Email Formatting Guide – 13 Examples & Practices

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Email Formatting Guide – 13 Examples & Practices

Email communication stands as a cornerstone in the professional world, demanding clarity and decorum. Knowing how to format an email not only conveys professionalism but also ensures your message is read and understood as intended. Whether it’s for business, academic, or personal purposes, mastering the proper email format is a skill that will serve you well in the digital age. Let’s dive into the intricacies of email formatting to ensure your communications are polished and effective.

What is an Email Format?

Email format refers to the structured way in which an email message is organized. It involves the layout of the email, including the header, greeting, body, closing, and signature. The right email format ensures that the message is easy to read and professional. A well-formatted email can make a significant difference in how your message is perceived and can increase the likelihood of receiving a timely and positive response.

Why Should You Use Proper Email Format?

The importance of using a proper email format cannot be overstressed. It enhances readability, ensures that important details are highlighted, and reflects a level of professionalism that is often expected in business communications.

Proper email format also helps in maintaining clarity, preventing misunderstandings, and promoting effective communication. In addition, it makes a positive impression on the recipient, which is essential in establishing and maintaining professional relationships.

Further read: How to write Coffee Chat Email?

How to Format an Email

Formatting an email correctly involves several components that work together to create a coherent and polished message. Here’s how to format an email effectively:

  • Subject Line: Start with a clear and concise subject line that summarizes the email’s content.
  • Salutation: Use a professional greeting like “Dear [Name],” or “Hello [Name],”.
  • Introduction: Open with a brief introduction that states the purpose of your email.
  • Body: Divide the body into paragraphs, each covering a single point.
  • Closing: End with a polite closing, such as “Best regards,” or “Sincerely,” followed by your name and any necessary contact information.

13 Email Formats with Examples

When it comes to email formats, there are various templates you can follow depending on the context of your message. Here are 13 email formats with examples:

Formal Business Email

Subject: Quarterly Financial Report – FY2023 Q1


Dear Mr. Smith,

I am writing to provide you with the quarterly financial report for FY2023 Q1. Please find the detailed report attached.

Key highlights from this quarter include:

– A 5% increase in revenue.

– Successful reduction of overhead costs by 2%.

– Introduction of two new product lines.

Should you have any questions or require further clarification, please don’t hesitate to contact me.

Best regards,

John Doe

Chief Financial Officer

XYZ Corporation

[email protected]

Informal Email to a Friend

Subject: Long Time No See!


Hey Sam,

It’s been ages since we caught up! How have you been?

I was going through some old photos and found that one from our road trip to the Grand Canyon – epic memories! We should plan another adventure soon.

Let’s catch up over coffee sometime next week? What say you?



Job Application Email

Subject: Application for Graphic Designer Position – Jane Doe


Dear Hiring Manager,

I am writing to apply for the Graphic Designer position at Creative Solutions, as advertised on LinkedIn. With over five years of experience in graphic design and a keen eye for detail, I am confident in my ability to contribute to your creative team.

Attached, please find my resume and portfolio for your review.

I look forward to the opportunity to discuss how my skills and creativity can benefit Creative Solutions.

Thank you for considering my application.


Jane Doe

[email protected]

Customer Service Inquiry

Subject: Inquiry About Refund Status for Order #12345


Dear Customer Service Team,

I am contacting you regarding the status of my refund for Order #12345. It has been two weeks since the return was confirmed, and I have yet to receive the refund.

Could you please provide an update on when I can expect the refund to be processed?

Thank you for your assistance.

Warm regards,

Emily Turner

Newsletter Format

Subject: 🌟 Monthly News & Updates – November from TechWorld 🌟


Hello Tech Enthusiasts,

Welcome to your November edition of TechWorld Newsletter!

What’s inside:

– Top Tech Trends to Watch

– Exclusive Interview with a Silicon Valley CEO

– Tips and Tricks for Secure Online Shopping

Don’t forget to check out our Black Friday special deals included at the end of this newsletter.

Happy Reading!

The TechWorld Team

Unsubscribe | Manage Preferences

Further read: How to warm up an email domain?

Sales Pitch Email

Subject: Elevate Your Team’s Productivity with TaskMaster Pro


Hi James,

Are tasks slipping through the cracks? TaskMaster Pro can help. Our tool is designed to streamline project management and boost team productivity.

Features that our clients love:

– Intuitive task assignment

– Real-time progress tracking

– Comprehensive analytics dashboard

Interested in a demo? Let’s schedule a call to discuss how TaskMaster Pro can work for your business.


Linda from TaskMaster Pro

[email protected]

Further read: Top Cold Emailing Tools List

Thank You Email

Subject: Thank You for the Interview


Dear Mrs. Robinson,

I wanted to extend my sincerest thanks for the opportunity to interview for the Marketing Coordinator position yesterday. It was a pleasure learning more about the innovative strategies your team is implementing.

I am very excited about the prospect of joining your team and contributing to its success.

Thank you once again for considering my application. I look forward to your decision.

