Business Email

Business Email Body

The body of a business email is no different than that of a business letter or memo. The one formatting distinction is this; email programs automatically format the body in single spaced, full block style. It's a design function of the program and meant to ensure that the text of an email appears on the recipient's screen exactly as it does on the sender's.

Short paragraphs are the rule, particularly as online readers often just scan the text. Many monitors display twenty to twenty five lines at one time, making shorter paragraphs more suitable. Besides, long paragraphs are hard on the eyes and more difficult to read.

Always be considerate of your reader's time; an email that goes on for more than two pages may be better off as a letter or memo. Delivered as an attachment, a lengthy letter or memo can be printed and read when time permits.

Generally speaking, business email is sent in plain text rather than HTML. Using different font faces, colors, sizes, and styles, such as bold or italic, is extremely useful when creating documents within a word processor, but they are problematic when sent between email programs.

Besides the possibility of increasing the download time on your recipient's computer, HTML documents may not appear on one screen as they do on another. If you are unfamiliar with the distinction and are offered a choice, just select plain text and move on.

« Previous
Continue »