Email Formatting – Use of Colors and Type on The Web

Email communications are important. The goal of every email should be for the content to be read, so understanding email formatting and how it affects readability is crucial. When you deal professionally with email, you and your company will have an important competitive edge. Additionally, by educating employees, you protect your company from awkward liability issues.

The Use of Color in Email

What constitutes proper email communication and email formatting in the workplace? While email is quick and easy, basic rules of etiquette still need to be observed. Keep emails professional, polite and to the point and resist the temptation to turn your emails into art projects.

The text of an email is not the place to express your creativity. White is the only acceptable background color. Anything else will make it more difficult to read. Similar caution should be applied to adding color to text within an email. Occasionally a change in color can add emphasis but more likely it will look unprofessional and make it more difficult to read. Stick with black text.

Font Usage in Email

Avoid changing type styles and sizes, along with the color of text. This type of email formatting makes the text difficult to read, looks unprofessional and can result in the reader misunderstanding your message.

Using all caps in email is perceived as shouting, as is the use of the color red. Communicate simply with words rather than relying on bolding, size, caps or colors. More times than not the formatting will over emphasize your emphasis!

Present your best self in on-line communication, stick with standard email formatting, and ensure that your message is clear and not misunderstood.

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