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Email layout
Emails are very different from other types of professional writing. They need to be read quickly and generally do not contain a lot of detailed information.
The layout of the email can significantly improve its readability.
- Present your points in smaller chunks of text.
- Use bullet points or numbering to draw attention to key points and/or lists
Look at the following examples:
Hello Saul,
I hope this finds you well. I'm writing about the self-access HR materials for casual staff. Currently, these materials are only available in hard copy and this presents two problems: the materials often go missing and they become redundant as soon as policies are updated. The result is that people often do not have access to the policies and have to devote time and energy calling HR. It is also expensive in terms of printing costs as we constantly have to re-print the materials. Would it be possible to post these materials on the HR webpage? If your team could look into this, I’d be most grateful.
Best wishes
Nadia
Poor readability:
Hello Saul,
I hope this finds you well. I'm writing about the self-access HR materials for casual staff. Currently, these materials are only available in hard copy and this presents two problems: the materials often go missing and they become redundant as soon as policies are updated. The result is that people often do not have access to the policies and have to devote time and energy calling HR. It is also expensive in terms of printing costs as we constantly have to re-print the materials. Would it be possible to post these materials on the HR webpage? If your team could look into this, I’d be most grateful.
Best wishes
Nadia
Hello Saul,
I hope this finds you well.
I'm writing about the self-access HR materials for casual staff.
Currently, these materials are only available in hard copy and this presents two problems:
- the materials often go missing and
- they become redundant as soon as policies are updated.
The result is that people often do not have access to the policies and have to devote time and energy calling HR. It is also expensive in terms of printing costs as we constantly have to re-print the materials.
Would it be possible to post these materials on the HR webpage? If your team could look into this, I’d be most grateful.
Best wishes
Nadia
The way you end your email message is important and depends on the context. This includes:
- how you started your email
- how well you know the person
- the recipient’s professional status.
| Closing | Context | Description |
|---|---|---|
| Yours faithfully | Formal | Use this if you start the letter with ‘Dear Sir/Madam,’ |
| Yours sincerely, Sincerely |
Formal/semi-formal | This is very flexible and can be used with any of the other salutations starting with ‘Dear’ |
| Many thanks, Best wishes, Kind regards, Regards |
Semi-formal | Do not use with Dear Sir/Madam |
| Cheers, Best |
Informal | Often used in Australia, but may be less commonly used in other contexts. |
Activity
Click on the dots to show the features of a good email
Nadia and Saul work for the same company. They have a good professional relationship. Saul works in Human Resources (HR). Nadia manages a group of casual staff.
Hello Saul,
I hope this finds you well.
I'm writing about the self-access HR materials for casual staff.
Currently, these materials are only available in hard copy and this presents two problems:
- the materials often go missing and
- they become redundant as soon as policies are updated.
The result is that people often do not have access to the policies and have to devote time and energy calling HR. It is also expensive in terms of printing costs as we constantly have to re-print the materials.
Would it be possible to post these materials on the HR webpage? If your team could look into this, I’d be most grateful.
Best wishes
Nadia
Nadia Rajapakse (Ms.)
Operational Manager
Modern Flair Designs
The brackets show the features of a good email
To: saul.bihari@modernflair.com
From: nadia.rajapakse@modernflair.com
Subject: Self-access HR materials (clear, accurate and concise subject line)
Hello Saul (use of informal greeting is appropriate as they know one another)
I hope this finds you well.
I'm writing about the self-access HR materials for casual staff. (purpose for writing the email is stated clearly at the beginning)
Currently, these materials are only available in hard copy and this presents two problems: (layout of email is easy to read with use of bullet points)
- the materials often go missing and
- they become redundant as soon as policies are updated.
The result is that people often do not have access to the policies and have to devote time and energy calling HR. It is also expensive in terms of printing costs as we constantly have to re-print the materials.
Would it be possible to post these materials on the HR webpage? If your team could look into this, I’d be most grateful. (Nadia politely suggests a solution in a professional neutral tone)
Best wishes (appropriate informal ending as they know each other)
Nadia
Nadia Rajapakse (Ms.) (Most organisations require employees to use email templates including ways of formatting your signature)
Operational Manager
Modern Flair Designs
Unit 3, Melbourne
VIC 3000
tel: 03 - 852 - 1773