While most of us send informal emails to friends that might contain grammatical mistakes in them, the same is not true when writing to colleagues, especially when we want to make a good impression, as we have to be more careful and diplomatic this time. Here are some general tips on the right format of an email −

Background

The default white background should be used for all emails. Colored backgrounds or scroll designs are deemed unprofessional and distracting.

Font

Preferred fonts are Times New Roman or Arial, font size-12.

Font Color

Font should be navy blue or black only.

Contact details

Official contact information like name, designation, email id, contact number, company logo, and address of correspondence should be mentioned in the signature area. Personal statements are best avoided.

First name and surname

They should be mentioned in the same font as used in the body of the email, only two font sizes larger. Cursive fonts are not recommended.

Signature

The following information should be supplied in the same font and size as the body of the email.

●      Designation

●      Department

●      Company Name & Address

●      Landmark and ZIP Code.

●      Contact Number

●      Email address

●      Company telephone number

●      Company fax number

●      Company URL

●      Company URL

Disclaimer (with example)

Use a disclaimer at the end of your email signature in standard font, size-8 −

YOU MUST READ THIS NOTICE

The information contained in this email and any attachments is confidential and may be subject to copyright or other intellectual property protection. You are not authorized to use or disclose this information other than with the express consent of the sender