subject lines be capitalized?
- Either sentence case or title case is correct. Sentence case is more common in modern business email. Avoid ALL CAPS.
- What font should I use for email?
- The default font in Gmail or Outlook is fine. Use one font at 11 to 12 points in black or dark gray.
- What is the body of an email?
- The body is the main message between the greeting and the sign-off: the details, the request and any context.
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