Warm regards,

Tom Reynolds

Email Update to Colleagues

Subject: Weekly Project Update – Website Redesign



Here’s the weekly update on the Website Redesign Project:

– Copywriting for the Home and About Us pages is complete.

– Design mockups are under review.

– The testing phase is scheduled for Nov 15th.

Please ensure all tasks assigned to you are up to date.



Project Manager

Invitation Email

Subject: You’re Invited: Annual Employee Gala


Dear Team,

We are thrilled to invite you to our Annual Employee Gala on December 10th, 2023, at the Downtown Grand Ballroom.

Join us for an evening of celebration, recognition, and fun!

Please RSVP by November 20th.

We can’t wait to celebrate with you all!


HR Department

Feedback Request Email

Subject: We Value Your Feedback on Our Services


Dear Mr. Garcia,

I hope this message finds you well. As one of our valued customers, your feedback is essential to us at Greenwood Landscaping.

We are constantly striving to enhance our services and would greatly appreciate your insights on your recent experience with our team. Here’s how you can help:

– **Rate Us:** Click here [Insert Link] to rate your experience (It only takes a minute!).

– **Share Your Thoughts:** Let us know what you loved or how we can improve.

– **Suggest Improvements:** Any particular services you’d like to see in the future?

Your feedback will directly influence our training and service offerings to ensure a better experience for all our clients.

As a token of our appreciation, we will be offering a 10% discount on your next purchase after completing the survey.

Please feel free to reply to this email with your thoughts or click on the link to our quick survey.

Thank you for choosing Greenwood Landscaping, and we look forward to serving you again.

Warm regards,

Jessica Bell

Customer Relations

Greenwood Landscaping

[email protected]

Further read: What is IP Warming?

Complaint Email

Subject: Concern About Product Quality – Order #45632


Dear Customer Service Team,

I am writing to express my concern regarding the quality of the Wireless Headphones (Order #45632) I received on October 15, 2023.

Unfortunately, the headphones are not functioning as expected. They turn off every five minutes and the sound quality is significantly distorted. This is quite disappointing as it does not align with the high standards advertised.

I followed all the troubleshooting steps listed on your website, but the problems persist. Here are the steps I’ve taken:

– Charged the headphones fully

– Reset the headphones to factory settings

– Attempted to connect to different devices

I would appreciate a prompt response to resolve these issues. I believe a replacement or a full refund would be justifiable under the circumstances. Please find the attached purchase receipt and warranty card.

I trust that you will address this matter with the urgency it requires.

Thank you for your immediate attention to this issue.


Jordan Matthews

[email protected]

Confirmation Email

Subject: Your Appointment with Dr. Lopez is Confirmed for Nov 20, 2023


Dear Riley,

This is a confirmation of your appointment with Dr. Luis Lopez at Sunshine Dental.

Date: November 20, 2023

Time: 2:30 PM

Please arrive 10 minutes early to ensure enough time for the check-in process. If you need to reschedule or cancel, please contact us at least 24 hours in advance.

Attached is a map to our office and a form to fill out prior to your visit. Let us know if you have any special requirements or if there is anything we can do to make your visit more comfortable.

We look forward to seeing you.

Best regards,

Marie Johnson


Sunshine Dental

[email protected]

Email with Attachment

Subject: Attached Invoice for Services Rendered – Invoice #789


Dear Jameson Corp.,

Please find attached Invoice #789 for the graphic design services provided in September 2023. The total amount due is $2,500, payable within 30 days of receipt of this invoice.

Details of the services and payment instructions are included in the attachment.

Should you have any queries or require further documentation, please do not hesitate to contact me. I am available to discuss any details or provide additional information if needed.

Thank you for your prompt attention to this matter.

Warm regards,

Kelly Tran

Freelance Graphic Designer

[email protected]

Each format serves a specific purpose and should be tailored to the context of your message and your relationship with the recipient.

Email Format Best Practices

To ensure your emails are well-received and effective, follow these email format best practices:

  • Keep your message concise and to the point.
  • Use a standard font, such as Arial or Times New Roman.
  • Include bullet points or numbered lists for clarity when necessary.
  • Proofread your email for grammar and spelling errors before sending.
  • Respect the recipient’s time by avoiding unnecessary information.

Further read: How to increase Daily Email Sending Limit?

How to Format Business Email

When formatting a business email, it’s crucial to maintain a professional tone and structure. Start with a clear subject line, followed by a formal greeting. The body of the email should be concise and focused, addressing the matter at hand. Use formal language and avoid slang or casual phrases. Conclude with a professional sign-off and your full contact information.

FAQs on Email Formatting

How to format an email in Outlook?

To format an email in Outlook, create a new message, and use the formatting options in the ribbon, such as font style, size, and color. Use the paragraph options to align text and insert bullet points or numbers.

How to format an email with pictures?

To format an email with pictures, insert images using the insert option in your email client. Position the pictures as needed, and consider the file size to ensure the recipient can easily download them.

How to format email in Gmail?

In Gmail, click ‘Compose’ to start a new email. Use the formatting bar to select font style, size, and other formatting options like bullets or numbered lists. You can also add images by clicking the “Insert photo” icon.

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