The best email format: What your email signature says about your company

A professional email format can make or break an external email and change how an internal message is received.

Email is a powerful business tool, so you need to know how to craft the perfect email. Read on to learn all about how to format emails so they always match your goals.

What is an email format?

An email format refers to how your email is designed. An email format is its layout and structure. This includes elements like images, attachments, and the writing form. There are several formats you can use, all with different benefits and drawbacks.

For example, HTML is perfect for creating attractive emails with images, videos, and embedded links. Rich text works well for incorporating text formatting like underlines and italics.

A great email format also includes a professional email signature with accurate contact information. Once you’ve created a relationship with the person you’re messaging, an email signature helps increase engagement.

Why use a proper email format?

Using a proper email format matters, because it helps you:

1. Make a good first impression

A well-formatted email looks professional and shows you’ve taken the time to write it properly. That matters whether you're talking to a colleague, a client, or someone you’ve never met before.

2. Get your message across clearly

A proper format helps people read your email more easily. Clear structure = quicker understanding = faster responses.

3. Build credibility and trust

Sloppy or unprofessional emails can look careless or even suspicious (especially in business). A clear, consistent format helps you come across as reliable and legitimate.

4. Avoid miscommunication

Using elements like subject lines, greetings, and sign-offs makes it easier for the reader to understand your tone and intent. This helps reduce confusion or misinterpretation.

5. Stay professional in any setting

Even if you're being friendly, a basic structure helps keep things polite and appropriate — especially important in formal or work-related contexts.

Your guide to a professional email format

Writing a great email isn’t just about what you say — it’s how you say it. Whether you’re reaching out to a colleague, client, or potential partner, a well-formatted email helps you get your message across clearly and professionally. This guide breaks down the essential elements of a good email format, with practical tips and templates to help you write emails that get noticed.

Elements of a professional email format

Here are the key elements that make your email a properly formatted email:

✅ 1. Subject line

• Purpose: Gives the recipient a clear idea of what the email is about before they open it.

• Tip: Keep it short, specific, and relevant.

✅ 2. Greeting (Salutation)

• Examples: Hi Sarah, or Dear Mr. Lee,

• Purpose: Adds a polite and professional tone; sets the stage for the message.

✅ 3. Opening line

• Examples: Hope you're well, or Thanks for getting back to me.

• Purpose: A polite lead-in that builds rapport before jumping into the main point.

✅ 4. Clear and concise body

• What it includes:

  • The main message or request

  • Any necessary context or explanation

  • Next steps or a question if a reply is needed

• Purpose: Keeps things easy to read and avoids unnecessary fluff.

✅ 5. Call to action (if needed)

• Examples: Would Thursday or Friday work for a meeting?

• Purpose: Helps the recipient know what you're asking for or what they need to do next.

✅ 6. Closing line

• Examples: Looking forward to hearing from you, or Let me know if you have any questions.

• Purpose: Wraps things up politely and sets expectations.

✅ 7. Sign-off

• Examples: Best regards, Kind regards, Thanks,

• Purpose: A polite way to end before your name.

✅ 8. Signature

• Includes: Your name, title, company (if relevant), and contact info

• Purpose: Makes it easy for people to know who you are and how to reach you.

The role of an email signature in a professional email format

An email format that includes a signature is important for many reasons. It adds a personal touch to the end of a message. It includes professional touch points with essential contact information.

The signature email format should be professional to reassure readers that your email is genuine and from a real person. An email signature also states the sender's company position, promoting authenticity.

You can read more articles on the Exclaimer Blog about creating the perfect email signature to represent your business. And our email signature management platform is ideal for creating and managing business email signatures easily, with a drag and drop editor to get you started.

Types of email format for the best professional email

When it comes to professional emails, different formats serve different purposes. Here are the main types of email formats you can use — each one suited to a specific situation:

1. Formal email format

Best for: Job applications, official announcements, contacting someone you don’t know
Structure:

• Subject line

• Formal greeting (Dear Mr./Ms. [Last Name])

• Clear intro and purpose

• Detailed body with relevant info

• Polite closing line

• Professional sign-off (Sincerely, Best regards)

• Full email signature

✅ Polished, respectful, and detailed.

2. Semi-formal email format

Best for: Internal communication, regular updates, ongoing work relationships
Structure:

• Subject line

• Friendly greeting (Hi [Name],)

• Straight to the point but still polite

• Use bullet points if sharing multiple updates

• Clear CTA if needed

• Sign-off (Thanks, Kind regards)

• Simple email signature

✅ Professional but more conversational.

3. Informational email format

Best for: Sharing updates, summaries, or reference material
Structure:

• Clear subject line (e.g. Project Update: April 2025)

• Quick intro explaining what the email covers

• Use bullet points or numbered lists

• Keep it scannable

• End with optional next steps or contact info

✅ Easy to digest and skim-read.

4. Request email format

Best for: Asking for time, help, input, approval, etc.
Structure:

• Specific subject line (Request for Feedback on Slide Deck)

• Brief context

• The exact request (bold if necessary)

• Deadline or timeframe if needed

• Thank you in advance

• Sign-off

✅ Respectful and action-focused.

5. Follow-up email format

Best for: Chasing a response, confirming next steps, or nudging after no reply
Structure:

• Subject: Following up on [topic]

• Quick reference to previous message

• Reminder of what you're waiting on

• Offer help or clarification

• Friendly closing

✅ Polite persistence with a helpful tone.

