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Professional Email

By: Polly Hummingbird

Polly Hummingbird writes and sells printable ebooks.

  1. Select an easy-to-read font, such as Arial, New Times Roman, or Verdana.

  2. Set the lines at 60 characters in length Then any email message you create will fit properly in another email screen.

  3. Type using medium, or 10 or 12 font size, as your normal size of type.

  4. When typing, do a hard-return at the end of each line Do not use auto-wrap If you do a hard-return, it keeps the message in a nice tidy column of text Email is very easy to read when it is structured like this It also makes it easy to copy-and-paste.

  5. Do not use long lines (________) or ********* going across the length of the message These never come out right on the other side Instead, using headings that describe what is in that section.

  6. Even though it is standard to type in plain black text you can use the following for modest accentuation:
    1. bold
    2. italics
    3. underlined text
    4. colored textlarge

  7. 7 Avoid centering your text using the "center" button. The reason for this is that centered text can be mis-aligned when it is viewed on another email screen, especially when your basic message is done in a column style If you like, manually center your headings.

  8. 8 Feel free to create hyperlinks for website addresses (http://) and for email addresses (mailto:). These are commonly used in all email.

  9. 9 The main aim for professional email is to make it quick-to-read and easy to understand Email is different from letters in this way. Make your sentences and paragraphs short Include lists whenever possible Get your point across quickly and concisely.

  10. 10 When replying to an email message, use the "Reply" button. This will put the original message below your new message This is very handy for referring to points in the first message.

  11. 11 Save all your useful email messages (incoming and outgoing) in folders on your hard-drive You can later view these saved messages.

  12. 12 Get good at creating mailboxes for storing or filtering your email messages into This allows you supreme organization over your email.

  13. 13 Create a "Signature" for the end of all your outgoing email messages Make it imaginative and attractive, since it can assist in promoting your business or organization It is acceptable to include any of the following in a signature:
    1. your name
    2. your company/organization
    3. an email address that someone can respond to
    4. a URL to your homepage
    5. a one-line advertising message
      (you can change this from time to time)

  14. Before transmitting an email message, proof-read it and check the spelling.

© Copyright 2002, Polly Hummingbird

The author assumes full responsibility for the contents of this article and retains all of its property rights. MarcommWise publishes it here with the permission of the author. MarcomWise assumes no responsibility for the article's contents.


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