Writing Professional Emails: Part 1 – Understanding the Recipient Fields
Writing Professional Emails: Part 2 – Know Your Audience and Greeting Styles
Writing Professional Emails: Part 3 – Fonts and Formatting
Writing Professional Emails: Part 4 – Main Body Written Content
Writing Professional Emails: Part 5 – Signatures
Writing Professional Emails Part 6 – Attachments
Writing Professional Emails: Part 7 – Replying Etiquette and Features
This article is written to provide you with details on why it is important to use legible fonts and formats when writing your emails.
Have you ever received an email that was hard to read because of the font formatting? I certainly have, and because of the formatting, my eyes were distracted from the message that was being communicated. When it comes to writing an email, it is important to ensure that the fonts and formats that are used are easy on the eyes and legible. In part 3 of this series, we will be discussing fonts and formats and why it is important to be aware of what you are using when you are writing an email.
Generally, companies have a standard font brand in place which all employees are expected to use. When there are different font styles used, it can distract our eyes from focusing on the written content because our brains naturally pick out inconsistencies. For example, one employee is using a different font from another.
When different fonts are used, our eyes tend to jump around. This may cause the reader’s eyes to focus more on the inconsistency rather than the message itself, which is why we recommend having a standard font within your organization for employees to use that our eyes are visually accustomed to.
Fonts with excessive use of style or serifs may also cause the reader to reread a sentence repeatedly because their eyes are distracted from seeing a font that they may be unaccustomed to.
It is considered best practice to use an easy-to-read font, which our eyes are accustomed to seeing regularly such as Arial, Calibri, or Times New Roman.
Font Point Size
When it comes to font point size, it is best to use either 10, 10.5, or 11 point. This ensures that the content written can be read on various platforms. Using font 12 point size or larger is generally used when your email has headings.
When it comes to font colour, black is the safest choice to write in. When responding to an email, it would be considered a benefit to use a different font colour so the readers can easily decipher the original message to the replies. In instances relating to replies, if colour is to be used, we recommend using blue as the safe choice as it is easy on the eyes.
If you need to call the recipient’s attention to something written in your email message, consider using highlights in yellow, use italics or bold font.
Pro Tip: Red font should not be used when responding to an email, unless it is to point out a deadline date. Red font is hard on the eyes to read, and can be misinterpreted as anger from the writer. When writing an email, it is important to be aware of the font style, size, and colours used.
For more information on Writing Professional Emails, be sure to see part four of this series, which provides details on writing the Main Body Message of an email.