Start with a clear subject line that says what the email is about

Your subject line is the first thing someone sees, and it determines whether they open the email or skip it. Write something specific about what's inside — not "Hello" or "Question" or "FYI". A reader should know in five words what they're opening.

Bad subject lines: "Hi", "Quick question", "Checking in", "Important". Good subject lines: "Invoice #4521 due Friday", "Your password reset link", "Meeting moved to 2pm Thursday", "Feedback on the draft proposal". The difference is that good ones tell the reader what action they might need to take, or what information is waiting for them.

If you're replying to an existing email thread, keep the same subject line — don't start a new one. That keeps the conversation together in the reader's inbox.

Key Takeaways

  • Use a subject line that describes the actual content, so the reader knows whether to open it and what to expect.
  • Start with a greeting, keep paragraphs short (three to four sentences each), and end with a clear closing line that says what happens next.
  • Use bold or line breaks to highlight important dates, names, or action items — never all caps, which reads as shouting.
  • Stick to one font and one size throughout; fancy formatting often breaks when the email moves between devices or email programs.
  • Proofread for spelling and grammar before sending, because typos make you look careless and can confuse the reader about what you're asking.

Open with a greeting and get to the point in the first paragraph

Start with "Hi [name]," or "Hello [name]," — not "Hey" in a work email, and not no greeting at all. A greeting takes one second and makes the email feel like it's written to a person, not broadcast to a crowd.

Your first paragraph should answer the reader's unspoken question: "Why am I reading this?" Don't spend three sentences on context. Say what you need in one or two sentences. "I'm writing to ask if you can review the attached contract by Friday" or "The server went down at 3pm and we're working on a fix" or "I wanted to follow up on the proposal we discussed last week."

A reader who has to scroll down to figure out why you sent the email will get frustrated. Put the main point first, then add details below if you need to.

Break your message into short paragraphs with white space between them

A wall of text is hard to read on a phone or computer screen. Keep paragraphs to three or four sentences, then hit Enter twice to create space before the next paragraph. This makes the email easier to scan, and the reader can find the information they need without squinting.

If you have a list of items — steps to follow, dates to remember, questions to answer — use bullet points instead of writing them in a paragraph. A bulleted list is faster to read and harder to miss.

Use bold text sparingly to highlight important words: dates, names, amounts, or the action you need from the reader. Don't bold entire sentences or paragraphs — that defeats the purpose. Never use all caps for emphasis; it reads as shouting and is harder to read.

Use a simple, standard font that works everywhere

Stick to fonts that come built into every email program: Arial, Calibri, Times New Roman, or Verdana. Fancy fonts like Comic Sans or decorative typefaces often don't show up the way you intended on the reader's device. They might see a default font instead, or the email might look jumbled.

Use size 11 or 12 for regular text. Anything smaller is hard to read on a phone. Don't mix multiple font sizes in the same email unless you're using size to show hierarchy — like a slightly larger size for a heading and regular size for the body text.

Stick to black text on a white or light background. Colored text, colored backgrounds, and light text on dark backgrounds are hard to read and often don't print well if the reader needs a paper copy.

End with a clear closing line that says what happens next

Don't just stop writing and sign off. Tell the reader what you expect to happen after they read the email. "Let me know if you have questions" is vague. Better: "Please send me your feedback by Wednesday" or "I'll call you tomorrow at 10am unless you let me know otherwise" or "No response needed — just wanted to keep you in the loop."

A clear closing line prevents confusion about whether the reader needs to do something, and it sets a timeline so neither of you is left waiting.

Sign off with "Best," "Thanks," "Regards," or "Sincerely," followed by your full name. In a work email, include your title and contact information (phone number or department) below your name so the reader can reach you if they need to.

Avoid common formatting mistakes that break in transit

Email programs don't all handle formatting the same way. A fancy template you create in Gmail might look different when someone opens it in Outlook. Colored backgrounds, custom fonts, and images sometimes don't show up at all on the reader's end.

If you need to send a document with specific formatting — a resume, a contract, a design — send it as an attachment (PDF or Word file) instead of pasting it into the email body. That way the reader sees exactly what you intended, and the formatting stays intact.

Avoid using tabs to indent text; they often collapse or disappear when the email is sent. Use bullet points or numbered lists instead. Don't paste content directly from a website or Word document without cleaning it up first — extra spaces, hidden formatting, and strange characters often come along for the ride.

Proofread before you send

Read the email out loud to yourself before hitting Send. You'll catch typos and awkward sentences that your eyes skip over when you're reading silently. Check that you spelled the reader's name correctly, that dates and numbers are right, and that you didn't accidentally leave out a word that changes the meaning.

Pay special attention to the subject line and the first paragraph — those are what the reader sees first, and mistakes there make a bad impression. If you're asking the reader to do something, re-read that sentence to make sure it's clear what you want.

If the email is important or formal, wait 10 minutes after you finish writing, then read it again with fresh eyes. You'll spot things you missed the first time.

Frequently Asked Questions

Should I use HTML formatting or plain text?

Use HTML formatting (the default in most email programs) because it lets you use bold, bullet points, and line breaks. Plain text is harder to read and looks unprofessional. Stick to simple formatting — bold, italics, and lists — and avoid colors and backgrounds.

Is it okay to use emojis in a work email?

No. Emojis are fine in casual texts to friends, but they make a work email look unprofessional. Stick to words. If you want to soften the tone, use punctuation: "Thanks so much!" instead of "Thanks! 😊"

What if my email is really long?

Break it into multiple emails instead of one long one. Send the main message first, then follow up with details or attachments in a second email. A reader is more likely to open and read two short emails than one that scrolls for three screens.

Can I use different colors for different sections?

Avoid it. Colored text and backgrounds often don't display correctly on phones or in different email programs, and they can make the email harder to read. Use bold text and line breaks to separate sections instead.

Should I include my signature in every email?

Yes. Set up an automatic signature in your email program so it adds your name, title, and contact information to every email you send. You only have to set it up once, and it saves you from typing it each time.