5 professional email templates to copy and use

Here are 5 easy-to-use templates for each professional email format type mentioned above. Just copy and paste them, and swap in your own details:

1. Formal email template

2. Semi-formal email template

3. Informational email template

4. Request email template

5. Follow-up email template

How to format professional emails with best practices and examples

Any online guide can teach you how to format emails. But, in most cases, there’s more to formatting than meets the eye. Something as simple as the right email signature banner size can make all the difference for readability purposes.

Best practices for formatting professional emails

The most important things to remember when deciding how best to format professional emails are to:

• Begin with an appropriate greeting

• Keep paragraphs short and break up blocks of text

• Use a consistent tone throughout

• End your email with a courteous closing

• Use a professional email signature

Keep email body concise and focused

It’s important to keep the email body concise and focused. Make sure your message is clear and easy to understand. Avoid unnecessary information that’ll make a recipient less likely to respond.

Be mindful of the type of email you’re writing. If it's a formal email, keep the tone professional. If it's an informal email, you can use a more relaxed and conversational tone. The tone you use may also differ depending on the generation of your recipient.

Writing formal emails

Writing a formal email is about being clear, respectful, and professional. Here's a quick step-by-step guide to help you structure one:

Formal email structure

1. Subject line
   ➤ Be specific and to the point (e.g., Request for Q3 Budget Approval or Introduction from [Your Company])

2. Greeting
   ➤ Use a formal salutation:

   • Dear Mr./Ms. [Last Name]

   • Dear [Job Title], if you don’t know the name

   • Avoid casual openers like Hi or Hey

3. Opening line
   ➤ Politely state your reason for writing:

   • I hope this message finds you well.

   • I am writing to follow up on…

   • I’d like to introduce myself and my company…

4. Main body
   ➤ Stick to the point, be clear and concise
   ➤ Use short paragraphs for readability
   ➤ Keep your tone polite and professional
   ➤ Provide any relevant details or next steps

5. Closing line
   ➤ End with a courteous note:

   • Please let me know if you need any further information.

   • I look forward to your response.

6. Sign-off
   ➤ Use a formal closing:

   • Sincerely,

   • Kind regards,

   • Best regards,

7. Signature
   ➤ Include your full name, job title, company, and contact details.

✅ Example

Subject: Request for Meeting to Discuss Partnership Opportunities

Dear Ms. Ahmed,

I hope this message finds you well. I am reaching out to introduce myself and explore potential collaboration between our teams.

At [Your Company], we specialize in [brief one-line description], and we believe there may be strong alignment with your current goals. I’d welcome the opportunity to schedule a short meeting at your convenience to discuss this further.

Please let me know a suitable time for you. I’ve also attached a short overview of our work for reference.

Kind regards,
Emily Carter
Business Development Manager
[Company Name]
[Phone Number] | [Email]

But remember: Writing an email in a formal tone isn't always necessary

In most cases, an email doesn’t need a formal tone. Just because you’re drafting a professional email doesn't mean you can’t use contractions or abbreviations. Sometimes what's important is that a real person writes the email for another real person.

Plain text vs HTML email format

HTML and plain text are the most common email format types. Plain text emails are simple and straightforward. They usually don’t contain visual elements and are often used for internal communication.

Pros of plain text formatting

• Compatible with all devices

• Loads quickly

Cons of plain text formatting

• Devoid of color, style, and imagery with little formatting control

• Difficult to track performance

HTML email format is usually used for marketing and promotional purposes. It's often used to make first contact with calls-to-action (CTAs), but also to create personal relationships between business associates.

Pros of HTML formatting

• HTML can include links with tracking parameters

• Much more visual

Cons of HTML formatting

• HTML can behave differently in different browsers and email clients

• CSS code elements can hide viruses

Write your email with purpose

In using the correct email format, it’s important you’re writing with purpose. While this sounds obvious, once you’ve established first contact with a recipient, you don’t want to overload them.

Keep your message concise and to the point, using a friendly and conversational tone. When asking for a response, be specific about what’s needed and make it easy to reply. Your email signature should also include relevant contact details like your email address, phone number, and company information.

Your professional email format checklist

It's essential to get the right email format

The right email format is essential for keeping communication open with colleagues, and mastering structure is vital. Our guidelines should give you a firm grasp on how to approach each email.

And with Exclaimer, you’re able to sign-off with a professional email signature every time. Try Exclaimer for free or get yourself an online demo today.

Glossary: Key terms of a professional email

Here’s a quick list of key professional business email terms you should know — whether you're writing or reading emails in a professional setting:

1. To:

The main recipient(s) of the email — the person you’re directly addressing.

2. CC (carbon copy):

Sends a copy of the email to someone else for visibility, but they’re not expected to take action.

3. BCC (blind carbon copy):

Same as CC, but other recipients can’t see who’s been BCC’d. Often used for discretion or privacy.

4. Subject line:

A short line that summarizes the email’s purpose. Think of it like the email’s headline.

5. Salutation/greeting:

How you open your email. Examples: Hi James, Dear Team, Hello,
Sets the tone and shows respect.

6. Body:

The main message of the email. Should be clear, to the point, and structured (intro, details, action).

7. Call to action (CTA):

What you want the recipient to do — book a meeting, respond, review something, etc.

8. Sign-off/closing:

The polite way to wrap things up. Examples: Best regards, Kindly, Thanks,
Followed by your name and/or signature.

9. Signature:

Your contact details at the end. Usually includes your name, job title, company, and sometimes a logo or email disclaimer.

10. Attachment:

A file included with your email — like a PDF, image, or document.

11. Reply vs. reply all:

• Reply: Responds only to the sender.

• Reply all: Sends your response to everyone in the To and CC fields. Use this wisely!

12. Forward:

Sends the original email to a different person — often with a note for context.

13. FYI (For your information):

Used when you’re sharing info that doesn’t require a response or action.